Choosing the proper Enterprise Resource Planning (ERP) system is a high-stakes decision. Although technical capabilities, scalability and cost are critical factors, the User Experience (UX) ultimately determines how effectively an ERP platform integrates into daily operations. Thus, a well-designed, intuitive system can empower employees, streamline workflows, and deliver real-time insights. Conversely, a cumbersome, rigid system can create inefficiencies, cause frustration, and lead to failed implementations.
Acumatica, which specializes in providing cloud-based ERP solutions for small and medium-sized businesses (SMBs), has gained traction across industries due to its flexibility, customization, and user-focused design. But how does it perform in real-world scenarios? ERP Today caught up with Acumatica users from different industries to get their perspectives on the opportunities and challenges of using ERP systems and to explore their valuable lessons for businesses navigating their own ERP journeys.
Empowering Users
One of the most significant advantages of deploying an Acumatica system cited by users is its adaptability. Unlike many ERP systems that impose rigid workflows and static interfaces, Acumatica allows businesses to tailor the system to their needs.
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Bob Scott, CFO at Carma, a West Coast-based general contractor and one of the early adopters of Acumatica’s ERP platform, noted, “The platform’s flexibility, particularly in user interface customization, is invaluable. Employees can configure screens to display only relevant data—such as hiding units of measure when dealing with sub-contractor invoices—eliminating unnecessary clutter.”
“Moreover, Acumatica enables individual users to personalize their dashboards without affecting others, allowing different departments to work more efficiently while maintaining a cohesive system,” he added.
This level of AI integration could revolutionize ERP UX.
—Bob Scott, CFO, Carma
This contrasts with luxury bathrobe distributor Boca Terry’s experience with NetSuite, where they struggled with rigid character limits and formatting constraints that clashed with its existing inventory system. “For companies like ours that deal with complex supply chains and unique operational needs, Acumatica’s customization features provide a significant UX advantage,” said Bruce Cohen, President of Boca Terry. “This enables us to mold the system to our workflows rather than forcing us to adapt to the software’s limitations.”
Beyond interface adjustments, data accessibility is another major UX highlight. Scott, a self-described “data junkie,” lauded Acumatica’s straightforward data retrieval system. “A simple yet powerful feature—an “Excel button” embedded within queries—allows us to export data seamlessly without the cumbersome process of exporting, reformatting, and reimporting. This seemingly minor convenience has significantly enhanced our productivity by reducing repetitive tasks and facilitating rapid analysis,” he said.
Enhancing Data Visibility
For many businesses, the transition to Acumatica has meant a radical transformation in operational efficiency. For example, Boca Terry experienced a substantial workflow overhaul after implementing Acumatica.
“Before adopting the platform, we relied on multiple disconnected systems, including an Access database, Act CRM, and QuickBooks for finance,” Cohen said. This fragmented approach led to redundant data entry, inefficiencies, and difficulty tracking orders across departments.
Cohen noted that with Acumatica, these silos have been eliminated. “Sales orders entered by representatives now flow automatically through inventory management, finance, and shipping, reducing manual intervention and the risk of errors,” he added.
Acumatica’s customization features provide a significant UX advantage. —Bruce Cohen, President, Boca Terry
Beyond automation, the ERP platform’s cloud-based infrastructure has improved data accessibility for key stakeholders. Cohen highlighted how he and his brother can now instantly access critical financial reports—including profit and loss statements and balance sheets—without requiring direct input from the finance team. “The ability to generate on-demand, customized reports, such as commission and shipping reports, further enhances usability, ensuring that we have access to the data we need when we need it,” he explained.
For companies that rely on real-time insights to drive decision-making, this level of transparency and accessibility is invaluable and a must-have in an ERP platform.
Navigating Change Management
The transition phase is critical to determining long-term user satisfaction. During a user discussion at the Acumatica 2025 Summit in Las Vegas this year, the panel underscored key best practices in this area.
