Implementing an ERP system is a complex project that requires meticulous planning and documentation. Proper documentation not only ensures a smooth rollout but also serves as a reference for future upgrades, troubleshooting, and training.

This comprehensive checklist covers all essential documents your business should prepare during an ERP implementation, categorized by project phase. Whether you're implementing SAP, Dynamics 365, Oracle NetSuite, or Odoo, these documents will help you maintain organization and clarity throughout the process.

Complete ERP Documentation Checklist

Below is the complete list of documents categorized by implementation phase. Each document serves a specific purpose in ensuring your ERP implementation is successful, compliant, and well-documented for future reference.

Pre-Implementation Documents

Software Requirements Specification (SRS)

Defines all technical and functional requirements. Serves as the blueprint that guides developers and aligns stakeholders on system capabilities.

Business Process Document (BPD)

Maps current and future business processes, identifying automation opportunities and efficiency gaps between departments.

Non-Disclosure Agreement (NDA)

Legal document securing client and vendor confidentiality during the implementation process and beyond.

Implementation Phase Documents

Project Log

Tracks key milestones, deadlines, responsible persons, and status updates for transparent project management.

Change Request Log

Maintains records of requested modifications, approval status, cost/time impact, and implementation notes.

Technical Documentation

Backend architecture, code customization logs, database design — essential for future upgrades and handover.

User Acceptance Test (UAT) Reports

Documents results from testing by real users before going live, including issues found and resolutions.

Training & Go-Live Documents

Training Sheet

Tracks who has been trained, on what modules, and completion status to ensure all users are properly onboarded.

Standard Operating Procedures (SOPs)

Detailed step-by-step instructions for each user role, ensuring consistency and serving as training support.

Help Files

On-screen or downloadable guidance for system navigation and common processes, reducing support queries.

Help Videos

Recorded walk-throughs for training or onboarding new users faster with visual demonstrations.

Post-Implementation Documents

Snag List

Post-go-live list of issues, bugs, or fixes required, prioritized with deadlines for resolution.

Backup & Restore Policy

Clear instructions for database backups and disaster recovery procedures to ensure data safety.

Go-Live Checklist

Final go/no-go validation sheet covering data, security, roles, access, and readiness before launch.

Download the Complete Checklist

Get our printable PDF version of this checklist to share with your team and track completion status.

Download Checklist PDF

AI Tools for ERP Documentation

Modern AI tools can significantly streamline the creation and management of ERP documentation. Here are some powerful solutions that can help:

ChatGPT for Documentation

Generate templates, draft SOPs, and create help file content with AI assistance, saving dozens of hours.

Explore ChatGPT

Notion AI

Centralize all documentation with smart organization, templates, and AI-powered search capabilities.

Learn About Notion

Fireflies.ai

Automatically transcribe and summarize meetings, creating audit trails of implementation discussions.

Try Fireflies

Scribe + AI

Automatically create step-by-step guides by recording your screen as you perform processes in the ERP.

Discover Scribe

Need Help with ERP Documentation?

Professionals Lobby provides end-to-end documentation support for ERP projects — from initial discovery to post-go-live audit. Our services include:

  • Documentation Strategy: Custom framework tailored to your ERP and business needs
  • Templates & Standards: Professionally designed templates for all document types
  • AI-Assisted Creation: Leverage our AI tools to accelerate documentation
  • Quality Review: Expert validation of your documentation completeness
  • Training Materials: Create engaging SOPs, videos, and help files

Get Expert Documentation Support

Request Documentation Consultation

Or email us at info@professionalslobby.com

Tags: ERP Implementation Documentation