Discover how embracing ERP software like SquareCoil can revolutionize your signage business operations.
In the fast-paced digital age, businesses of all sizes must adapt and innovate to stay competitive. This is especially true in the signage industry, where signage shops and custom sign businesses face unique challenges in efficiency, growth, and scaling operations. While many small and medium-sized signage businesses still rely on traditional methods like pen and paper or simple spreadsheets to manage their day-to-day activities, the shift towards leveraging digital business solutions—such as Enterprise Resource Planning (ERP) systems—has become not just a game-changer but a necessity.
This blog will explore why businesses in the sign shop and custom industries should embrace digital business solutions to manage their operations and finances, highlighting the limitations of manual processes. From efficiency and accuracy to scalability and compliance, ERP systems provide signage businesses with the tools they need to thrive in today’s competitive marketplace. Programs like SquareCoil, which has been powering the signage industry since 2011, are perfect examples. Feature-rich, easy to use, and simple to train new staff on—SquareCoil offers powerful management, organization, and search tools to stay on top of all your projects.
The Growing Importance of Digital Business Solutions in the Signage Industry
Running a signage shop or a business in a custom industry requires multitasking, careful management of resources, and a deep understanding of finances. Traditionally, many businesses relied on manual processes to track inventory, manage customer data, record sales, and monitor finances. But with the increasing complexity of modern business operations—determining and managing costs, staff turnover, and the importance of being more efficient when market conditions are challenging—manual approaches are quickly becoming obsolete in the signage industry.
The Pen and Paper Method: A Relic of the Past
Like many signage shops today, Integrated Signs in San Diego, CA—where SquareCoil was born—found that pen and paper seemed cost-effective at first glance. There are no software fees, and it’s easy to get started. However, this traditional method comes with a host of challenges that can hinder business growth:
Inefficiency
Manual data entry takes time. Employees need to record information by hand, which slows down workflows and leaves little room for multitasking or optimizing operations.
Prone to Errors
Human error is inevitable in manual processes. Inaccurate financial records, missed inventory counts, and overlooked customer orders are just a few examples of mistakes that can occur.
Lack of Visibility
When data is kept in disparate notebooks or spreadsheets, it’s hard to gain an overview of the business. Without a real-time, consolidated view of finances, inventory, and operations, decision-making becomes challenging.
Limited Scalability
As a small business grows, so do its operational complexities. Managing a larger customer base, more inventory, and increased financial transactions on pen and paper quickly becomes overwhelming.
The solution? Digital business solutions like ERP systems are designed to address these very challenges, enabling signage businesses to streamline operations and make data-driven decisions.
What Is an ERP System for Signage Businesses?
An ERP (Enterprise Resource Planning) system is an integrated software platform that allows businesses to manage and automate their core processes, such as accounting, inventory management, sales, human resources, and customer relationship management (CRM). ERPs are designed to consolidate all business functions into a single platform, giving business owners a real-time view of operations and helping them make informed decisions. The SquareCoil system even includes Real-Time Job Costing, Integrated Timecards, and a dynamic Production Calendar.
While ERP systems were traditionally only accessible to large corporations, recent advances in cloud computing and software development have made ERP solutions like SquareCoil incredibly affordable, scalable, and easy to incorporate into a thriving signage business.
Why Signage Shops Should Transition to an ERP System
1. Enhanced Efficiency and Automation
One of the biggest advantages of implementing an ERP system is its ability to automate repetitive tasks and streamline operations. Tasks like generating financial reports, tracking inventory levels, managing customer orders, and handling payroll can all be automated with an ERP. Automation reduces the need for manual data entry and allows employees to focus on more strategic activities that contribute to business growth.
Consider the amount of time it takes to manually record sales, track expenses, and reconcile accounts on paper. An ERP system like SquareCoil can automate these processes, allowing signage shop owners to generate real-time reports in minutes rather than hours or days.
2. Improved Accuracy and Reduced Errors
With manual processes, the risk of human error is ever-present. Misplacing a decimal point in financial records, miscounting inventory, or failing to record a transaction can lead to significant consequences for signage businesses. These errors can result in incorrect financial statements, tax compliance issues, and missed business opportunities.
ERPs minimize the risk of errors by automating data entry and ensuring that all information is updated in real-time. This accuracy is crucial for maintaining financial health, tracking inventory correctly, and managing customer relationships effectively.
3. Real-Time Visibility and Data-Driven Decision Making
One of the most valuable benefits of an ERP system is the ability to access real-time data across all business functions. Instead of waiting until the end of the month to tally up sales, expenses, and profits manually, signage business owners can monitor their financial health at any given moment. This real-time visibility enables better decision-making and helps owners identify issues before they escalate.
