Instead of just installing software, the right partner helps councils change the way they work. Services become faster, compliance becomes easier, and staff become more confident.

Across Australia, local councils are under growing pressure to modernise.

Communities expect the same fast, digital services they already get from banks or utilities. Regulators expect stronger compliance and clearer reporting.

Inside local government, teams are often being asked to do more with less.

For many councils, technology is at the centre of these challenges. Outdated, siloed systems make it harder to respond quickly, share information across departments, or keep up with changing rules.

That is why so many are now looking to Enterprise Resource Planning systems to bring everything together.

But the software on its own does not guarantee success.

That’s because choosing the wrong partner can slow down even the best software solution. Councils risk long project delays, systems that don’t talk to each other, and staff who struggle to adopt the new tools.

The result is a costly investment that never delivers on its promise.

The right ERP partner, though, is different.

A trusted partner brings strategy, experience and ongoing support, helping councils move from outdated systems to a modern, scalable platform that works today and grows with them tomorrow.

Instead of just installing software, the right partner helps councils change the way they work. Services become faster, compliance becomes easier, and staff become more confident. 

What councils should expect from an ERP solution

When councils look at upgrading their systems, it is easy to get lost in long feature lists and technical terms.

At its heart, a modern ERP should do five things well:

• grow with you,

• connect your data,

• keep you compliant,

• help you improve and innovate over time,

• and be easy for staff to use.

Modular by design

Every council is different. Some are ready to modernise finance first, while others need to fix records or payroll.

A good ERP is built in modules, so you can start where the need is greatest and add more over time. This phased approach reduces risk and avoids the big bang projects that overwhelm staff and budgets.

Integrated data flow

One thing is true: disconnected systems are one of the biggest headaches for councils. Finance, records and customer requests often sit in silos, forcing staff to duplicate work or manually reconcile data.

An ERP should bring this together in one place. With integrated modules, data moves seamlessly across departments - cutting errors, saving time and giving leaders a clearer view of what is happening.

Compliance, security and reporting built in

Local government is held to strict compliance standards. From audit trails to retention schedules, the right ERP should support councils in meeting these obligations without adding extra admin.

Cloud-based ERP platforms now include strong security, automated updates and reporting tools that give councils confidence their data is protected and their processes are transparent.

Built for what’s next

Innovation should not be an extra - it should be built in.

A future-ready ERP helps councils improve over time. With automation, clear reporting and smart use of AI, teams make faster decisions, spot trends early and cut manual work.

Regular cloud updates keep the system up to date, so new features can be added without a rebuild.

The right ERP meets today’s needs and adapts to tomorrow’s. It gives you room to try new ideas, add modules as priorities change and keep pace with your community.

Usability and intuitive design

Even the best system fails if people don’t use it. Councils need an ERP that feels intuitive, works on desktop and mobile, and fits naturally into everyday tasks.

The design should be simple and user-friendly, with training and support built in, so adoption is smooth.

When staff find it easy to use, uptake is faster and results improve.

What to look for in an ERP partner

Once a council knows what to expect from an ERP system, the next step is choosing the right partner to deliver it.

This is where many projects succeed or fail. The software may look the same on paper, but the partner behind it makes the difference between a smooth transition and years of frustration.

As mentioned earlier, the right partner does more than just install technology. They act as a guide, bringing strategy, experience and expertise that help councils avoid risk and move faster.

The wrong partner, on the other hand, can create misalignment, delays and costly rework that damage staff confidence and public trust.

Implementation strategy and track record

The first sign of a capable partner is a clear implementation strategy and a track record of success with councils.

Local government has unique needs shaped by legislation, funding cycles and community expectations. A partner who understands this context will know how to configure the system accordingly.

They will bring a proven roadmap, break the work into manageable stages, and handle the difficult pieces like data migration, testing and training in a way that keeps the project moving.

Support and ongoing partnership

ERP isn’t a one-off purchase, but rather a long-term investment. Which is why councils should expect a partner who stays close, responds quickly and continues to deliver improvements as requirements change.

Remember: the best partners build an ongoing relationship. They return with the same team when needed, and make sure the system keeps up with new compliance rules, technologies and community priorities.

Scalability and flexibility

It’s true that Council’s needs rarely stay the same for long.

Populations grow, regulations shift and services expand. The right partner helps councils adapt to this change without disruption.

