How to Talk to Your Council About ERP Software

Navigating this conversation can feel daunting—especially if your council members don’t have a technical background. However, with a strategic approach, you can make a compelling case for investment in an ERP system. Here’s how to present your case effectively and get them on board—without making them wish they had scheduled a dentist appointment instead.

1. Speak Their Language

Council members are focused on governance, fiscal responsibility, and serving the community—not the technical specifications and remote capabilities of ERP software. So instead of leading with features, frame your discussion around the benefits they care about:

• Public Perception – Councils are highly aware of bad press. Emphasize how an ERP system can prevent financial scandals, cybersecurity breaches, and mismanagement that could make headlines. (After all, “Council Implements Cutting-Edge Tech” sounds way better than “City Hacked Due to Outdated Systems.”)

• Transparency & Accountability – Explain how an ERP system improves reporting, audit trails, and compliance, reducing the risk of financial mismanagement. 

• Disaster Recovery – Highlight the system’s ability to recover quickly in case of cyberattacks, ensuring minimal downtime and uninterrupted services. Make sure to give examples of other municipalities (positive or negative) where appropriate.

• Electoral Impact – Decisions that improve efficiency, reduce waste, and protect taxpayer information and dollars can positively influence public opinion and votes. And let’s be honest—votes matter. (And nothing screams “re-election disaster” like explaining to taxpayers why their sensitive information is now on the black market...)

2. Prepare for the Tough Questions

You can count on the council to ask tough questions. Be ready with clear, data-driven answers:

• Why do we need new software? Outline inefficiencies in your current system and how an ERP addresses them. Feel free to mention how your existing software is so outdated it might qualify for a museum exhibit. (Not in those exact words, mind you.)

• What’s the ROI? Show cost-benefit analysis, including time saved and potential revenue gains. Show the negative stats of not modernizing as well. They need to see both possibilities.

• What’s the total cost of ownership? Be upfront about licensing, training, maintenance, and support costs. If you can frame it as “spending wisely” rather than “spending more,” you’re golden.

• How will this prevent a cybersecurity disaster? Explain security features, backup systems, and speed of recovery if an attack occurs. Throw in a horror story about another city that lost critical data (and ended up in the news), and watch those ears perk up.

• Why is the price so high? Sometimes, council members suffer from sticker shock. To combat this, give them the top 3 quotes you received and the average price for ERP software suites. You can even gather information on what other municipalities your size have paid and present that information to the council. After that, make sure to point out the benefits of how ERP will prevent accounting errors, organize finances more efficiently, and might save money for the municipality in the long run. 

• How will this impact employees and operations? Council members will want to understand the transition process, potential disruptions, and the training necessary to get employees up to speed. Reassure them that no, employees won’t have to “relearn computers.” Most of the time, ERP vendors can provide an implementation schedule that allows seamless cross-over to the new system without disruption.

3. Use Real-Life Examples

Councils trust results over promises. If possible, share success stories from other municipalities that have successfully implemented an ERP system. Provide before-and-after comparisons, demonstrating how similar organizations improved their operations, reduced costs, and avoided financial and security issues by modernizing.

• Case studies of other local governments that improved efficiency with ERP systems.

• Examples of municipalities that faced cybersecurity attacks and how an ERP could have helped.

• Testimonials from financial officers, IT directors, and public officials who have benefited from ERP adoption.

4. Show Compliance & Risk Reduction

Government regulations are always evolving, and failing to comply with new standards can lead to penalties and reputational damage. Show how an ERP system helps with:

• GASB and GAAP compliance

• Financial audits and reporting

• Grant and fund tracking

• Cybersecurity and data protection, including response and recovery plans

• Internal controls to prevent fraud and mismanagement

Reducing risk and avoiding embarrassing public failures is often more persuasive than increasing efficiency. Nobody wants to be the council member whose oversight led to a financial scandal. “Keeping us out of the news” should be your key selling point.

5. Offer a Phased Approach

If budget concerns arise, suggest a phased implementation or SaaS subscription pricing. Many councils are more receptive to a step-by-step rollout rather than an all-at-once investment. A phased approach allows them to see early results and gain confidence before committing to the full cost. It also spreads out costs over multiple budget cycles, making approval more feasible.

