When evaluating ERP systems, licensing and cost structure are among the most consequential factors — yet they are often underexamined until late in the selection process. This first installment of our ERP comparison series takes a close look at how Carillon® ERP, Acumatica, and NetSuite approach user licensing, contract flexibility, included functionality, and deployment options.
Licensing Model: User-Based vs. Scalable Access
One of the most overlooked cost drivers in ERP systems is how users are licensed.
Carillon® ERP and Acumatica both move away from traditional per-user pricing, but they do so in very different ways.
Carillon® ERP offers a straightforward and predictable model with unlimited users and full access to all modules and functionality included. Whether deployed as a SaaS subscription or perpetual license, organizations can scale users across departments without increasing cost or restricting access.
Acumatica also provides unlimited users, but pricing is tied to system usage — such as transaction volume or resource consumption. While this avoids per-user fees, costs can increase as business activity scales.
NetSuite, by contrast, relies on a named user licensing model. In addition to a base platform fee, organizations must pay for each user and often for additional modules, making it more costly to expand access as teams grow.
Contract Flexibility: Avoiding Long-Term Lock-In
Licensing models and contract terms can have a major impact on long-term flexibility, yet they are often overlooked during ERP evaluations.
Carillon® ERP offers a flexible, low-commitment approach. Its SaaS model is truly month-to-month, requiring only a short cancellation notice, and it also provides a perpetual licensing option for organizations that prefer a one-time investment. This gives businesses the ability to adapt quickly without being locked into long-term agreements.
Acumatica offers more flexibility than many traditional ERP vendors, with both subscription and perpetual licensing options available. Its subscription model is typically sold on annual contracts, and while some partners may provide flexibility, most organizations should expect at least a one-year commitment. Acumatica does offer a Private Cloud Perpetual license, though this is less commonly chosen than the SaaS subscription.
NetSuite generally requires annual contracts, with multi-year agreements being common. This structure can make it more difficult for organizations to pivot or exit as business needs evolve.
Core Functionality: What Is Included vs. What Costs Extra
Not all ERP systems include the same level of functionality out of the box. In many cases, what appears to be a complete solution requires additional modules or upgrades to meet core business needs.
Carillon® ERP takes an all-inclusive approach. All modules and features are included, whether deployed as a SaaS subscription or perpetual license. Organizations do not need to purchase add-ons to access core functionality, which simplifies both implementation and long-term cost management. Carillon® also delivers personalized enhancements built directly into the core platform, so every upgrade strengthens the system for all customers without added cost or lost functionality.
Acumatica provides a broad range of capabilities, but functionality is typically delivered through packaged editions and module bundles. While this approach is more streamlined than traditional add-on models, organizations may still need to select higher-tier packages to access certain features.
NetSuite relies more heavily on an add-on model. Many capabilities — including advanced financials, CRM, and other key functions — often require additional modules, which can increase total cost as organizations expand their use of the system.
Deployment and Licensing Flexibility: SaaS vs. Perpetual Options
Choosing between SaaS and perpetual licensing can have a significant impact on cost structure, control, and long-term strategy.
Carillon® ERP provides maximum flexibility by offering both SaaS and perpetual licensing options. Organizations can choose a cloud-based subscription or a perpetual license depending on their preferences, while maintaining full access to all modules and features in either model. This level of flexibility allows businesses to align their ERP investment with both financial and operational priorities.
Acumatica offers a subscription-based model with flexible deployment options. While it is primarily delivered as a cloud solution, it can also be deployed on-premise or in a private hosting environment. For organizations that prefer a one-time investment, Acumatica also offers a Private Cloud Perpetual license, though this option is less commonly selected than the SaaS subscription.
NetSuite is a fully SaaS-based platform, delivered exclusively through a cloud subscription model with no option for perpetual licensing or on-premise deployment.
Ready to see how Carillon® ERP's licensing model fits your organization? Contact us to schedule a conversation with our team.