How to develop the best ERP SaaS solutions for small companies

Introduction

ERP SaaS (Enterprise Resource Planning Software as a Service) for small companies is a cloud-based solution that integrates essential processes like accounting, inventory, sales, and HR into a single platform. It offers flexibility, scalability, and cost-efficiency, enabling small businesses to streamline operations and improve decision-making without heavy upfront investments.

Running a small business without a modern system can feel like being stuck in an endless maze — spreadsheets scattered everywhere, outdated tools dragging you down, and nothing truly working together. It’s not just frustrating; it’s a barrier to growth. Many small and medium-sized businesses (SMEs) live in this chaos, juggling tasks with tools that can’t keep up.

We at Valletta Software Development have helped countless SMEs implement ERP SaaS solutions that simplify inventory, automate finances, and seamlessly integrate CRM tools. These businesses have unlocked enterprise-grade capabilities without the jaw-dropping price tag. No wonder adoption among SMEs is skyrocketing, growing by 30% every year.

The core features of ERP SaaS for SMEs include finance and accounting, CRM, inventory management, supply chain management, HRM, project management, and customizable tools. These modules streamline operations, improve decision-making, and adapt to business needs with features like role-based access, localized tax automation, and industry-specific tweaks.

Finance and accounting. Stay on top of your numbers

A strong financial foundation keeps your business running smoothly. The finance module in ERP SaaS provides live cash flow updates, automates invoicing, and simplifies compliance.

• What it does. Handles accounts payable/receivable, budgeting, and generates accurate, up-to-date financial reports.
• How it helps. No more frantic searches for lost invoices or second-guessing tax calculations. Real-time dashboards let you track profits, forecast budgets, and make smarter decisions effortlessly.

Customer relationship management (CRM). Build better connections

Customer loyalty can make or break your business. A CRM module acts as your digital Rolodex and relationship coach, centralizing data and tracking every touchpoint across sales, marketing, and support.

• What it does. Keeps track of customer details, manages leads, and streamlines sales pipelines.
• How it helps. Personalize campaigns, follow up at the right time, and turn first-time buyers into lifelong fans. Stronger relationships mean higher retention and sustained growth.

Inventory management. Take the guesswork out of stock

Overstocking drains cash flow, and running out of a best-seller is even worse. The inventory module ensures your shelves are stocked just right, without the drama.

• What it does. Tracks stock levels, automates reorders, and predicts demand using historical data.
• How it helps. Eliminate “out of stock” panic or piles of unsold inventory. Alerts and smart insights ensure your supply matches demand, saving money and keeping customers happy.

Supply chain management (SCM). Keep things moving

A clunky supply chain can derail logistics-dependent businesses. The SCM module ensures procurement to delivery stays on track.

• What it does. Oversees procurement, shipping, and warehouse operations.
• How it helps. Gain end-to-end visibility to dodge delays, resolve bottlenecks, and keep things flowing smoothly.

Human resource management (HRM). Simplify people processes

Managing employees, whether it’s a handful or a growing team, can get chaotic. The HRM module handles everything from payroll to performance tracking.

• What it does. Manages payroll, benefits, compliance, and employee records.
• How it helps. Self-service tools empower employees to access their own information, while your HR team focuses on strategy instead of paperwork.

Project management. Keep deadlines and budgets in check

For SMEs in industries like professional services or construction, project management is critical. ERP SaaS keeps every phase of your projects crystal clear.

• What it does. Tracks progress, budgets, and resources.
• How it helps. Spot delays or budget overruns early. It’s like having a project manager who works 24/7.

Customizable features. Make it yours

One-size-fits-all doesn’t work for SMEs. ERP SaaS systems let you tweak and tailor features to fit your business perfectly.

• Role-based access. Assign permissions so employees only see what they need, keeping sensitive data secure.
• Localized tax automation. Compliance with local tax rules is baked in, eliminating manual updates.
• Industry-specific tweaks. From delivery route optimization to POS integrations, the system adapts to your business’s unique needs.

Need help with ERP implementation? Contact Valletta Software Development today.

Why is ERP SaaS beneficial for small companies?

ERP SaaS benefits SMEs by reducing costs, improving efficiency, and enabling scalability. Features like real-time data, AI-driven analytics, and cloud-based access make it accessible for small businesses.

