Top 12 ERP Alternatives: Which Is Right For Your Professional Services Business?

If you’ve landed on this blog, chances are you’ve got at least a basic grasp of Enterprise Resource Planning software, or ERP software for short. This software is a staple among most professional services firms because it helps keep the business wheels turning. But it’s an acronym you’re probably hearing less and less of as each year passes.

Why the change? Well, as business needs get more complicated and software gets more sophisticated, ERPs are starting to look like that dusty old fax machine in the corner. If your company is still using an ERP to manage your operations, you probably know all too well the headaches and limitations these systems come with.

ERP software usually focuses on accounting and general ledger functions while tossing in some resource planning and management. But here’s the kicker—ERPs weren’t really built with professional services in mind, leaving many Professional Services Organizations (PSOs) to jump through hoops and come up with workarounds.

You’re probably wondering, “What’s the alternative?” Good news—there are plenty of software solutions that can fill the gaps where ERPs fall short. We’ve compiled a list of twelve standout options, organized into four categories to help you find the perfect fit.

1. Professional Services Automation (PSA) Solutions

PSA solutions are like a Swiss Army knife for professional services organizations. They automate essential aspects of service delivery, from project management and resource planning to billing and reporting. PSA software helps you plan, measure, and manage each stage of the service delivery lifecycle for every client engagement. With their automation superpowers, PSA solutions streamline operations without the need for the extensive infrastructure typical of traditional ERP systems.

If your professional services organization is looking for software that can manage projects, from initial sales quoting to project planning, execution, and billing, all within a single platform, PSA software is the right ERP alternative for you.

Emblematic PSA Vendors:

• Kantata: Designed for bold, forward-thinking professional services firms with 50 to 10,000+ employees, Kantata redefines what PSA software can do. By unifying resource management, project management, financials, business intelligence, collaboration, and feedback into one seamless solution, it simplifies complex processes and delivers outcomes that matter. Powered by AI optimization, Kantata goes beyond automation to provide real-time insights, uncover client and employee perceptions, and transform data chaos into actionable strategies for every organization it serves.
• Workfront: This PSA solution is a hit with medium to large enterprises that need strong project management and cross-team collaboration capabilities. Workfront is especially useful for marketing, IT, and operations teams, offering features like project management, Gantt charts, workflow automation, centralized communication, real-time dashboards, and tons of integrations. Its high level of customization and scalability make Workfront one of the top PSA picks, providing all the tools you need to run a modern PSO.
• NetSuite OpenAir: A cloud-based PSA software that focuses on services organizations, OpenAir is part of Oracle NetSuite’s suite of applications. OpenAir is a longstanding stalwart for large enterprise organizations with complex needs, but as a small acquisition by a monolithic organization it has been criticized for its lack of support and product growth over time. Key benefits include seamless integration with other NetSuite software (note that OpenAir is not built on the NetSuite platform), comprehensive project and resource management tools, integrated time tracking and expense reporting, and a strong focus on financial and operational alignment. NetSuite acquired OpenAir in 2008 and in 2024 OpenAir was rebranded to NetSuite SuiteProjectsPro.

2. Cloud Financial Management Systems

Cloud Financial Management (CFM) solutions offer powerful accounting, billing, and invoicing tools that PSOs need to stay profitable without the bloated scope of an ERP system. CFM software takes traditional financial processes and gives them a modern cloud computing makeover, enhancing cost transparency, optimization, and control over everyday financial decisions.

If your professional services organization is looking for software that will help your business simultaneously reduce the cost of work and maximize your business’ capabilities, CFM software might be the best ERP alternative to choose.

