Jens Bornemann
Is a Senior Consultant at KUMAVISION.
Many companies have been using tried-and-tested ERP solutions for years – often in versions that no longer reflect the current lifecycle. Why? Because updates are complex, time-consuming, and expensive. Updates to new versions are therefore usually carried out every three to five years. The decision to implement a completely new ERP solution, and thus cutting-edge, modern software, is often only made after ten to fifteen years. That's half an eternity in a world where technology is evolving rapidly – while the ERP system remains stuck in the past. What appears to be stability at first glance turns out to be a risk with high costs. Those who postpone updates pay a high price.
The underestimated risks of old software
1. Legal requirements can no longer be reflected
Regulatory requirements are constantly changing – and outdated ERP systems often can no longer keep up. A current example: SEPA payment transactions. The current SEPA specification (version 3.7 for Germany, version 2.0.2 for Switzerland) requires adjustments that older ERP versions simply no longer support. This will become even more serious starting in 2026, when e-invoicing becomes mandatory for B2B transactions.
The problem: Outdated ERP versions are based on outdated data structures and API interfaces that are no longer compatible with modern standards. For example, SEPA changes require an updated XML structure, while many older systems only support outdated PAIN.001/002 formats. The situation is similar with e-invoicing, which requires standardized formats such as XRechnung or ZUGFeRD – formats that older ERP versions cannot process by default.
However, Microsoft and third-party providers continue to develop their solutions exclusively for current Business Central versions. Companies with legacy systems are then faced with a difficult choice: Either invest in expensive workarounds, which are usually only temporary solutions, or risk the disruption of core business processes. The result: more manual work, a greater susceptibility to errors, and the growing risk of no longer reliably meeting legal requirements, such as documentation requirements, data security, or retention.
2. High support costs and dwindling expertise
In the past, many companies have customized their ERP solutions to reflect specific business processes. But these customized developments are now becoming problematic.
In the past, individual customizations were common in C/AL and implemented directly in the standard code. With the transition to the modern AL architecture and development via extensions, the technical basis of Business Central has changed fundamentally: Tables, fields, and objects have been partially restructured – old C/AL customizations cannot therefore be simply adopted. While many functions can also be implemented in AL, this requires careful testing and often a completely new development. For companies, this means that migration entails effort and expense – but also raises the question of whether old customizations are still worthwhile or can be replaced with modern standard functions.
In addition, support for older systems will become more expensive in the foreseeable future. Even though there are currently many developers with C/AL knowledge, the future clearly lies with AL and the modern development environment of Business Central. New specialists are trained almost exclusively in AL and work with current technologies – while expertise in older systems is gradually declining. Those who cling to outdated systems long-term must therefore expect rising maintenance and support costs – because specialized developers will become rare and correspondingly expensive in the future. Companies will therefore face a difficult decision in the foreseeable future: either redevelop everything from scratch or accept growing incompatibility.
3. Security risks and cyber attacks
With the discontinuation of older ERP versions by Microsoft and third-party providers, not only is further development no longer possible, but also the provision of patches and security updates. Companies that continue to work with older systems expose themselves to significant cyber risks. Hackers deliberately exploit known vulnerabilities – often with dramatic consequences.
Unpatched security vulnerabilities are a major problem. Outdated systems often contain vulnerabilities that have long been known but are no longer being addressed. Attackers specifically scan for these vulnerable systems and use them for zero-day exploits or ransomware attacks. Without regular updates, many companies lack protection against modern attack methods, which quickly turns the ERP system into the Achilles heel of their overall IT security.
The lack of support for modern security standards also poses a significant risk. Older ERP versions are often incompatible with current authentication procedures or encryption technologies. This creates security gaps that make it easier for attackers to gain access to sensitive company data. Those who do not take action run the risk of their ERP system becoming an open barn door for cybercriminals.
This is where modern SaaS solutions offer a decisive advantage. Cloud Microsoft provides a highly secure environment that is continuously monitored and automatically receives the latest security updates. Companies benefit not only from an up-to-date system but also from additional protection mechanisms such as multi-factor authentication, role-based access, and end-to-end encryption. Those who rely on a cloud-based ERP solution not only significantly reduce the attack surface but also their own expenditure on maintenance and security measures.
4. Limited usability and flexibility
Outdated software also slows productivity. Modern ERP systems are now deeply embedded in the Microsoft ecosystem, enabling seamless interaction with Microsoft 365, the Power Platform, and other applications, enabling extensive automation of business processes. Data flows automatically between Outlook, Teams, SharePoint, and Excel, processes are interconnected, and intelligent workflows reduce manual tasks. Modern ERP solutions also offer intuitive user interfaces that simplify everyday work and minimize sources of error.
Many companies are currently still doing well with older ERP versions – but a look into the future shows that companies that do not modernize their ERP run the risk of being left behind. Because Microsoft is consistently developing its ecosystem. Without close ERP integration, automation options like Power Automate remain unused, and data analytics with Power BI require cumbersome exports, and modern collaboration features in Teams or Outlook cannot be seamlessly integrated. Instead of working efficiently, companies struggle with isolated solutions and fragmented workflows and must resort to cumbersome processes and manual workarounds – an unnecessary waste of time and money.
The technical basis also plays a crucial role. Older ERP systems are often no longer compatible with current Windows versions. Anyone still working with Navision 2009, for example, faces a twofold problem: On the one hand, the software often no longer runs on modern servers, and on the other, Microsoft discontinued support for older Windows Server versions long ago. This means that not only the ERP system itself is outdated, but also the entire underlying IT infrastructure. Companies therefore not only struggle with inefficient processes, but also have to make ever greater efforts to keep outdated software running at all – a costly and uncertain undertaking.
5. Innovation backlog and lost competitive advantages
Standing still means going backwards – especially in digital transformation. Those who cling to old ERP versions are left behind by new technological developments like Microsoft Copilot and artificial intelligence. The reason: These innovations require a modern ERP architecture – especially a cloud-based SaaS environment, such as the current versions of Business Central. Only there are the necessary interfaces, services, and security mechanisms available that make Copilot and the like possible in the first place. Outdated systems, on the other hand, often don't support modern APIs and can only be connected with considerable effort. As a result, the full potential of digital business processes remains untapped.
While modern companies increase their efficiency by integrating AI-powered analytics or automated workflows into their ERP environments, companies with legacy systems are increasingly left behind. The technological gap is growing—and with it the challenge of catching up later.
Managed Services: Updates made easy
The only sustainable solution is to switch to the latest software versions with a clear, long-term update strategy. KUMAVISION supports companies with managed services that, if commissioned, ensure regular update management in the Cloud (SaaS). There, the update process is seamless: Microsoft provides updates every four weeks, which can be tested in advance in a sandbox. With the appropriate service package, KUMAVISION takes care of planning, testing, and implementation – ensuring the system remains stable and operational without unexpected interruptions. Companies with on-premise solutions, on the other hand, are responsible for their own maintenance and updates – but can also be relieved of this burden through customized services from KUMAVISION.
Conclusion: Standstill costs
Those who cling to outdated software risk rising costs, security gaps, and a loss of innovation. IT teams often see the problem early on, but it's frequently underestimated at the decision-making level. This leads to changes being delayed for too long – until suddenly there's no room for maneuver.
KUMAVISION ensures that companies not only keep up, but also lead the way – with sustainable ERP strategies that guarantee security and future viability. Because if you stand still, you'll fall behind.
