When companies invest in ERP systems, they’re not just buying software. They’re reshaping how teams operate, communicate, and make decisions. But despite their critical role, ERPs are often built with a lopsided focus: on data structure, on backend logic, on feature lists. What’s often missing is the thing that makes these systems actually work in the real world – design.
Not visual design, necessarily, but the thoughtful structuring of interactions, roles, workflows, and priorities across departments. ERP systems succeed when they feel invisible, when users don’t think about the tool, because the tool thinks about them.
In this guide, we unpack what it really takes to design an ERP that works for people, not just processes. From user research to prototyping to cross-platform accessibility, here’s how to build an ERP product that doesn’t just function – it fits
What Is an ERP?
An ERP (Enterprise Resource Planning) system is a type of software system that integrates various business processes into a unified solution. It typically includes modules for human resources, finance, customer relationship management, inventory, supply chain, and other needs across different departments.
The core value of an ERP lies in offering a single source of truth, streamlining workflows, and automating core business functions. Whether it's a cloud ERP or an on-premises ERP product, the system design must be intuitive, scalable, and adaptable to the specific business environment it supports.
Designing an ERP system is about much more than a sleek UI – it’s about creating an efficient experience that helps people across the organization complete their work without friction. The ERP design and development process follows a user-centered approach inspired by the double diamond model, helping teams discover and define real problems before building solutions.
ERP UX Design Process: Blending Design Thinking with System Design
Designing an ERP system involves lots of things: definitely more than just sleek UI. it's about creating a seamless experience that allows people across the organization to perform tasks efficiently. Just like any type of user-centric design, ERP UX design process follows the double diamond design thinking principles.
The first step in that process is empathy.
1. Empathize with End Users
Contrary to what many may assume, you don’t start with the problem – you start with people. That’s why empathy is the foundation.
Understanding the people who will use the ERP is essential. Conducting research across different departments helps uncover pain points, system requirements, and desired features. The goal is to gain a clear understanding of what they need from the functionality of the ERP system.
Unstructured interviews are a go-to method. Once you’ve stopped uncovering new insights, you can analyze and synthesize what you’ve learned to move forward.
2. Define Business Needs
With user insights in hand, the next step is to map the bigger picture: business goals, workflow constraints, and areas that need improvement.
Talk to leadership, shadow operations, and gather context from across the organization. This phase lays the groundwork for aligning the design and development of your ERP solution with actual business challenges – such as broken workflows, outdated planning software, or data silos.
The result? A clear set of priorities that connect the system to measurable outcomes.
3. Ideate on Features and Functionality
Once you’ve defined the core needs, it's time to explore how to meet them. That means brainstorming modules and tools that will support day-to-day work: inventory management, real-time analytics, approvals, or automation logic.
Involve cross-functional teams: from designers to developers to technical support. Evaluate every idea not just for novelty, but for its ability to support actual processes.
The goal here is not to pack the ERP product with features, but to provide the functionality of the ERP system that matters. What helps people save time? What prevents mistakes?
4. Prototype and Test
Ideas need to be tested, not assumed. Create wireframes and low-fidelity mockups to simulate real tasks and flows. Don’t aim for polish, aim for learning.
Conduct usability testing with actual end users. Watch for confusion, hesitation, or unexpected detours. Gather feedback and refine.
This phase of the development process reduces the risk of building the wrong thing. It helps confirm that people can use the system without needing training manuals or endless hand-holding from technical support.
5. Implement and Iterate
Once validated, begin development. But treat the launch of your new ERP system as the beginning, not the end.
Roll out in phases. Track what’s used in real-time, what’s ignored, and what breaks. There a lot of metrics — user retention being one of the key ones — to help you with that. This feedback helps you improve the software system continuously, not just assume it's done.
Every update should resolve a real problem or unlock a new benefit. A new system that evolves alongside its users is far more valuable than one that becomes obsolete the moment it’s delivered.
ERP Design Best Practices
Now that've covered the design process of ERP design, let's go over the design best practices.
