How to Choose Distribution Software: a 10-Question Checklist
10 questions to ask before choosing an ERP or CRM for distribution: sales reps, warehouse, integrations, cloud, data migration, training and pricing.
The market for distribution software is crowded, from spreadsheets and CRMs to heavyweight accounting platforms. To avoid a costly mistake, don’t judge a system by the feature list in a sales deck. Judge it by how it handles one of your real orders. This checklist will help you prepare for vendor demos.
1. Will they demo the system on your own order?
Ask the vendor to walk one of your typical orders through the demo: from the sales rep at the customer’s store to warehouse picking, delivery and payment. You’ll see right away where the system fits and where it would need customization.
2. Is there an app for sales reps?
For a distributor, this is the key question. Check whether the app runs on Android and iOS, whether reps can see prices, stock and the customer’s outstanding balance, and whether visits are checked in.
3. Is the warehouse connected to sales?
Stock levels should update with every movement and be visible to the rep at the moment of ordering. If the warehouse is managed separately, picking errors are inevitable.
4. How does the system handle customer debt?
Check whether receivables are visible per customer and per rep, how payments are matched, and whether there’s an accounts receivable report.
5. Which local integrations are available?
Find out whether the system connects to the payment services, marketplaces, delivery providers and accounting software you actually use (in Uzbekistan, for example, Payme, Click, Uzum and 1C). Ask to see the data exchange scheme.
6. Cloud or on-premise?
A cloud system needs no servers or system administrator and works from a browser and a phone. Ask where the data is stored and how it’s protected.
7. How is data migrated?
Customers, products, stock and balances are what you need from day one. Ask how the import works and whether the vendor’s team helps with the migration.
8. How is staff trained?
Good implementation teaches each role only its own tasks: orders and routes for reps, picking and shipping for the warehouse, payments for accounting.
9. Can management see the full picture?
Sales, rep KPIs, stock and receivables should all be available without manually assembled pivot tables.
10. What makes up the price?
Clarify what the price depends on: number of users, modules, integrations, data migration. Compare the total cost of ownership, not just the subscription. To see what your current manual work costs, try our cost calculator.
The bottom line
The best system is the one where your order moves from start to finish without phone calls and forwarded messages. Compare your options against this checklist and see how it works in Mirasoft. If you’re running on spreadsheets today, read our Mirasoft vs Excel comparison.