How to Prepare for a Successful Finance Software Implementation: A Step-by-Step Guide

Switching to new finance software can feel like a huge undertaking. Between selecting the right system, securing buy-in, migrating data, and training staff, there’s a lot that can go wrong.

 

But the good news is with the right preparation, you can set your team up for a smooth, stress-free rollout that delivers the results you expect.

Studies have shown that around 50% of ERP projects run over budget or miss their timeline. Many of these issues stem from a lack of planning and a failure to engage the right people early. The more you invest in your preparation, the greater the return you’ll see.

This article outlines the key steps to prepare for a successful finance software implementation, based on our experience helping finance teams across the UK make the switch with confidence.

 

Why Preparation is the Key to Success

It’s no secret that finance software projects are notorious for delays, budget overruns, and disappointing outcomes. In fact, in our recent post Top Reasons Finance Software Projects Fail, we covered how poor planning and lack of clarity often derail even the best software.

The truth is, implementation success is 80% preparation and 20% execution. That means most of your effort should go into getting ready. The better your prep, the smoother your go-live will be.

 

Step 1 – Define Clear Business Goals

Start by asking: What do we want this software to achieve? It’s tempting to get caught up in features and functionality, but if you skip defining business goals, you risk buying a system that doesn’t solve your real problems.

Examples of strong goals include:

• Reduce month-end close from 10 to 5 days
• Improve reporting transparency for stakeholders
• Eliminate manual invoice processing by 80%

Goals like these keep your project focused and measurable.

 

Step 2 – Engage Stakeholders Early

Finance software affects a wide range of users: finance teams, department heads, IT, procurement, and sometimes external auditors. The earlier you involve them, the smoother the process.

Bring stakeholders in to:

• Help define requirements
• Flag potential issues or resistance
• Advocate for adoption across teams

Crucially, don’t forget end users. Their feedback can make or break your implementation.

 

Step 3 – Audit Your Existing Processes

You can’t improve what you don’t understand. Before you make any system changes, map out your existing finance processes in detail. Look for:

• Bottlenecks and manual workarounds
• Data duplication or silos
• Opportunities for automation

 

Step 4 – Build a Realistic Timeline and Budget

Unrealistic timeframes and underfunded projects are a recipe for failure. Work with your vendor to develop a realistic plan that includes:

• Discovery and design phases
• Configuration and testing
• Data migration
• Staff training
• Go-live support

And make sure to include contingency time for the unexpected. Cutting corners in planning usually costs more later.

 

Step 5 – Clean and Prepare Your Data

Poor data quality is one of the most common causes of post-go-live issues. Start early on:

• Removing duplicate records
• Closing old or unused accounts
• Standardising naming conventions

Your implementation partner may offer data cleansing tools or advice. Don’t underestimate the time it takes - especially if you’re migrating from legacy systems.

 

Step 6 – Choose the Right Implementation Partner

Not all software vendors offer the same level of support. Ask potential providers:

• Who will manage our implementation?
• What post-go-live support do you provide?
• Do you use resellers or do everything in-house?

At bluQube, we pride ourselves on direct relationships. You’ll work with a dedicated team that knows your business and stays with you throughout the process. We don’t outsource or use resellers, so you always know who you’re dealing with.

 

Step 7 – Plan for Post-Go-Live Support

The work doesn’t stop when the system is live. You’ll need:

• A clear handover and support plan
• Staff ready to answer questions quickly
• A feedback loop to capture early issues

A good vendor will be proactive here. At bluQube, we answer every call within 3 rings, with real people - not bots - on the other end. Our support team has accountancy knowledge and a deep understanding of the software.

 

Step 8 – Prioritise User Training and Change Management

Software alone doesn’t drive success - people do. That’s why training and change management should be built into your implementation plan from the start.

Ensure staff receive tailored training based on their role and responsibilities. Provide clear, simple guides and recorded sessions they can refer back to. Keep lines of communication open for questions and feedback.

Beyond training, make sure you’re managing the change. Explain why the new software is being introduced, what benefits it will bring, and how staff will be supported. Celebrate quick wins to build momentum and boost confidence.

 

What to Expect at Each Stage of Implementation

Knowing what’s ahead helps reduce uncertainty. Here’s a quick overview of what you can expect at each major stage of your finance software implementation:

1. Discovery & Requirements Gathering
   You’ll work with your vendor to document current processes, identify key challenges, and align on desired outcomes. This stage ensures your new system fits your business—not the other way around.
2. System Design & Configuration
   The system is configured based on the goals, workflows, and data needs defined during discovery. Expect frequent conversations with your vendor to review configuration decisions, security access, and reporting structures.
3. Data Migration
   This is where your cleaned and standardised data is moved into the new system. It often happens in phases - initial imports followed by validation and corrections. Ensure your internal team is available for testing and checks.
4. User Testing (UAT)
   End users will test real-world scenarios to ensure everything works as intended. This is a critical step for catching issues before go-live. It also builds user confidence.
5. Training & Change Support
   Staff are trained, ideally by role. Some companies provide champions or super users within departments to act as peer support. Make sure users know how to access help and documentation.
6. Go-Live
   The big day. Your new system officially goes live. Expect an intense period of support from your vendor, who should be ready to handle any hiccups promptly.
7. Hypercare & Transition to BAU (Business as Usual)
   A short-term hypercare period ensures issues are addressed quickly. You’ll then transition to steady-state operations with regular support and performance reviews.

Understanding this lifecycle helps teams stay focused and better prepared at each step.

 

Common Pitfalls to Avoid

As you move through your implementation, keep an eye out for these common mistakes:

• Rushing ahead without stakeholder involvement
• Trying to recreate outdated processes in a new system
• Neglecting data quality or skipping user testing
• Choosing a vendor with limited post-launch support
• Not providing enough training or communication

Avoiding these pitfalls can make the difference between a painful rollout and a transformative success.

 

Final Thoughts: Get Set Up for Long-Term Success

Implementing new finance software isn’t just a technical upgrade. It’s a business transformation. With the right preparation, you can reduce risk, build stakeholder confidence, and unlock genuine improvements in financial visibility, efficiency, and compliance.

If you’re thinking of switching systems or want advice on how to get your implementation right, get in touch with bluQube. We’re here to help you plan, prepare, and succeed.