Top benefits of ERP SaaS for SMEs

• Cost-efficiency: Subscription-based pricing with low IT overhead.
• Scalability: Start small and expand as your business grows.
• Real-time insights: Unified dashboards to track KPIs and performance.
• Better customer experience: CRM tools personalize campaigns and improve retention.
• Enterprise-grade features: AI-driven forecasting, cloud access, and robust security.

Cost-efficiency and scalability. Big features without big budgets

ERP SaaS eliminates the need for massive upfront fees for clunky, outdated ERP systems, shifting the cost conversation entirely.

• Predictable budgets. Pay only for what you use with subscription-based pricing. No more sticker shock or hidden fees.
• Low IT overhead. Your SaaS provider handles updates, hosting, and maintenance, freeing up your time to focus on growth.
• Effortless scaling. Expanding your plan, adding users, or unlocking new features is easy and doesn’t require costly infrastructure.

Start with the basics and scale up to advanced AI-driven insights as your business grows. ERP SaaS ensures your ambitions are always within reach.

Real-time insights and operational transparency. No more guesswork

With ERP SaaS, your data integrates into one seamless system, providing a clear, real-time view of your operations.

• Unified view. Synchronize data across inventory, sales, and finances, ensuring everyone is on the same page.
• Faster reactions. Spot trends or issues with real-time dashboards, making quick adjustments like restocking or pricing updates easy.
• Accountability made easy. Track KPIs, monitor team performance, and optimize workflows with measurable data at your fingertips.

Transparency means fewer mistakes, faster fixes, and smarter decisions — giving you a competitive advantage.

Enterprise-grade features made accessible. Tools for growth

ERP SaaS packages enterprise-level features in an SME-friendly way, empowering your business to grow.

• Work anywhere. Cloud-based access lets you check inventory, approve budgets, or analyze sales data anytime, anywhere.
• Smarter strategies. AI-driven analytics and forecasting allow you to plan with precision instead of guesswork.
• Built-in security. Robust encryption and automatic compliance updates provide enterprise-level protection without the need for a dedicated IT team.

With providers handling updates in the background, your tools stay cutting-edge without requiring extra effort.

A better customer experience. Win them over, keep them forever

ERP SaaS not only streamlines your operations but also transforms how you engage with your customers.

• Personalized touch. CRM modules track customer history and preferences, enabling tailored campaigns and stronger relationships.
• Instant updates. Real-time inventory tracking empowers your sales team to provide accurate stock availability, ensuring faster order fulfillment.
• Omnichannel harmony. Integrations across eCommerce, POS, and CRM create a seamless customer experience, whether they shop online or in-store.

For instance, imagine online stock levels updating automatically after an in-store sale. No surprises, no disappointed customers.

Adaptability and innovation. Built to evolve

ERP SaaS is designed to pivot as fast as your business strategy evolves.

• Tailored workflows. Customize processes to fit your specific industry, from retail inventory management to logistics and project timelines.
• Incremental growth. Add new features, users, or integrations as your business grows — without the need for costly overhauls.
• Market agility. Respond to surges in demand or capitalize on new trends quickly, staying nimble and competitive.

Not sure if ERP fits your business needs well? Schedule a free call to get a detailed answer.

How to implement ERP SaaS for small businesses?

To implement ERP SaaS for small businesses, assess business needs, choose the right solution, map processes, migrate data, and provide hands-on training. Focus on minimizing risks, ensuring flexibility, and aligning workflows. Post-implementation, monitor performance, gather feedback, and continuously optimize for seamless operations and long-term success.

Within Valletta’s operational history, we’ve implemented multiple ERP SaaS solutions. It can be a smooth journey that sets your business up for long-term success or a nightmare for both vendor and client, based on the approach selected. Here’s a breakdown of the essential steps to make the transition seamless — from identifying what your business needs to thriving in the post-go-live phase.

Step 1. Assess your business needs. Start with clarity

Before jumping into implementation, pinpoint exactly what your business needs.

• Audit your processes. Examine your current workflows — what’s working, what’s not, and where the bottlenecks are.
• Set clear goals. Define specific, measurable outcomes. Are you looking to reduce stockouts, improve cash flow tracking, or cut down on manual tasks?
• Involve your team. Bring in stakeholders from across departments to uncover pain points and ensure the system meets everyone’s needs.

