March 21, 1989. That’s when it started.

My first client was a small company running everything on paper. Actual ledger books. Handwritten entries. The kind of bookkeeping that required good penmanship and a sharp pencil.

We were moving them to BPI.  A DOS-based accounting system from ACCPAC. No mouse. No Windows. Just a blinking cursor and a lot of keystrokes.

The office manager was a one-person operation. She handled the books, answered the phones, dealt with vendors, kept the whole place running. And now she had to learn an entirely new way of doing her job.  While still doing her job.

After our training sessions, she’d meditate. Not as a wellness trend. Because she was overwhelmed.

I don’t blame her. She was learning something completely foreign while her bosses wouldn’t even pick up the phone during our sessions. Every interruption meant backtracking. Every phone call meant losing her train of thought.

So I said something.

I pointed out that every interruption extended the training … and extended my invoice. Suddenly, the bosses found time to answer their own phones.

That was my first lesson in ERP consulting: the software is the easy part. The people are the hard part.

What’s Changed: Everything

Back then, there was no way to import data from paper ledgers. Clients typed in every customer, every vendor, every open invoice.  One by one. From handwritten records. Into a system they barely understood.

Now? We have migration tools. We export from the legacy system, clean up the data, and import it into the new one. What used to take weeks of manual entry now takes days of careful mapping and validation.

The technology has changed beyond recognition:

• DOS → Windows → Cloud. I’ve migrated clients through every era.
• Fax orders → EDI → E-commerce integrations. I’ve watched order entry go from paper to fully automated.
• Stand-alone PCs → Networked servers → Hosted systems. I’ve helped clients stop worrying about their server closet.
• Manual reports → Real-time dashboards. I’ve seen CFOs go from waiting days for financials to pulling them up on their phones.

I’ve moved clients off systems you’ve probably never heard of … DacEasy, BPI, Peachtree DOS, ACCPAC DOS … and onto modern platforms that would’ve seemed like science fiction in 1989.

What Hasn’t Changed: GIGO

Garbage In, Garbage Out.

It was true in 1989. It’s true today.

You can have the best software on the market. The slickest interface. The most powerful reporting engine. But if your data is messy, incomplete, or outdated, your new system will be just as useless as the old one.

Before every migration, I tell clients the same thing: we need to clean house first.

• Customers who haven’t ordered in five years? Archive them.
• Vendors you haven’t used since 2018? Don’t bring them over.
• Items with descriptions like “MISC PRODUCT DO NOT USE”? Delete them.
• Open invoices from a decade ago that will never be collected? Write them off.

The new system isn’t a fresh start if you’re dragging all your old messes into it.

This is the conversation nobody wants to have. Cleaning data is tedious. It forces decisions that have been deferred for years. But it’s the difference between a system that works and a system that everyone hates.

What I Never Saw Coming

In 1989, I couldn’t have predicted:

• That I’d still be doing this 36 years later. And still learning.
• That some clients would stay with me for decades. I have clients I’ve migrated through three, four, even five systems over the years.
• That the human challenges would stay exactly the same. People still resist change. Still fear new systems. Still need someone to advocate for them during training.
• That “the cloud” would mean something other than weather.

But here’s what surprises me most: companies are still running on systems that should’ve been retired years ago.

I just finished a migration from DacEasy. A system that hasn’t been updated in over a decade. The company was holding it together with workarounds and prayers, terrified that one Windows update would bring everything down.

They didn’t know what they were missing. They thought manually emailing invoices one at a time was just how it worked.

It’s not.

What 36 Years Taught Me

1. The software is never the whole story. Training, buy-in, clean data, and realistic expectations matter more than features.
2. Advocate for the person doing the work. That office manager in 1989 taught me that. If leadership doesn’t protect training time, the implementation will struggle.
3. Don’t automate a broken process. If your workflow is a mess on paper, it’ll be a mess in software. Fix the process first.
4. “Good enough” has a shelf life. Every system that’s “working fine” today will eventually hit a wall. The question is whether you’ll migrate on your timeline or the system’s.
5. Trust is everything. Clients don’t stay for 30 years because of software. They stay because they trust you to tell them the truth…  even when it’s not what they want to hear.

The Work Hasn’t Changed

The tools are better. The interfaces are prettier. The integrations are more powerful.

But the core work is the same as it was on March 21, 1989:

• Understand how the business actually runs, not how the org chart says it should.
• Clean up the data before it poisons the new system.
• Train the people, not just the software.
• Be the person who answers the hard questions honestly.

If you’re running a system that’s held together with workarounds, or you’re drowning in spreadsheets because your software can’t keep up, that’s the work I do.

I’ve been doing it for 36 years. And I’m not done yet.

Let’s talk about the not-so-glamorous reality of running a distribution business: inventory and order data that won’t play nice together. Maybe you’ve felt the sting of a lost sale because your spreadsheet said “in stock” while your warehouse said, “not even close.” Or perhaps you’ve had the joy of explaining to an irate customer why their order was oversold…again. If this sounds familiar, you’re not alone.