For example, if a signage shop notices a sudden drop in sales in a particular product category, they can use their ERP system to investigate the root cause—whether it’s a supply chain issue, decreased customer demand, or competition from other businesses. The ability to quickly analyze data allows business owners to make informed adjustments to their operations, helping them stay ahead of challenges.
4. Scalability for Business Growth
As signage businesses grow, their operational needs become more complex. More inventory needs to be tracked, more customer orders need to be managed, and financial reporting becomes more intricate. Pen and paper methods simply cannot handle this increased complexity.
ERP systems are designed to scale with a business’s growth. Whether it’s managing more employees, expanding into new markets, or offering more products and services, an ERP system can handle the increased demand. This scalability ensures that signage businesses can continue to operate efficiently and maintain profitability as they grow.
5. Improved Financial Management
Managing business finances manually is a labor-intensive process that can lead to mistakes in financial reporting, tax filing, and cash flow management. An ERP system simplifies financial management by automating many aspects of accounting, from invoicing to payroll to financial statement generation.
With an ERP system, signage business owners can monitor cash flow, track expenses, and manage accounts receivable and payable—all from a centralized dashboard. This centralization ensures that financial data is always up to date, which is crucial for making informed business decisions, securing funding, and remaining compliant with tax regulations.
6. Better Compliance and Security
In today’s regulatory environment, businesses need to comply with various tax laws, labor regulations, and industry-specific standards. Manually managing compliance using pen and paper is not only time-consuming but also risky, as it leaves room for oversight and errors.
ERP systems are built with compliance in mind. They can be programmed to ensure that financial reports are generated according to tax laws, and they often come with built-in audit trails that track changes to data, making it easier to ensure regulatory compliance.
Moreover, ERP systems provide a higher level of data security than traditional pen and paper methods. Sensitive financial information, customer records, and proprietary business data are all stored securely in the ERP, with access controls that prevent unauthorized users from tampering with important information.
Overcoming the Barriers to Adopting Digital Business Solutions
While the benefits of ERP systems are clear, many signage business owners are still hesitant to make the transition from manual processes. Common barriers include:
Cost
In today’s challenging economy, many signage and custom industry companies operate on tight budgets and worry that ERP systems are too expensive. However, with the rise of cloud-based ERP solutions like SquareCoil, businesses can now access affordable, subscription-based ERP platforms for as low as $25.00 per user.
Complexity
Some business owners fear that ERP systems are too complex to implement and use. While it’s true that ERP implementation requires some upfront effort, modern ERP platforms are designed with user-friendliness in mind. Many ERP providers offer comprehensive training and support to ensure a smooth transition.
Resistance to Change
For signage business owners who have relied on pen and paper for years, the idea of changing to a digital solution can be daunting. However, the long-term benefits of increased efficiency, accuracy, and scalability far outweigh the temporary discomfort of learning a new system.
How to Choose the Right ERP for Your Signage Business
When you’re ready to consider the switch from manual processes to an ERP system, it’s important to choose a solution that fits your business’s unique needs. Here are some factors to consider when evaluating ERP options:
Industry Specificity
Many systems are generic and may have a few features that work for you, but many that aren’t usable. Business management solutions like SquareCoil, which is a robust, industry-leading system literally born out of a sign shop, include Real-Time Job Costing, Integrated Time Cards, a dynamic Production Calendar, and much more.
Customization
Look for an ERP system that can be tailored to your business’s specific needs, whether you need help with inventory management, financial reporting, or customer relationship management.
Scalability
Choose an ERP system that can grow with your business, allowing you to add new features and users as your business expands.
Ease of Use
Opt for a system that is user-friendly and offers training and support to ensure smooth implementation.
Cost
Consider cloud-based ERP systems, which offer affordable subscription models without requiring a large upfront investment in hardware and software. ERP solutions like SquareCoil provide affordable, subscription-based ERP platforms for as low as $25.00 per user.
Conclusion: Future-Proof Your Signage Business
In today’s competitive business environment, signage businesses need to embrace digital business solutions to stay ahead. ERP systems offer an efficient, accurate, and scalable way to manage core business functions, freeing up time and resources for growth and innovation. While transitioning from pen and paper to an ERP system may seem daunting, the long-term benefits are clear: improved efficiency, reduced errors, real-time insights, and the ability to scale.
By investing in an ERP system like SquareCoil, signage business owners can future-proof their operations, improve financial management, and position themselves for long-term success. The digital revolution is here—don’t let your business get left behind.
Optimize your signage business operations with SquareCoil’s ERP software and take efficiency to the next level.
Click here to book a demo and discover how SquareCoil can transform your signage business today.