How Valletta bridges operations, risk management, and flexibility

Implementing ERP SaaS is about understanding how your business ticks. By combining a deep dive into existing operations and tools with an analysis of informal practices, we ensure the ERP aligns with how your team already works while proactively addressing risks. 

Risk identification

1. Review all tools currently in use, from inventory trackers to accounting software, to uncover gaps, inefficiencies, and potential overlaps.
2. Test how well current systems can integrate with the ERP. Flag risks like incompatible APIs, siloed data, or outdated formats.
3. Collaborate with department heads to uncover risks unique to their workflows (e.g., mismatched data structures or tools that employees rely on but aren’t officially documented).
4. Develop targeted solutions to address each identified risk, such as retraining staff, creating data validation steps, or replacing obsolete tools.

Analyzing flexibility and informal practices

1. Spend time with employees to see how informal workflows help keep operations running smoothly, such as approval processes or quick customer fixes.
2. Identify which informal practices are critical to success and which ones can be improved or replaced.
3. Build ERP workflows that preserve essential agility. For instance, allow custom approval overrides or intermediate steps where rigid processes might slow operations.
4. Test scenarios like urgent order overrides or escalations to ensure the ERP can handle these without breaking standardized workflows.

Outcomes

• By addressing compatibility issues and operational risks upfront, we minimize disruptions during ERP adoption.
• SMEs thrive on adaptability, and we ensure the ERP supports that by incorporating informal, yet critical, workflows.
• With both risks and flexibility accounted for, the ERP feels like an extension of how your business already operates — not a disruption.
• We create an ERP foundation that can evolve with your business while maintaining operational stability.

Step 2. Choose the right ERP SaaS solution. The foundation of success

Not all ERP systems are created equal. Selecting the right one can make or break your implementation.

• Compare platforms. Research ERP SaaS providers like SAP Business One, Oracle NetSuite, and Zoho ERP. Evaluate their features, scalability, and customer reviews.
• Check compatibility. Ensure the system integrates smoothly with tools you’re already using, like accounting software or your eCommerce platform.
• Test the system. Request demos or trial periods to see how well the platform fits your existing workflows.

How Valletta builds resilience while respecting current workflows

ERP should handle change, avoid reliance on fragile tools, and integrate seamlessly into existing workflows. By planning from the perspective of current operations and having backup strategies for critical tools, SMEs can minimize disruptions while building a system ready for the future.

Avoiding tool dependency

1. We audit all tools tied to ERP functionality, such as accounting platforms or data analytics software.
2. For each critical tool, we research at least one alternative that offers similar functionality.
3. We also create workflows that allow operations to continue in case a tool fails. For example, ensure key data can be exported manually or switched to an alternate platform without delays.
4. Finally, we build redundancies within the ERP system itself, reducing reliance on external tools where possible.

Aligning ERP with current operations

1. We meet with employees from every department to understand how the ERP can best support their day-to-day tasks.
2. Our developers start with modules that integrate easily with current operations, such as finance or inventory, before phasing out legacy tools.
3. For workflows heavily tied to legacy tools, we implement interim steps like middleware to ensure smooth transitions.
4. We conduct real-world tests to ensure ERP modules can seamlessly align with current workflows without bottlenecks.

Outcomes

• By having alternatives and contingencies in place, SMEs can operate without fear of tool failures or obsolescence.
• Phased rollouts and operational alignment ensure minimal interruptions to daily workflows.
• When the ERP feels like an enhancement to current processes, employees are more likely to embrace it.
• Resilience and alignment set the stage for ongoing growth and flexibility in operations.

Step 3. Plan and blueprint. Map the path forward

A well-thought-out plan saves time, money, and headaches later.

• Create a business blueprint. Map current processes (“AS-IS”) and ideal workflows (“TO-BE”) to identify areas where automation delivers the biggest wins.
• Document your requirements. Collaborate with your team to outline specific needs, such as user roles, tax compliance, and localization.
• Develop an implementation roadmap. Set clear milestones, timelines, and roles for everyone involved to keep the project on track.

How Valletta achieves seamless implementation, early ROI, flexibility, and proactive risk mitigation

This is the combined approach to maximize early cost-saving benefits, ensure alignment among stakeholders, and proactively address risks while maintaining flexibility to adapt to changing business priorities.

