“So, I just Had One Quick Question...” And Other Ways ERP Projects Accidentally Go Over Budget

Picture  this...

You bring your car into the shop for new tires. You get a quote. Sounds good. Halfway through , you say: “Actually, could you check the transmission while you’re in there?”  

A few minutes later: “And maybe repaint it? Oh- and I saw this TikTok about turning it electric. Is that hard?” 

Next thing you know, the invoice comes in and you’re shocked.  

You only budgeted for tires.  

Welcome to ERP implementations. 

Admittedly this can be confusing.   

Consultants are a bit like mechanics. You meet the person behind the service desk (project manager), explain what’s wrong or what you want, and then leave it with us to figure out.

You’re busy, you’re running a business. And you just want your system to work.  

I get that. 

But here’s the thing no one ever tells you (and maybe should): 

Every step takes time. Every bit of time costs money. 

And yes, even just looking at something takes time. 

When a client says, “Could you just check this quickly?”— its usually not quick. 

When someone says, “I didn't think you’d do anything, i just wanted your thoughts”— well, that still means opening a task, reviewing it, investigating it, maybe replicating it in a test environment, summarizing the findings, logging it. 

That's all real, billable time.  

This isn't about nickel-and-diming. 

This is about clarity. 

We want your project to be seamless, empowering, and under budget whenever humanly possible. So here’s a guide I’ve never seen anyone write, but wish every client had in their back pocket: 

6 Ways to Maximize Your ERP Project Without Maxing Out Your Budget

 

1. DO come with a game plan- even if it’s messy

Even a napkin sketch of what you want beats a blank screen and a shrug. You don't need to know how something should be built -you just need to help us understand what success looks like for you.  

Clear goals = faster builds = fewer revisions. 

💡 Pro tip: Start any task request with “ what i want to be able to do is...” That is gold for us.  

2. DON’T assume “just checking” is free.  

Even if you’re not asking for a fix, reviewing scripts, replicating issues, or digging through pasts tasks still takes time. We are not trying to trap anyone in billable hours - we’re trying to solve things right. 

Try this instead: “Can you give me a ballpark on how long this might take to investigate?”

That gives you control before the work starts. 

3. DO ask questions about task closure and follow-up. 

If a task stays open, someone is likely reviewing it, prepping it for QA, or checking for client feedback. That takes time. Be proactive:  

• If something’s done on your end, say so 

• If you need more testing time, say so. 

Good questions to ask: 

“Will you follow-up with me? “ 

“Will that follow-up be billable?”  

Yes, you can ask those. You should. 

4. DON’T disappear mid-sprint. 

I know life gets busy. But when you go quiet for a week or two, the team has to pause your work, reprioritize someone else, then ramp back up when you return.  

Its like closing the shop halfway through a repair. No one likes starting over.  

💡 Consider assigning a backup contact or setting clear response expectations: (“I’ll need 3 days to test; please don't proceed without me”). 

5. DO brainstorm with us, but label it as brainstorming. 

We LOVE innovation. We want to hear your big ideas. But let’s put on the right hat:  

• If you just want to talk ideas, we can book discovery time.  

• If you want a quote, we can scope it.  

Just let us know which mode you’re in. 

6. DON’T assume we know what your company does internally 

Your business process may seem obvious to you, but we’re not in your meetings. Tell us: 

• What your team does now 

• What works 

• What doesn't 

• Who approves what 

That context is gold. 

The more we know, the better we can tailor the system to your real life needs and avoid costly rework due to miscommunication.

Closing Thoughts

We are not here to burn your budget. 

We are here to build something awesome with you.  

We want your system to work beautifully. 

We want your team to feel proud, empowered and ready to grow. 

We want you to be happy. 

And the more we understand each other, your expectations, our process — the better it all goes.  

Every hour matters. Every conversation counts. So let’s make them count together.  

We are in your corner. Lets do this right.