Planning Document
Build vs Buy Analysis
Feature-by-feature comparison of three paths to replace Acctivate. Evaluated against Generation Pet's 15 core requirements, $15K/month in recurring system errors, and the $100K+ Epicor proposal that was declined.
Executive Summary
Option A
Epicor Prophet 21
~$100K implementation + $80K/yr. 9-12 month rollout. Full ERP requiring extensive customization to match Gen Pet's workflow.
Declined — over-specOption B
Acumatica Distribution
~$55K implementation + $48K/yr. 6-9 month rollout. Closer fit, but CRM module is weak and B2B portal requires additional build.
Viable but incompleteOption C — Recommended
PIR Custom Platform
~$35K build + $1,800/mo SaaS. 10-12 week phased delivery. Purpose-built for wholesale pet distribution with B2B portal, CRM, and PDF-to-SO on day one.
RecommendedFeature Comparison (15 Core Requirements)
| Requirement | Acctivate (Current) | Epicor P21 | Acumatica | PIR Platform |
|---|---|---|---|---|
| Real-time inventory sync | 15-min lag | Yes | Yes | Yes |
| B2B retailer ordering portal | None | Add-on $15K+ | Add-on $12K+ | Included |
| PDF purchase order intake | Manual | Yes | Partner module | AI-assisted |
| CRM for retailer accounts | None | Basic | Weak | Purpose-built |
| Two-warehouse inventory view | Single view | Yes | Yes | Yes |
| Scanner-based warehouse transfers | Manual entry | Yes | Yes | Mobile-first |
| Manufacturer chargeback tracking | Spreadsheet | Finance module | Finance module | Eliza-designed |
| Manufacturer build-back tracking | None | Finance module | Finance module | Yes |
| QuickBooks integration | Yes | Yes | Yes | Yes |
| Rep assignment per retailer | None | CRM add-on | None | Included |
| Order history and repeat ordering | Admin only | Yes | Yes | Retailer self-serve |
| Category and brand browsing | None | Complex config | Complex config | Out of box |
| Friday transfer workflow | Manual | Custom workflow | Custom workflow | Baked in |
| Marketing website | Outdated | Not included | Not included | Included |
| Implementation timeline | --- | 9-12 months | 6-9 months | 10-12 weeks |
5-Year Cost Comparison
Epicor Prophet 21 (declined)
Implementation and setup$100,000
Year 1 license + support$80,000
Years 2-5 (at $80K/yr)$320,000
B2B portal add-on est.$15,000
CRM + chargeback customization$30,000
5-Year Total$545,000
PIR Platform (recommended)
Build and deployment$35,000
Year 1 SaaS (at $1,800/mo)$21,600
Years 2-5 (at $1,800/mo)$86,400
Hosting and infraIncluded
All 15 featuresIncluded
5-Year Total$143,000
Cost of inaction: At $15,000/month in recurring Acctivate errors, staying the course costs $900,000 over 5 years. The PIR platform pays for itself in the first month of operation.
PIR Recommendation
Generation Pet does not need a $545K ERP. The pain is specific and addressable: inventory sync latency, no retailer-facing ordering portal, manual PDF-to-SO conversion, and zero CRM visibility. A purpose-built platform solves all four in 10-12 weeks at 1/4 the 5-year cost of Epicor. Proposed phased delivery: Phase 1 (weeks 1-6) covers the B2B ordering portal and real-time inventory. Phase 2 (weeks 7-10) covers PDF-to-SO, chargeback tracking, and the CRM. Phase 3 (weeks 11-12) covers the marketing website and scanner-based warehouse transfers. Doug, Eliza, and Matt get purpose-built tools for their actual workflows rather than over-engineered modules designed for a different industry.