They highlighted the importance of employee buy-in and structured preparation.
“By involving employees early, clearly communicating the benefits of the new system, and creating a dedicated implementation team, we could ease the transition,” a user from the construction industry told the audience. “Our proactive use of Acumatica University courses allowed employees to attend workshops with foundational knowledge, ensuring a smoother learning curve.”
Similarly, another panel member emphasized the value of a sandbox environment, which allows employees to experiment with the system without affecting live data. “This hands-on training method reduces anxiety, builds confidence, and ultimately enhances user experience post-implementation,” he said.
However, even with thorough preparation, obstacles can arise. Cohen states, “Boca Terry experienced delays in migrating financial data, requiring extended parallel operations.”
During the panel discussion, a user gave an example of how they had to temporarily maintain legacy systems to close pre-existing projects. The user advised businesses to plan implementations during slower business periods to mitigate such disruptions.
Another crucial factor is the role of the Value-Added Reseller (VAR) in the implementation process. Cohen and Scott underscored the importance of working with knowledgeable, responsive partners who understand industry-specific needs.
Boca Terry’s collaboration with ITEC and Carma’s strong relationship with Action (formerly Alliance Solution Group) were instrumental in ensuring a smooth transition and ongoing support. According to Scott, “A well-chosen implementation partner can make the difference between a frustrating rollout and a successful digital transformation.”
Leveraging AI for Actionable Data
Acumatica revealed its AI-first strategy during the Acumatica Summit this year, showcasing innovations designed to empower SMBs. Under this strategy, the company has prioritized trust and security, with a focus on privacy-by-design principles. It uses native private large language models (LLMs) to ensure customer data remains isolated from public training models. Each AI implementation undergoes rigorous security assessments, giving businesses the confidence to adopt AI at their own pace.
These AI-driven features hold promise for streamlining workflows, automating routine tasks, and simplifying data retrieval.
Scott is enthusiastic about AI’s potential, particularly in data analytics and decision-
making. “Imagine a system where users can ask natural language questions like “Who are our top customers this quarter?” or “What’s our most profitable project?” and receive instant insights,” he said. “This level of AI integration could revolutionize ERP UX by making data analysis more intuitive and actionable.”
Looking ahead, the integration of AI and other emerging technologies will further refine the ERP user experience, making it more intelligent, intuitive, and impactful.
In conclusion, the message is clear for businesses navigating the complexities of digital transformation: a well-designed ERP isn’t just about functionality; it’s about empowering users to work smarter, faster, and with greater confidence.
What This Means for ERP Insiders
Planning, preparation, and employee buy-in are crucial. Companies that want a hassle-free ERP implementation must get their employees on board. It is necessary to create a dedicated implementation team and utilize training resources like Acumatica University to prepare for workshops to ensure everyone within the organization is on board with the change. Being prepared and fostering collaboration is critical for navigating the implementation process. During the Acumatica event, the panel also stressed the need to understand existing business processes before implementing a new system, advising organizations to take the time to get their business processes right during implementation, as it will pay off in the long run.
A flexible, customizable, and cloud-based ERP system offers significant advantages. Acumatica’s customizable user interface allows users to configure screens to their specific needs and roles. It also eases data access with features like the direct “Excel button.” Compared to disparate systems, the unified and cloud-based nature of ERP platforms like Acumatica provides immediate access to reports and streamlined processes, such as order management and shipping. A SaaS model and cloud-based architecture are beneficial, particularly for new businesses looking to minimize infrastructure costs and leverage remote work capabilities.
It is vital to select the right VAR and value their expertise and ongoing support. Implementation partners or VARs play a crucial role in the successful implementation of an ERP system. Users can rely on the partner’s expertise, especially when unaware of all the system’s capabilities. For example, Carma’s positive, relationship-based experience with their VAR underscores the importance of this partnership beyond just a transactional vendor relationship.