Emblematic CFM Vendors:

• Xero: This cloud-based accounting software is all about scalability, automation, and collaboration in financial management. Xero’s features include customizable invoicing and billing with online integrations (like Stripe and PayPal), expense and bank reconciliation, payroll, and inventory management with real-time data. Its user-friendliness and automation capabilities make Xero a popular choice among small to medium-sized businesses in retail, professional services, and hospitality.
• QuickBooks Online: A favorite in the accounting world, QuickBooks Online offers subscription-based features like income and expense tracking, customized invoicing and online payments, tax preparation, payroll management, financial reporting, and more. QuickBooks is easy to get started with, making it ideal for small to medium-sized businesses, though it does have a steeper learning curve for its advanced features.
• Expensify: Specializing in expense management, Expensify makes tracking, approving, and reimbursing business expenses a breeze with features like expense tracking, SmartScan receipt scanning, expense reports, policy customization, and more. Expensify’s ability to streamline expense tracking and automation makes it a top pick for small to medium-sized businesses looking to get a grip on their costs.

3. Talent and Workforce Management Solutions

Talent and Workforce Management Solutions are the HR department’s best friend, supporting processes that cater to the daily needs of individual employees and teams. PSOs often prioritize effective human capital management, including staffing, resource management, and skills development. These solutions focus on addressing skills requirements and team needs, making a big impact.

If your professional services organization needs software that offers deep insights into employee performance and development, a Workforce Management Solution is a solid alternative to the HR module of ERPs.

Emblematic Workforce Management Vendors:

• Workday Human Capital Management: This cloud-based solution offers a comprehensive suite of HR tools, including talent management, workforce planning, payroll, and analytics, all wrapped up in a single platform. Workday HCM is ideal for medium to large organizations looking for an all-in-one solution with a focus on talent acquisition, team development, workforce planning, and performance management. Its scalability is crucial for a growing and evolving business.
• BambooHR: Designed for small to medium-sized businesses, BambooHR provides user-friendly HR software. It includes employee records, time tracking, payroll integration, performance management, peer feedback, and hiring tools. BambooHR’s intuitive interface and affordable pricing make it easy for companies to implement and start using quickly.
• SAP SuccessFactors: As a comprehensive, cloud-based Human Capital Management solution, SAP caters to large and global organizations with core HR and payroll features, employee lifecycle management, a learning management system, and multilingual support. This makes SAP perfect for multinational corporations that need centralized HR functions and support for a large workforce with diverse needs.

4. Customer Relationship Management (CRM) Solutions

CRM solutions offer a centralized platform to track, manage, and analyze interactions with customers and prospects, strengthening customer relationships. CRMs are essential for improving relationships, sales pipelines, and marketing activities. While ERPs may have some CRM features, specialized CRM systems provide more tailored functionalities and better integrations with marketing automation and customer service tools.

If your professional services organization wants to get a better grip on its sales pipeline, figure out why deals are slipping through the cracks, and find better ways to strengthen sales processes, a CRM solution could be the most effective ERP alternative.

Emblematic CRM Vendors:

• Salesforce: A top-tier CRM solution in the industry, Salesforce is a cloud-based platform designed to assist businesses in managing customer relationships, marketing efforts, sales processes, and other day-to-day operations aimed at enhancing customer interactions and boosting sales outcomes. Best suited for large enterprises, Salesforce offers robust customization and scalability features, supported by AI-driven insights from Salesforce Einstein and a comprehensive marketing application, providing extensive support for complex sales activities.
• HubSpot CRM: A widely-used and longstanding CRM, HubSpot helps businesses handle contacts, sales pipelines, marketing efforts, lead nurturing, and more. Its free plan makes it an attractive choice for small and new businesses, as well as established firms in the technology, e-commerce, and marketing sectors. HubSpot’s seamless integration with other HubSpot tools, intuitive interface, task automation, sales lead management, and inbound marketing capabilities contribute to its popularity among CRM users.
• Zoho CRM: A cloud-based CRM celebrated for its high level of customization, Zoho is favored by small and medium-sized businesses. It features multichannel communication, the AI assistant Zia for insights and predictions, and extensive integration with other Zoho tools. Zoho’s contact and lead management, sales management, and customer service capabilities play a vital role in the daily operations of its users, enhancing their sales processes while remaining an affordable, though somewhat limited, software option.

Move Beyond ERP with Kantata

Ready to unlock the full potential of your professional services business without the constraints of an ERP? Kantata empowers you to break past your limits and embrace a world of new possibilities.