That means:

• adding modules when new priorities arise,

• tuning the system to handle regulatory cycles,

• and guiding councils on when and how to expand without unexpected costs.

It’s important to note that growth should feel planned, not painful.

Alignment with council values

Councils are community-first organisations, which is why the partner you choose should reflect that.

The best partners listen, adapt and shape their approach around your needs, not theirs.

They value transparency, accountability and service quality, and they care about adoption just as much as they care about features.

Why the partner matters more than the product

Even the best ERP will fail if it’s not implemented well. This is why the partner matters as much as the product. The right partner provides strategic guidance to keep projects aligned with long-term goals.

They bring proven methods that accelerate delivery and reduce risk. They offer expertise councils can’t always build in-house, and they make sure the platform can scale and stay relevant in the years ahead.

The wrong partner does the complete opposite: misaligned goals, clunky user experiences and technical shortfalls leave councils stuck with a system that costs more, delivers less and frustrates staff.

Top overlooked factors councils shouldn’t miss

When comparing ERP options, it’s so easy to focus on features and price.

The items below often get less attention, yet they have the biggest impact on day-to-day outcomes:

Data migration and legacy systems

Most councils have years of information spread across old systems, shared drives and inboxes. Moving this data is hard work.

Work with your partner on a clear plan: what to keep, how to clean it, how it will be mapped, tested and signed off. Make sure there are checks so nothing is lost or duplicated, and ask to see a trial migration before going live.

Change management and training

New software only works if people use it. Staff need clear communication, hands-on training and support after the launch. Ask how the partner helps teams who are unsure or resistant.

User experience and workflow fit

The system should fit how your council works. Heavy customisation is expensive and hard to maintain. Instead, use simple configuration so workflows can be adjusted without rebuilding the system.

Local laws and compliance

Councils work under strict financial, privacy and records rules. Check how your partner keeps the system aligned as rules change.

Things like audit trails, regular updates and clear reporting should come standard.

Total cost of ownership

Licences are not the whole cost. Include training, support, integrations, data work and future modules in your view.

Make sure to ask for a full breakdown so there are no surprises later.

Mobile and field access

Inspectors and field crews need reliable access away from the office. Confirm what the system offers on mobile, how it works offline and which devices are supported, especially in regional areas.

Questions to ask your ERP partner

Here are some questions a council should explicitly ask when evaluating ERP partners:

• Modular architecture: Can we start small and add users or new modules as we grow, without a rebuild?

• Vendor implementation strategy and track record: What council projects have you delivered recently? Can we speak to references and see case studies?

• Data migration and legacy integration: Do we need to move everything? Which data should be migrated, and what should be archived or lawfully disposed of? How will you clean, map, test and sign off the data, and can we run a small trial migration?

• Compliance and local government legislative fit: How does the system stay aligned with local government laws and reporting as rules change, and what audit trails and controls are built in?

• User experience and training: How easy is it for staff to learn, and what hands-on training and on-the-job support do you provide before and after rollout?

• Scalability and performance: How will the system handle growth, regulatory cycles and remote access without slowing down?

• Support and ongoing relationship: How quickly do you respond, how often are upgrades delivered, and will the same team stay involved after the launch?

• Full cost of ownership: What is included in the subscription, and what is extra? Please itemise support, integrations, data work and future modules.

• Mobile and field capabilities: How well does the system work on mobile for inspectors and field crews, and is offline use available in regional areas?

• Security, data governance and reporting: What security standards do you meet, and are backups, encryption, dashboards and data privacy controls included?

Final thoughts

The lesson is clear: ERP success comes from the partnership as much as the product. The right partner guides the work, supports staff and keeps the system improving.

That is why councils should take the time to do their homework.

Ask tough questions, see real demos and speak with other councils about their experience. The right partner will welcome that level of scrutiny and be ready to prove their approach.

At CouncilFirst, we keep things simple: partner for the long term, support staff at every step and keep systems improving so councils can modernise with confidence and prepare for the future.

Built on Microsoft technology, CouncilFirst gives councils the benefits of a secure, trusted platform with regular cloud updates and seamless integration across familiar tools like Outlook, Teams and SharePoint.

It means staff can work the way they always have - just faster, smarter and with confidence that their system will keep pace with change.

Take the next step

If your council is exploring ERP, now is the time to learn what the right partnership could look like.

Get in touch to see how CouncilFirst can support your journey.