10 Common Mistakes FFL and FEL Companies Make When Planning an ERP Migration

By Ron Ketterling

For many growing FFL and FEL businesses, the transition from a legacy, on-premises ERP system—or a system like QuickBooks—to a modern, cloud-based platform is a major step forward. Solutions such as Microsoft Dynamics 365 Business Central offer numerous benefits, including enhanced accessibility, real-time data insights, automation capabilities, and easier integration across business functions.

However, while technology has evolved dramatically, one challenge remains constant: planning the implementation effectively.

Too often, organizations assume that once they choose an ERP platform, the hardest part is behind them. Misaligned expectations, poor partner choices, unrealistic timelines, lack of integration, and low internal buy-in can hinder progress long before the software goes live.

In this article, we will explore the most frequent mistakes companies make during the ERP planning phase and how to avoid them. We’ll also highlight the benefits of Easy Bound Book (EBB), the only ERP with built-in bound book software on the market.

1. Underestimating the Role of the ERP Partner

One of the biggest missteps FFLs or FELs can make is assuming that all ERP partners are created equal. While many cloud systems offer strong features and growth opportunities, the implementation partner can make or break the project.

In a highly regulated and specialized industry, it’s critical to partner with a company who understands firearms or explosives compliance, operational workflows, ATF expectations, and common pitfalls.

Tip: Choose a partner with industry expertise, a proven methodology, and references you can speak to. Avoid choosing strictly on cost. Invest in a team who will become a long-term strategic ally to your business, not just an installation team.

We once worked with a client whose previous implementation partner deployed a Warehouse Management System but failed to correctly map serialized items to their storage bins. This oversight caused widespread picking and shipping errors and forced the team into an extensive, time-consuming effort to manually reassign thousands of items and serial numbers to the proper locations. Their operational efficiency dropped by nearly 50%, customer complaints escalated due to late and incorrect orders, and frustration mounted across both management and staff.

After our team corrected the configuration and restored proper serialization and bin tracking, order accuracy returned to normal, shipments went out on time, and inventory could be located quickly and confidently. With the right partner guiding the process, daily operations stabilized and the team could finally focus on serving customers rather than fixing preventable errors.

2. Focusing on Short-Term Costs Instead of Long-Term Value

Businesses often emphasize upfront costs while overlooking long-term returns, such as reduced manual work, elimination of redundant systems, improved compliance accuracy, and better decision-making through integrated reporting.

For example, an ERP with a built-in bound book like Easy Bound Book ERP may be a slightly larger implementation project, but you’ll save both money and countless hours of time over the long run through reduced time and effort and improved compliance.

Tip: Conduct a total cost of ownership (TCO) analysis that includes licensing, implementation, training, ongoing support, internal resource time, and future scalability.

3. Rushing the Decision Due to Sales Pressure

ERP vendors commonly offer discounts tied to quarter- or year-end targets. However, rushing to a decision can result in selecting the wrong system or the wrong partner.

If a potential ERP partner is pressuring you to meet their deadline instead of working within your timeline, that may be a red flag. At BASM, we work with you at a pace that makes sense for your business.

Tip: Stay in control of your timeline. Don’t let artificial deadlines dictate when you’re ready. It’s better to pay slightly more for the right solution than lock into the wrong one at a “discount.”

We recently worked with a client who had purchased a well-known ERP system after being offered a substantial discount. Their implementation partner pushed them into a go-live date just nine months after the purchase—even though critical components, including their bound book, were not yet complete. When we met with them at SHOT Show a few months later, they described the operational chaos that followed: incomplete compliance functionality, disrupted workflows, and a team overwhelmed by preventable errors. To make matters worse, the vendor soon notified them of a 35% subscription increase at renewal, compounding the impact of an already poor decision.

Our team stepped in to help stabilize the system, restore their bound book compliance, and correct the issues created by the rushed implementation. While we could not recover the time and money they had lost, we were able to return their operations to a steady, predictable state and relieve the frustration that had built across the organization.

4. Failing to Plan for Future Growth

Your ERP system must support your business today as well as what it may become in five, ten or twenty years. Many companies focus on current needs and pains and overlook growth, acquisition plans, and evolving compliance requirements.

Firearms and explosives compliance regulations can change rapidly. The most successful FFLs and FELs choose systems like Easy Bound Book that adapt to new compliance requirements rather than requiring costly modifications down the road.

