During ERP implementations or migrations, the focus is often on process automation. One critical component, however, is frequently overlooked: Output Management. At Quadira, we consistently see that organizations achieve better results when Output Management is considered early in the implementation phase. In fact, addressing it too late often leads to delays, higher costs, and documents that do not meet expectations.
In this blog, we share five key reasons why Output Management should not be treated as a final step, but as a core building block of your implementation.
1. Prevent Delays in the ERP Implementation Process
When an organization transitions to a new ERP system —such as SAP S/4HANA, Microsoft Dynamics 365, or Oracle— the system’s output plays a crucial role in daily operations. Think of invoices, delivery notes, order confirmations, transport documents, and service forms.
If Output Management is addressed late in the project, bottlenecks often arise during template design and document functionality. Common issues include missing data, incorrect data mappings, or deviations from corporate branding. This forces development teams to revise or rebuild work, resulting in additional time and higher costs.
By integrating Output Management early:
- Document flows are aligned with business requirements from the start
- Document structures are designed to work seamlessly with the ERP system
- Test scenarios can be included from the very beginning
This prevents a bottleneck in the final project phase and ensures a much smoother go-live.
2. Increase Efficiency Through Centralized Document Management
Many organizations operate with fragmented document structures. Different departments manage their own templates, often in Excel, Word, or outdated output tools. This leads to inconsistencies, errors, and inefficient maintenance.
An Output Management system provides a single, central platform for managing all templates and distribution rules. When implemented from the start:
- The document environment is set up uniformly
- Template sprawl is prevented
- Version control is centralized, eliminating department-specific templates
- Changes are easier and faster to implement
A centralized platform not only saves time but also ensures that business communication remains consistent and up to date, both internally and externally.
3. Ensure Consistent Branding and Professional Communication
Documents are often the most direct communication channel with customers and suppliers. Yet the importance of consistent branding is frequently underestimated. Organizations that address Output Management too late often discover during testing that invoices or order confirmations do not meet branding or design standards.
By including Output Management early in the implementation:
- Correct branding, logos, fonts, and color schemes are applied from the start
- Document output aligns with the organization’s brand identity
- Communication is standardized across all channels and regions
For organizations operating in multiple countries or languages, this is especially important. Documents can be designed from day one with multilingual layouts, compliance rules, and country-specific variations.
4. Improve Compliance and Risk Management
Regulations related to document output are becoming increasingly strict. Consider e-invoicing (such as PEPPOL), archiving requirements, GDPR, digital signatures, and industry-specific regulations. When Output Management is implemented too late, documents may lack mandatory elements or store data incorrectly.
By integrating Output Management early with ERP data models and workflows:
- Documents are automatically enriched with required information
- Sensitive data is properly masked or secured
- Compliance and risk issues are addressed at an early stage
In short, early implementation prevents costly corrections later, minimizes legal risks, and ensures compliance from day one.
5. Prepare Your Organization for Scalability and Future Digitalization
Digital transformation does not end with a single implementation. Many organizations continue to expand their IT landscape with new modules, regions, products, or integrations over time. A solid Output Management solution, integrated early in the design phase, provides a scalable foundation for future growth.
Early integration:
- Makes it easy to add new templates or document flows
- Supports omnichannel communication (email, print, portals, e-invoicing)
- Integrates smoothly with cloud-based systems
- Enables automation and robotic process automation (RPA) for document processes
Organizations that view Output Management as a strategic component benefit from a more flexible IT landscape that is ready for the future.
The Value of an Early Focus on Output Management
Output Management is not a secondary consideration—it is a critical component of a successful ERP implementation. By addressing it early in the project, organizations avoid unnecessary delays, increase efficiency, and ensure consistent, professional document output. It also supports compliance, risk management, and a future-proof IT landscape.
By including Output Management from the very beginning, organizations create a stable foundation on which document processes can be sustainably designed and continuously optimized.
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