Including mandatory periodic stakeholder alignment sessions

1. We hold alignment sessions to discuss ERP implementation progress, resolve inter-departmental conflicts, and adjust timelines or priorities as needed. Then, we schedule them at critical stages, such as after blueprinting, during testing, and post-go-live.
2. Next, we create a detailed agenda for each session, focusing on areas like feature adoption rates, unresolved risks, and stakeholder feedback.
3. Each department head should have responsibilities for preparing updates on their ERP modules.
4. We record decisions, action points, and follow-ups during every session to maintain accountability and track progress.

Establishing sessions to set expectations and risks

1. We host sessions for leadership, key stakeholders, and team leads to align on project objectives, risks, and expected outcomes.
2. Next, we provide a detailed risk assessment to all participants, highlighting potential issues such as data migration delays or adoption resistance.
3. We explain to each team their role in the ERP implementation process, from data validation to module testing.
4. After that, we define success metrics for each phase of the implementation, such as improved order accuracy rates or faster invoice processing times.
5. The last step is creating detailed notes and action plans from these sessions to maintain alignment and accountability throughout the implementation.

Planning the process to implement the most cost-saving activities early

1. We start by analyzing existing workflows to pinpoint inefficiencies that incur the highest costs (e.g., manual invoicing, excessive inventory holding, delayed payments).
2. This makes it possible to evaluate the potential savings of ERP features, prioritizing those that will deliver the fastest and most significant ROI.
3. Then, we set the priorities for implementing financial automation, inventory management, or supply chain optimization first, as they typically yield immediate cost benefits.
4. Next, we break the ERP implementation into phases, starting with the cost-saving features before expanding to less critical modules.
5. Last, we present the phased plan to stakeholders, highlighting the anticipated financial benefits to ensure alignment and support.

Making ERP pivot-friendly

1. First of all, we adopt modular architecture and cloud-based infrastructure.
2. Then, we build flexible workflows that can be easily adjusted in real time to accommodate changing business priorities or processes.
3. The next step is to ensure that one module’s functionality is not overly reliant on another, allowing for independent updates and changes.
4. Another important aspect is event-based triggers to automatically adjust processes or workflows based on changing data or business conditions.
5. After that, we elaborate on reprioritizing tasks and features on short notice, ensuring changes can be implemented without project delays.
6. The only remaining step is to test all adjustments or new feature rollouts in a sandbox environment.

Exploring all possible cases of insecurity and non-compliance and addressing them proactively before development starts 

1. First of all, we evaluate existing operations and planned ERP workflows against industry regulations (e.g., GDPR, HIPAA, or local tax laws) to identify areas of non-compliance.
2. Then, we map sensitive data flows to pinpoint vulnerabilities in storage, access, or transmission.
3. To assess industry- and business-specific risks, we collaborate with cybersecurity professionals and compliance specialists.
4. Next, we define user roles and permissions to restrict access to sensitive data and prevent unauthorized activity.
5. The next step is planning the data encryption using strong protocols.
6. After that, we conduct tests for potential security breaches and compliance failures.
7. The remaining part is integrating tools for tracking and automating compliance updates, as well as creating a clear, actionable plan for addressing security breaches or compliance issues.

Outcomes

• Regular alignment sessions minimize misunderstandings, resolve conflicts early, and promote cross-department collaboration.
• Setting the priority on cost-saving activities, the ERP delivers measurable value early in the process, which helps to achieve early ROI and minimize the risk of running out of cash.
• A pivot-friendly architecture ensures the ERP can easily adapt to changing business needs without causing disruptions.
• Instant feature reprioritization allows for reducing downtime, ensuring continuous development even in response to unforeseen challenges like shifting priorities, resource constraints, or external disruptions.
• Exploring and addressing the cases of insecurity and non-compliance minimizes the risks of data breach or non-compliance penalties. 

Step 4. Implementation and data migration. Build the system right

This is where the system comes to life, but attention to detail is critical.

• Configure the system. Set up workflows, user roles, and permissions based on your blueprint. Customize modules to fit your specific needs.
• Migrate your data. Clean, organize, and validate existing data before transferring it to the new system.
• Test everything. Conduct functional tests, integration tests, and user acceptance testing (UAT) to ensure the system performs flawlessly before going live.

