Finance System Selection: replacing a legacy ERP for Private Members Club
Sector: Hospitality & Private Members’ Clubs · Region: London, UK · Year: 2026 · Services: ERP System Selection, Finance Process Design, Business Case, RFI/RFP Management, Pre-implementation Planning
At a glance
- 4 cloud (SaaS) ERP options evaluated: NetSuite, Microsoft Dynamics, Sage Intacct and iplicit
- 6 finance processes mapped end to end: General Ledger, Order-to-Cash, Procure-to-Pay, MI & Reporting, Asset Management and Partial Exemption VAT
- 5-year total cost of ownership model behind a board-ready business case
- End-to-end RFI/RFP management, from writing the documents to scoring the demos
The challenge
One of London’s best-known private members’ clubs, ran its finances on Exchequer, a legacy system that was no longer supported and had become a growing source of problems. The Club needed to replace it with a modern cloud platform, but had no in-house team to lead a selection. Choosing the wrong system, or the right system badly prepared, would risk disruption to member billing, purchasing and financial reporting.
Our approach
GOX acted as the Club’s sole finance lead for the programme, providing digital transformation advice alongside hands-on delivery.
- Understanding today. We ran finance workshops to capture current processes, map existing system interfaces (APIs) and pinpoint the real pain points. Every process was documented in Visio and Word, covering General Ledger, Order-to-Cash, Procure-to-Pay, MI and reporting, Asset Management and the Club’s partial exemption VAT position.
- Defining the future. In further workshops we defined and prioritised the Club’s future finance requirements, and advised on a sourcing and transformation strategy to address the challenges identified.
- Running the selection. We managed the RFI and RFP process end to end: writing and issuing the documents, handling supplier questions, building a five-year total cost of ownership model and an options evaluation model, and planning and scoring supplier demonstrations.
- Building the business case. We compared four leading SaaS ERP options (NetSuite, Microsoft Dynamics, Sage Intacct and iplicit) on fit, cost and risk, giving the Club a clear, evidence-based business case.
- Preparing for implementation. We set out a pre-implementation strategy, including automated data flows into the new system, data cleansing and data governance, so the Club would be ready to move quickly and safely once a partner was appointed.
The results
- A clear exit route from an unsupported legacy finance system
- Fully documented current and future finance processes, a lasting asset for the Club
- A fair, transparent selection backed by a five-year cost view, not sales claims
- A board-ready business case to support a confident investment decision
- Clean data and a pre-implementation plan that lower the risk and cost of go-live
Why GOX
GOX brings senior finance and technology expertise to organisations that don’t have a large in-house team. We run fast, structured system selections that put your requirements, not vendors’ sales pitches, at the centre of the decision. Planning to replace your finance system? Talk to us about an 8-week system selection.
