Implementation of enova365 together with the environment, in which it is supposed to work
We are an Authorized enova365 Partner. We analyse, migrate, implement and maintain, and at the same time understand the servers, access and backups of the environment on which this system depends.
When ERP implementation makes sense
An ERP system does not repair a process that does not exist. These situations indicate that there is readiness.
If you recognise two or three of these signs, a free online consultation will show whether to start, and where.
- The same data is entered manually in two or three places.
- Monthly close takes weeks and relies on one person.
- It is impossible to quickly answer how much the company earned on a specific order.
- The current software does not keep up with changes in regulations.
- Obligations related to KSeF force a change in the method of issuing invoices.
- The company is growing and the micro-enterprise program is no longer sufficient.
- HR and payroll are counted in the spreadsheet, and this risk increases with each employee.
Five stages of implementation, from analysis to launch.
- 1
Pre-implementation analysis
Two to five days. Conversations with people who will work in the system, inventory of current tools, selection of modules and licence model, schedule and budget. The analysis can be purchased separately, and if you order implementation within six months, we include it in full towards the implementation.
- 2
Configuration and parameterization
One to three weeks. Organisational structure, authorizations, calendars, payroll components or price lists and files, depending on the module. Plus integrations: KSeF, social security support, banking.
- 3
Data Migration
Parallel with configuration. Contractors, employees, goods, opening balances and salary history, with consistency verification. This step usually reveals how many errors were in the old data.
- 4
Testing and training
Three to five days. Acceptance tests on real data, conducted by your team, not by us. Plus training and materials describing your processes, not general system functions.
- 5
Production start and maintenance
Launch from the first day of the month, support at the first month close or first payroll and thirty days of assistance included in the implementation price.
What you get in writing.
Pre-implementation analysis report
Description of current processes, recommended module scope, licence model, schedule and budget. The document is also yours if you outsource the implementation to someone else.
Configured production environment
The system is ready to work, with migrated data, permissions and integrations running.
Configuration documentation
The settings we made and the reasoning behind the decision. Without this, any future change starts with guessing why something is set up the way it is.
Data migration protocol
Summary of what was transferred, how much and what required correction. A document needed for the first audit or inspection.
Who is responsible for what.
We do not make accounting or tax decisions for you. We configure the system as your accounting or tax advisor decides.
On the NexaIT side
- conducting pre-implementation analysis and recommending the scope
- system configuration and parameterization as agreed
- data migration and verification of data consistency
- integration launch, including KSeF, within the scope of the contract
- team training and materials describing your processes
- support for the first month close or first payroll
- post-implementation support and version updates under a separate contract
On your side
- designation of people who know the processes and have time to participate in analysis and tests
- decision on the scope of modules and licensing model
- licence purchase, which is a separate item from the manufacturer
- preparation and verification of source data, because only you know which of them are current
- conducting acceptance tests, because your people know what the process should look like
- substantive decisions in accounting, HR and tax matters
- providing a server environment or deciding to work in the cloud
What this service doesn't include.
Clear scope boundaries are part of a good contract. We talk about them before you sign, not when the first invoice arrives.
We order licences as an Authorized Partner and provide the manufacturer's current price list. We provide the server layer as a separate service, so you do not need to look for a second supplier.
- system licence, which is a separate item from the manufacturer, in the purchase or subscription model
- licence update cost, which is an annual fee calculated from its value
- accounting, HR and tax consultancy provided by an authorized advisor
- server hardware and infrastructure if the system is to run locally
- development of functions that are not available in the system and require the work of the manufacturer
- migrate data that cannot be exported from the old program in a readable form
- representation before tax authorities
- additional training beyond the scope included in the implementation
When it's a good fit, and when it isn't
It makes sense if
- The company has repeatable processes that it runs today in spreadsheets and several programs.
- You want the system to keep up with changes in Polish regulations.
- Obligations related to KSeF force a change in the way invoices are circulated.
- You want one vendor per system and per environment in which it runs.
We don't recommend it if
- Processes are not set and everyone does it their own way. Then first process mapping, then ERP.
- Are you looking for the cheapest invoice program? ERP is a different cost category and a different benefit category.
- Nobody in the company has time for analysis and testing. Without the participation of your team, the implementation will not be successful.
- You expect implementation in two weeks. The real time is from three weeks for one module to several months for a multi-module environment.
What affects the price
The implementation of one module in a micro-enterprise or small company starts from PLN 7,500 net. Standard for a small company with one or two modules starts from PLN 12,000 net. We price a multi-module environment individually after analysis, because without it every number would be a guess.
- number of modules and selected functional variant of the system
- number of workstations working in the system
- source data status, because migration from an unstructured program takes many times longer
- number of integrations with external systems, for example an online store or a bank
- degree of departure of processes from standard service in the system
- number of groups to be trained and scope of materials
- whether the system is to work locally, which requires preparation of the server environment
Questions before you decide.
How long does implementation actually take?
One module in a small company usually takes three to six weeks. Standard with one or two modules for 10-20 stations is six to twelve weeks. A multi-module environment with production is three to six months. The most common cause of delays is not technology, but the availability of your people for testing.
Licence purchase or subscription?
The manufacturer states that both models are available and that they can be changed later. Purchasing your property gives you a lower total cost over a period of several years, but requires a larger start-up investment. A subscription spreads the cost and may be better when your business changes quickly. We provide current rates when quoting, after checking the price list in the partner panel, and not from memory.
What about KSeF if the ministry gateway is not responding?
The manufacturer states that the system queues documents when the servers are overloaded KSeF and sends them at a later time without user participation, and also supports operation mode when the gateway is unavailable. This is system behaviour, not a guarantee of when the document will be delivered to KSeF, and that's how we present it.
Do we need to buy analysis before implementation?
You don't have to, but we recommend it. The analysis costs from PLN 4,500 to PLN 11,000 net depending on the scope and is fully included in the implementation if you order it within half a year. Without analysis, any quote for a multi-module implementation is a guess, and we do not issue such estimates.
Related
Free · 60 minutes online · no obligation
First, a conversation about the process, then the tool.
- You tell us about the processOnline, by video call. What takes up time today, which systems hold the data and what you want to achieve.
- We tell you whether it's worth itSometimes a change to a spreadsheet or a process is enough. If so, we'll say that instead of proposing a project.
- You get the next stepBy email after the meeting: what to map, what data to prepare and what the price depends on.
We don't use a contact form. We answer the phone and reply to emails.