How Valletta builds bridges and smoothes workflows

Legacy systems often hold valuable data, but they can feel like roadblocks during ERP implementation. By using middleware, we connect them and identify feature bottlenecks.

Legacy systems integration

1. We start with listing all systems that need to integrate with the ERP, like accounting tools or inventory trackers.
2. Then, we build a middleware layer using tools like Zapier or Mulesoft to create a bridge between legacy systems and the ERP.
3. After that, we conduct sandbox tests to ensure data flows correctly between systems.
4. Finally, we prioritize integrating high-impact systems first to maintain operational continuity.

Addressing feature bottlenecks

1. We test each ERP module individually to identify inefficiencies, such as slow approval processes or inaccurate data syncing.
2. After testing, we engage pilot users to uncover usability challenges in real-world scenarios.
3. The only part that remains is to adjust configurations or reengineer processes to address bottlenecks before full deployment.

Outcomes

• Middleware ensures legacy systems and ERP work together without interruptions.
• Bottleneck testing and fixes result in smoother, faster workflows from day one.
• A phased integration process minimizes disruptions while maintaining full functionality.

Step 5. Train your team and manage change. Set everyone up for success

Even the best ERP system won’t work if your team doesn’t know how to use it.

• Hands-on training. Offer role-specific training sessions focused on the tools your team will use daily. Use workshops, tutorials, and FAQs to engage users.
• Address resistance. Change can be intimidating. Build confidence by communicating the benefits of the new system and offering plenty of support.
• Create an internal support team. Designate ERP champions or set up a help desk to assist employees during the transition.

How Valletta empowers teams and embeds ERP into daily operations

For an ERP to succeed, your team needs to embrace it. Through tailored onboarding and simplified processes, we ensure the ERP becomes an integral and user-friendly part of your SME’s workflow.

Onboarding all user roles

1. The first thing we should do is create role-specific training sessions to ensure each team member understands how the ERP impacts their tasks.
2. Then, we build training around actual workflows and challenges employees encounter daily.
3. To maximize the effect, we include video tutorials, manuals, and FAQs for easy reference post-training.
4. Finally, we select and train employees to act as go-to experts within their departments.

Making ERP activities impossible to ignore

1. First of all, we identify and integrate essential activities into the ERP system, making them unavoidable yet simple to use.
2. By redesigning inefficient workflows, we make the ERP the easiest and most obvious choice for completing tasks.
3. It’s important to show employees how the ERP simplifies their work, whether it’s faster approvals or fewer manual errors.

Outcomes

• With role-specific training and practical resources, employees feel confident using the ERP.
• Embedding critical activities ensures the ERP becomes an essential part of daily operations.
• ERP champions and visible benefits keep employees motivated to use the system effectively.

Step 6. Go-live and post-implementation. Keep improving

The go-live moment is exciting, but the work doesn’t stop there.

• Launch strategically. Roll out the system during a quieter time to minimize disruptions. Monitor the process closely to address any issues.
• Track performance. Use metrics like order accuracy, processing times, and employee adoption rates to measure the system’s impact.
• Stay connected. Gather feedback from your team to fine-tune processes and work with your ERP provider for ongoing updates and support.

Conclusion

ERP SaaS solutions for small companies help SMEs streamline operations, reduce costs, and improve decision-making through integrated, cloud-based tools. With features like real-time insights, scalable infrastructure, and CRM integration, SMEs can compete with larger businesses while staying agile and efficient.

Whether it’s automating reorders, tracking customer interactions in real time, or centralizing financial data, ERP systems replace disconnected tools and spreadsheets with a unified approach. Custom workflows enable you and your team to do more with less, improving productivity while reducing errors. 

Ready to transform your business operations or deliver custom ERP SaaS to your clients? Let’s collaborate to create scalable solutions that boost efficiency and meet your unique needs. Contact us today to get started!

Egor Kaleynik

IT-oriented marketer with B2B Content Marketing superpower. HackerNoon Contributor of the Year 2021 Winner – MARKETING. Generative AI enthusiast.
Featured in: Hackernoon.com, Customerthink.com, DZone.com, Medium.com/swlh
More info: https://muckrack.com/egor-kaleynik