Managing IT businesses: how to integrate all processes into a single system
Many IT companies still rely on a patchwork of solutions to manage their operations — countless Excel spreadsheets and manual processes that could have been automated long ago. While Musk is launching cars into space, some finance managers are still manually calculating developer salaries, pulling data from multiple systems.
But is it really possible to replace all these tools with a single solution? Let’s find out.
Is there a universal solution?
Enterprise Resource Planning (ERP) systems are designed to unify business processes under one platform. Global giants like Oracle and Microsoft Dynamics 365 dominate the space, but Ukrainian alternatives like ITFin are emerging as strong competitors.
Each ERP system offers a unique feature set, typically covering finance, project management, resource planning, tracking, HR, recruiting, sales management, analytics, and more.
Some systems cater to specific industries, while others provide more broad functionality. Today, we’ll focus on solutions best suited for IT companies.
What tools do IT companies commonly use?
ERP systems are not yet the standard, and many smaller companies still rely on Excel. On top of that, they juggle 5–7 different tools to manage operations, including:
- Task Tracking & Management: Jira, Trello, ClickUp;
- HR & Recruiting: Workday, Hurma, Peopleforce;
- CRM Systems: Pipedrive, HubSpot, Salesforce;
- Finance Management: Excel, QuickBooks;
- Data Storage: Google Workspace, Notion;
- ERP Systems Used in Ukraine: Odoo, SAP, ITFin.
Companies typically adopt a mix of these tools, supplemented by banking services, payment systems, and niche solutions for legal, marketing, social media management, or office administration. Some businesses even develop custom software to address specific needs.
What are the reasons to switch to an ERP system?
Using multiple tools makes sense in the early stages, but as a company grows, managing various systems becomes a resource drain. For mid-sized and large businesses, ERP systems are simply a necessity. Here’s why.
- A unified workspace for all processes and resources. Teams can access a centralized database, working more efficiently without switching between multiple platforms.
- Automation of manual processes. Payroll calculations, resource planning, financial reporting, and other workflows can be streamlined without manual intervention.
- Real-time, up-to-date information. Decision-makers can access live data without the hassle of compiling reports from different sources.
- Cost optimization. Paying for a single integrated system is often more cost-effective than maintaining numerous separate tools.
How to Choose the Right ERP System?
Different companies have different needs, but there are three key factors to consider when selecting an ERP system:
- Customization is a must. No exceptions. Every company has unique processes, and employees are accustomed to specific workflows. Adapting an entire business to a rigid ERP system is nearly impossible, so flexibility and customization are crucial.
- Access to a dedicated support team. At a minimum, the provider should offer customer support, success managers, and account managers. Ideally, there should be direct communication with the technical team or a CTO. ERP implementation is resource-intensive, and without strong support, it can become a drawn-out process.
- Industry-specific features. For Ukrainian businesses, an ERP system should support operations related to private entrepreneurs (FOPs), controlled foreign corporations (CFCs), and multi-country business units.
Can one system cover everything?
Can a single system manage every process in an IT company? The short answer: No. Specialized tools will always outperform general solutions in their respective niches. However, consolidating key functions, reducing tool redundancy, and building a unified ecosystem is both realistic and necessary to bring order to business operations.
We invite you to try our ERP system, built specifically for IT companies. Get free access or schedule a personalized demo at ITFin.io.