Streamline Complex Processes
ERP systems manage highly interconnected business workflows, but the user experience must remain simple. Break complex flows into logical steps. Use visual cues and interface consistency to guide users efficiently.
This improves usability and reduces support requests across different departments—especially during onboarding.
Provide a Customizable Dashboard
A warehouse manager and a CFO don’t need the same dashboard. Give users the ability to personalize their views, reorder widgets, and prioritize what they care about.
Customization increases efficiency, and helps every role turn data into action, whether they need a daily log, a custom template, or a project overview.
Ensure Cross-Platform Accessibility
Just like SaaS products, ERP systems need to work across web, desktop, and mobile. Whether reviewing data on-site or approving purchase orders remotely, users expect continuity.
Responsive, performant design ensures that the ERP product is reliable regardless of device or context.
Use Role-Based Access Control
Control access based on role. Only show what’s relevant. This improves clarity and strengthens security, especially in organizations where one ERP must serve dozens of functions across different departments.
It also reduces the need for technical support, since users only interact with what they actually need.
Common ERP Design Mistakes
Best practices aside, there a lots of pitfalls to avoid. Let's cover the ones we've encountered most in our experience.
Ignoring the End-User
One of the most frequent pitfalls in ERP design is building for leadership or technical stakeholders while sidelining the actual users. Whether it's warehouse staff, HR teams, or finance managers, the people using the system daily must be involved early and often.
When you skip direct input from end users, you risk creating a product that doesn’t match their workflows or mental models. The result? Low adoption, higher training costs, and increased frustration. Successful ERP systems start with user needs, not assumptions.
Overcomplicating the UI
ERP systems are naturally feature-rich, but that doesn’t mean the interface should be cluttered. Feature bloat often leads to confusing layouts, inconsistent interactions, and steep learning curves.
A clear, minimalist interface doesn’t just look better – it performs better. Every added button, menu, or setting should earn its place by supporting a real business task. Prioritize usability over exhaustiveness. In ERP, clarity isn't a nice-to-have, it’s critical to getting work done.
Underestimating Data Migration
Migrating data from old systems to a new ERP is never just a technical task, it’s a strategic one. Poor planning here can stall implementation, corrupt essential records, and erode trust in the system.
Many teams leave data mapping, cleaning, and validation too late in the process. Instead, treat data migration as its own mini-project: identify key datasets, align formats, and involve the people who understand the data best. Clean data leads to clean launches.
Lack of Integration Planning
ERP systems rarely live in isolation, they’re part of a larger ecosystem of tools: CRMs, payroll platforms, warehouse systems, and more. Ignoring this reality leads to siloed data, duplicated work, and broken workflows.
Plan integrations from day one. Understand what systems need to connect, what data needs to sync, and where manual steps can be automated. Seamless integrations turn your ERP into a central nervous system and not just another disconnected app.
Optimal ERP Design Team: Internal vs External Development Partners
To design an ERP system effectively, you need a well-rounded design team that includes UX designers, UI specialists, researchers, content strategists, and product designers.
The Benefits of Hiring an External Design Partner
A design agency with expertise in ERP experiences can bring:
- A structured, research-driven design process
- Proven UX and UI frameworks tailored to complex systems
- Deep knowledge of enterprise user needs and workflows
- Faster delivery through focused, cross-functional design teams
- An outside perspective that challenges internal assumptions and unlocks better user experiences
In many cases, partnering with experienced external design teams results in a more user-friendly ERP, improved adoption across departments, and fewer usability issues in the long term.
Conclusion: Designing an ERP System with Purpose
Designing an ERP system is a complex yet rewarding endeavor. A well-thought-out UX not only meets system requirements but also significantly boosts productivity and collaboration across the organization. Whether you’re investing in a new ERP or looking to improve your current ERP system's interface, remember that successful ERP software development starts with a deep understanding of the end user and a commitment to continuous improvement.
By following the best practices outlined here and avoiding common mistakes, your team can streamline workflows, reduce friction, and design an ERP that delivers real value.
Ready to streamline your operations? It all starts with good design.