Tip: Select an ERP that supports scalability, automation, and emerging technologies such as AI, analytics, and workflow integration.

5. Clinging to “The Way We’ve Always Done It”

Resistance to change can undermine even the best ERP systems. This shows up when organizations attempt to replicate legacy processes instead of adopting more efficient, modern ones in new systems.

Have you processed your bound book records the same way since time immemorial? It might be time for a change!

Tip: Invite input from newer team members and evaluate your current processes with new eyes. Leverage built-in ERP capabilities—automated approvals, integrations, and dashboards—to streamline your operations.

6. Lack of Executive Communication and Staff Buy-In

Without visible, consistent executive support, employees can become fearful or resist modern technology. Poor buy-in leads to low adoption rates, incorrect data input, and a slower return on investment.

Among companies that recently completed ERP implementation, 77% said the most critical success factor was institutional leadership support (Educause).

Tip: Executives must clearly communicate the why behind the ERP migration. Identify internal champions in each department to maintain enthusiasm, answer questions, and support training.

7. Not Budgeting Enough Time for Implementation and Training

Companies often underestimate the time required for data migration, configuration testing, training, and user adoption. One study showed that implementation can take 30% longer than expected (Technology Evaluation Centers).

This leads to overworked teams and missed milestones. Transferring your records from an outdated bound book software to EBB’s integrated software may take time, for example—but once implemented, the efficient software will more than make up the time you spent implementing it.

Tip: Treat the ERP migration as a major initiative. Build a realistic project timeline, factoring in both technical setup and time for internal users to learn new functionality.

8. Ignoring Data Strategy and Change Management

An ERP system touches every operational area. Without a solid data migration plan and a clear change management strategy, the transition is likely to stall. The only thing worse than an outdated system is a half-retired old system and a half-implemented new system competing with each other.

Tip: Start with a thorough data audit and plan for cleansing, standardizing, or restructuring early in the process. Also, consider how the change will affect customers, vendors, and other stakeholders, and plan your communications accordingly.

Even the best compliance systems can be undermined by inconsistent or poorly structured data. Recently, while reviewing more than 85,000 records for import into Easy Bound Book, we found five different caliber entries for what was the same item: .22LR, .22 LR, 22LR, 22 LR, and .22 Long Rifle. These inconsistencies may seem small, but they create significant challenges during migration and can lead to inaccurate reporting, user confusion, duplicate records, and avoidable compliance risk.

Deciding whether you will use a leading “.” in your caliber format—and applying that standard consistently—simplifies selection, reduces errors, and improves both reporting accuracy and searchability across the system. Establishing data standards early and cleansing your data accordingly will make your migration smoother and your long-term operations far more efficient.

9. Confusing Processes with Results

Companies often define ERP requirements by existing processes, rather than desired outcomes. This can result in rigid implementations that miss the point of modernization.

Tip: Focus on the results you want, such as faster month-end closing, better cash visibility, bound book integration, and fewer manual touchpoints, then let your partner guide how the system should work to get you there.

10. Failing to Integrate with their Bound Book

For FFLs and FELs, your ERP isn’t the only necessary application of the tips above. Your bound book is equally critical.

Easy Bound Book is the only ERP solution with a built-in bound book. By connecting your firearms or explosives processes, accounting, compliance reporting, and data into one system, you gain real-time insight, automation, and operational efficiency. The best part: it’s easy!

Easy Bound Book ERP automatically creates your A&D transactions when you perform your day-to-day business processes, eliminating duplicate entry and reducing compliance risk. Everything is unified in one user-friendly, effective, efficient firearms or explosives system.

Tip: Save time, money, and frustration by choosing a system that natively integrates your bound book and ERP. Nothing beats seamless automation and a sole source of truth.

For more on how to successfully implement Microsoft Dynamics 365 Business Central, check out this blog by our parent company, Business Automation Specialists of Minnesota, Inc. The blog contains a link to a free eBook if you’re looking for even more detail!

A successful ERP implementation starts with a thoughtful, well-informed planning phase. By avoiding these common mistakes, you’ll be well-positioned to realize the full benefits of your new cloud-based ERP.

If you’re considering Easy Bound Book and Microsoft Dynamics 365 Business Central, let us know! We’d love to talk about how we can help you plan strategically, execute deliberately, and lead with clarity throughout the implementation process.

Contact us today to begin planning your next step toward modernization, compliance confidence, and operation efficiency.