ERP Pricing, Comparisons and 2026 Rules
What does ERP software cover? Modules, and when you actually need them
The core and optional modules in an ERP, how they differ from accounting software, and how to scope phase one so you do not pay for modules you will not use.
An ERP (enterprise resource planning) system is a single database and set of modules that records a business's money, stock, orders, people and projects in one place, so a sale updates inventory, the general ledger and reporting at the same time. Accounting software does the finance part well; an ERP adds the operational modules around it. Because most ERPs charge by module or by edition, deciding which modules you need in phase one is the first and biggest pricing decision you make.
This guide is part of the ERP software pricing comparison overview.
Core modules almost every ERP includes
| Module | What it does | Signs you need it |
|---|---|---|
| General ledger and financials | Chart of accounts, journals, GST codes, BAS reporting, period close | Always; this is the base of every ERP |
| Accounts payable | Supplier bills, approvals, payment runs, remittances | More than a handful of bills a week, approval rules |
| Accounts receivable | Customer invoices, credit control, statements | Account customers on terms |
| Cash management and bank reconciliation | Bank feeds, matching, cash forecasting | Several bank accounts or entities |
| Multi-entity and consolidation | Several companies or trusts in one system, intercompany transactions, consolidated reports | A group structure, which is common in Australia for asset protection or tax reasons |
| Reporting and dashboards | Management reports, KPIs, report writer | Board or lender reporting, monthly packs |
Multi-entity is a frequent pricing trap. Some editions include one entity and charge for each additional company; others include unlimited entities only in higher editions. An Australian business with an operating company, a trust and a property entity should ask about this first.
Operational modules
| Module | What it does | Typical buyers |
|---|---|---|
| Inventory and warehouse | Stock levels, locations, lot or serial tracking, stocktakes, landed costs | Wholesale, distribution, retail |
| Purchasing | Purchase orders, receiving, supplier price lists, three-way matching | Anyone buying stock or materials |
| Sales order management | Quotes, orders, pricing rules, back orders, dispatch | B2B sellers, e-commerce with complex pricing |
| Manufacturing | Bills of materials, work orders, routing, capacity, costing | Manufacturers and assemblers |
| Project and job costing | Budgets, timesheets, progress claims, retentions | Construction trades, professional services, engineering |
| Field service | Scheduling, mobile job sheets, assets under service | Trades and maintenance businesses |
| CRM | Leads, opportunities, customer history | Sales teams; sometimes better as a separate CRM |
| Fixed assets | Asset register, depreciation schedules | Businesses with significant plant and equipment |
Construction businesses in Australia often need progress claims and retentions that suit the security of payment legislation in their state; check that a job costing module handles your state's payment claim process before you buy.
Payroll and HR: in the ERP or alongside it?
Some ERPs include payroll; many Australian deployments connect a separate payroll product instead. Either way, the payroll component must report each pay event to the ATO through Single Touch Payroll Phase 2 and handle Payday Super, which since 1 July 2026 requires employers to pay super with each pay cycle. Australian awards, leave accruals and allowances are complex, so global ERPs often rely on a local payroll partner product. That is a separate subscription to include in your budget. The 2026 compliance guide explains what to ask.
How modules are sold
Vendors package modules in three main ways:
- Editions (starter, standard, premium) that bundle modules. Moving up an edition for one feature can raise the per-user price for every user.
- Add-on modules priced separately per user, per month or as a flat fee.
- Partner or marketplace apps built by third parties, each with its own subscription and terms.
Ask for a written list showing which features are in the edition quoted, which are add-ons, and which come from third parties. See ERP pricing models for how this changes the total.
Scoping phase one
A common and costly mistake is to buy every module at once and then implement them over two years while paying for all of them from day one. A better approach:
- Phase one: financials, purchasing, sales, inventory and the integrations you cannot live without (bank feeds, payroll, e-commerce).
- Phase two: manufacturing, advanced warehouse, field service or CRM, once phase one is stable.
- Ask whether licences for phase-two modules can start when the module goes live, not at contract signing.
Illustrative arithmetic: a $25-per-user-a-month module bought for 20 users but not used for 12 months costs 20 × $25 × 12 = $6,000 for nothing. Across three such modules that is $18,000.
Questions to ask about any module
- Is it native (same vendor, same database) or a third-party app?
- Does it support Australian requirements: GST codes, ABN fields, BAS, superannuation, state payroll tax reporting where relevant?
- What are its limits by edition (transactions, warehouses, entities, users)?
- Does using it require full users, or can warehouse and field staff use cheaper light licences?
- What does the implementation partner charge to configure it?
Use these questions with the ERP selection checklist and the implementation cost guide.
Frequently asked questions
Is ERP the same as accounting software?
No. Accounting software covers the ledger, invoicing, bills, GST and payroll links. An ERP adds operational modules such as inventory, manufacturing, projects and order management on the same database. Many small businesses do not need full ERP yet.
When does a business outgrow an accounting package with add-ons?
Typical signs are several disconnected apps, manual re-keying between them, multiple entities, complex stock or manufacturing, and month-end reports built in spreadsheets. There is no fixed size threshold.
Should CRM be inside the ERP?
It can be, but many businesses use a dedicated CRM integrated with the ERP. Compare the total cost and the integration effort.
Can we drop a module later?
Check the contract. Many annual or multi-year contracts do not allow reductions until renewal.
Sources
- Australian Taxation Office — Single Touch Payroll, Payday Super, GST and BAS requirements
- business.gov.au — choosing business software and digital tools
- Fair Work Ombudsman — award and pay obligations that payroll modules must support