Distributors everywhere wrestle with manual tracking, spreadsheet errors, and delays that make yesterday’s numbers feel like ancient history. The culprit? Systems that don’t sync. In distribution-speak, “sync” means having your inventory levels, orders, and customer info update automatically everywhere, so what you see is actually what you have (and what you can sell).

Here’s the good news: You don’t have to keep playing whack-a-mole with disconnected systems. I’ll show you three specific ways Spire eliminates sync issues so your team can spend less time fixing mistakes and more time growing sales…and maybe even sleeping at night without dreaming about mismatched SKUs.

Why are you Still Guessing at 21st-Centry Inventory?

If you’re a distributor juggling sales through phone, email, reps on the road, and an online portal, you know the drill. One system says there are ten widgets left. Another says six. Your sales rep promises a customer next-day delivery, only to discover those last few items vanished in someone else’s cart hours ago. Cue the frantic apologies and another lost opportunity.

This is what happens when your inventory counts are playing hide-and-seek across multiple channels. The result? Overselling hot products or missing out when you could have closed a deal if only everyone had seen the exact numbers.

Here’s where Spire steps in like a much-needed referee at an inventory free-for-all. With Spire’s single source of truth for inventory data, every order placed, received, or shipped instantly updates your entire system. No more “He said, she said” about what’s actually on hand.

Imagine this: multi-location visibility in real time, so whether your team is at HQ or hustling from their phones in the field, everyone gets live inventory counts—no creative guesswork required.

Let’s talk features that actually solve problems: A centralized database means no more reconciling conflicting spreadsheets at midnight. Live dashboard views keep everyone informed without endless status meetings. Field sales teams get mobile access so they can check stock before making promises they can’t keep (your customers will thank you).

The business impact? Overselling incidents become history instead of headlines at your Monday meeting. You increase sales because you know exactly what’s available, and so do your customers. Trust goes up because nobody likes being told “sorry” after placing an order they thought was locked in.

And best of all? You reclaim hours wasted on manual checks and damage-control calls—time better spent growing your business than apologizing for it.

Ready to stop guessing and start knowing? That’s how real-time inventory should work…and with Spire, it finally does.

Why Automated Order-to-Inventory Workflows Are the Smart Move (Especially If You’re Tired of Playing Inventory Whack-a-Mole)

Let’s be honest: manual order entry is the business equivalent of playing Minesweeper with your eyes closed. Orders come in, someone squints at a spreadsheet, and (if you’re lucky) what the customer wants actually matches what’s on the shelf. More often than not, though, delays creep in between order placement and inventory deduction. Purchase orders don’t magically appear when stock runs low. And then there’s that awkward phone call to a customer about something being “temporarily unavailable.” Fun times.

Enter Spire’s automated workflows—the grown-up solution for those who’d rather spend less time firefighting and more time growing their business.

Here’s how it works: The moment an order is created, Spire automatically allocates inventory—no more guesswork or crossed fingers. Smart reorder point triggers keep tabs on your stock levels behind the scenes and generate purchase orders based on real demand (not just gut feelings or sticky notes). Backorders? Tracked and fulfilled automatically without you needing to remember which customer is still waiting for that elusive widget.

The real magic comes from features like customizable order rules, automatic inventory reservation as soon as an order hits the system, reorder point alerts that actually mean something, and automated PO creation that keeps suppliers happy and on time. Toss in backorder queue management plus lot and serial number automation, so you can finally stop losing sleep over traceability.

What does this all add up to? Faster order processing (because nobody enjoys babysitting paperwork), fewer fulfillment errors (your customers will thank you), reduced stockouts on those high-demand items (goodbye, angry emails), and better supplier ordering so you get exactly what you need when you need it.

Need proof? One client cut their average order processing time by nearly half within three months of automating these workflows and saw fulfillment errors drop by over 35 percent. Not bad for a system upgrade that doesn’t require desperate prayers to the inventory gods.

In short: if manual processes are holding your team hostage, maybe it’s time to automate your way out of chaos and into predictable profit.

Why Integrated Financial Tracking Makes Life (a lot) Easier

If you’ve ever found yourself squinting at spreadsheets, wondering why your inventory numbers don’t match what’s in your accounting system, you’re not alone. The classic disconnect—inventory movements that don’t immediately reflect in financials, manual reconciliation between the warehouse and accounting, COGS calculations running fashionably late or just plain wrong—has been the silent productivity killer for too many businesses. And let’s not even start on trying to see true profitability by product or customer. You might as well be reading tea leaves.

That’s where Spire steps in with a solution that actually makes sense: integrated financial tracking. Imagine a built-in accounting system so tightly woven into your inventory management that there’s no need for separate software (or those “where did I put that file?” moments). Every time inventory moves, Spire posts it automatically to your financials—no more double-entry, no more frantic reconciliations at month-end.