• For a one-time cost, start with a core financial module, then expand to payroll, utility billing, and other departments.

• Mention SaaS pricing as an option, lowering the initial outlay for ERP software while gaining quick benefits.

• Implement cloud features first to mitigate immediate risks.

• Provide detailed timelines for implementation and expected benefits at each phase.

6. Dealing with a Hostile Council 

Not every council meeting is a friendly discussion over coffee and donuts. Sometimes, you’re dealing with members who lack experience in financial decision-making, don’t trust you, or are just outright difficult. Here’s how to navigate a tough crowd:

• Stick to the Facts – Emotional appeals won’t work if council members are skeptical. Keep your argument data-driven, logical, and airtight.

• Find a Neutral Advocate – If council members don’t trust you, bring in a third-party expert or another city official they do trust to help present your case.

• Address Their Fears, Not Their Egos – Some council members might resist change simply because they don’t understand it or feel their authority is being challenged. Instead of arguing, acknowledge their concerns and pivot the discussion to solutions.

• Keep It Short – If the council is openly hostile, don’t waste time on a lengthy presentation. Get to the point quickly and let the numbers speak for themselves.

• Use Their Own Words Against Them (Politely) – If they’ve previously expressed concerns about financial mismanagement or cybersecurity risks, highlight how an ERP solves those exact problems.

• Prepare for Drama, Stay Professional – If tensions rise, don’t take the bait. Keep your responses professional, and don’t let personal feelings cloud the message.

7. Get an Internal Champion and an External Expert

Having a respected department head, finance director, or IT manager advocate for the ERP software can make a huge difference. If someone the council already trusts is championing the purchase, it adds credibility to your case.

• Identify key influencers within the organization who understand the need for ERP.

• Encourage department heads to voice their frustrations with the current system.

• Have trusted employees share how an ERP will help them be able to get more done in a shorter amount of time and more effectively.

• If possible, let a council member be involved in the process from the beginning. Or at least invite one to the demo. This will show them the value of ERP software and give them some ownership of the project. They can also communicate the value to other council members. 

But sometimes an external expert, like a representative from the potential ERP vendor, will add credibility. Consider inviting a representative to the council meeting to be a source of information. That way, if you don't know the answer to a question, they will. They often have done this plenty of times in the past, so they will have relevant experience and polished answers.

8. Keep It Simple & Concise

Most council meetings have packed agendas. Make your pitch clear, concise, and compelling. A well-structured 5-minute presentation backed by a brief one-page summary will keep their attention better than a 20-slide PowerPoint. Stick to the key points:

• The problem: Current inefficiencies and risks

• The solution: How an ERP system addresses those issues

• The benefits: Cost savings, compliance, cybersecurity, and public perception

• The investment: Total cost and potential ROI

• The plan: Phased approach and timeline

If you catch a council member checking their watch, you’ve gone too long. (Abort and regroup!)

9. Follow Up & Keep the Conversation Going

Don’t expect an immediate yes. Allow time for council members to ask follow-up questions, and be prepared to address concerns in subsequent meetings. Keep the conversation going by providing additional information and responding to concerns as they arise. Consider scheduling individual meetings with council members to address their specific concerns and secure their support ahead of the final vote.

• Send a follow-up summary after your presentation.

• Offer to provide additional data or demonstrations.

• Keep department heads and internal champions engaged in discussions.

Final Thoughts

Talking to your council about an ERP software purchase doesn’t have to be overwhelming. By framing the conversation around their priorities—cost savings, compliance, public perception, risk reduction, and rapid recovery—you can gain their support and move your organization toward a more efficient, transparent future.

Securing council approval is about presenting a solution that aligns with their goals: responsible financial management, public trust, and safeguarding against risks. If you can connect these dots, your proposal will be much harder to dismiss. And if all else fails, throw in a joke about outdated software running on floppy disks. That usually gets their attention.

Or check out case studies for real-world modernization examples...