With real-time COGS tracking and unified operational and financial data at your fingertips, you get an honest-to-goodness, clear view of profitability by product or customer, not just an educated guess. Features like an integrated general ledger, automatic journal entries for every stock movement, landed cost tracking (because shipping costs love to hide), and real-time profitability reporting take the guesswork out of decision-making.

The impact? You finally get to see an accurate financial picture whenever you want, not after hours spent matching numbers across systems. Pricing decisions become smarter because they’re based on true costs rather than wishful thinking. Month-end close happens faster (and with less caffeine). And when tax season or audits roll around? You’ll be ready, with documentation that actually adds up.

A quick win we’ve seen: companies shaving days off their month-end process and uncovering margin leaks they never knew existed, all because everything lives in one place now. Integrated financial tracking isn’t just a feature; it’s peace of mind for anyone who’d rather spend their time growing the business than chasing down numbers.

Conclusion

Disconnected systems aren’t just annoying, they’re expensive. Every oversold order, every stockout you didn’t see coming, every hour spent reconciling numbers that should match but don’t…it all adds up.

Spire’s real-time sync across inventory, orders, and financials lets you finally operate like a 21st-century business rather than playing catch-up with yesterday’s data. One system. One source of truth. Zero apologies for “in stock” items that mysteriously vanished.

If you’re tired of manual workarounds and firefighting inventory crises, it’s time to see what actually synchronized systems can do for your bottom line. Your team will thank you. Your customers will notice. And you might finally get a decent night’s sleep without dreaming about mismatched SKUs.

Do you want to talk about whether Spire makes sense for your distribution operation? Let’s chat, no pressure, just an honest conversation about what might actually help your business run smoother.

Here’s What It’s Really Costing Your Distribution Business

QuickBooks may feel like a trusty old friend, especially when you first start as a small distributor. It works fine, gets the job done, and lets you focus on what really matters: building your business. But as your distribution operation grows, especially in the pet and feed industry, you might find that this once-beloved software starts to feel more like an overstuffed suitcase than a helpful companion.

Let’s face it: Pet and feed distributors face unique challenges that can make QuickBooks’ limitations painfully apparent. Managing inventory levels, ensuring compliance with regulations, and navigating the complexities of supply chains can quickly turn into a juggling act, one where QuickBooks doesn’t have enough hands to help. When your software starts costing more in headaches than it saves in dollars, it’s time for some real talk.

That’s where  Spire ERP comes into play. Transitioning to Spire means investing in a solution designed specifically for businesses like yours, one that can handle the intricacies of distribution without breaking a sweat. Imagine having real-time visibility into inventory levels or streamlined compliance reporting at your fingertips! It’s not just about keeping up; it’s about thriving in an industry that demands agility and efficiency.

So if you find yourself asking whether QuickBooks is still serving your needs or simply holding you back, remember this: growth should never come at the cost of operational efficiency. Embrace change when it counts; after all, your business deserves tools that grow with it, not against it.

The Growth Ceiling of QuickBooks for Distributors

While QuickBooks can feel reliable, familiar, and always there when you need it, as your business grows, it has limitations that can leave you feeling frustrated.

One of the most significant hurdles is the lack of multi-location inventory visibility. If you’re juggling warehouses, feed storage facilities, and delivery trucks all at once, keeping track of where everything is can become an exercise in futility.

Then there’s the manual re-entry between QuickBooks and spreadsheets; a chore nobody looks forward to. It’s like trying to fit square pegs into round holes: time-consuming and error-prone. This inefficiency not only eats into your productivity but also opens the door to mistakes that could lead to costly disruptions.

Real-time tracking? Well, that’s another area where QuickBooks falls short. Without up-to-the-minute insights on orders, shipments, or backorders, you’re left playing catch-up instead of staying ahead of the game. And let’s not forget about compliance reporting for critical areas like feed safety and pet food labeling. Limited reporting capabilities can turn what should be straightforward tasks into complicated headaches.

So if you’ve felt the pinch of these growth ceilings while using QuickBooks for your distribution needs, know that you’re not alone. Recognizing these challenges is the first step toward finding solutions that let your business thrive without being held back by outdated processes.

The Hidden Costs of Staying Too Long

When it comes to staying too long with outdated systems, the hidden costs can sneak up on you quietly, but oh-so-painfully. Let’s take a moment to peel back the layers and reveal what this really means for your business.

First up is operational inefficiency. Imagine your staff spending hours reconciling orders instead of focusing on what truly matters: serving customers and growing your business. A distributor with 10 or more employees can waste 10 to 20 hours a week on manual processes. That’s time that could be spent innovating or building relationships rather than wrestling with spreadsheets.

Then there are errors and shrinkage. Picture mismatched inventory leading to lost or delayed shipments. It’s like trying to win a race while running in sand; every misstep adds up, costing you not just money but also precious customer trust.

Speaking of customers, let’s talk about their experience. Stockouts and late deliveries can turn loyal clients into frustrated ex-customers faster than you can say “next-day shipping.” When trust diminishes, so does your bottom line.

And let’s not forget compliance risk. Meeting AFIA/PFI reporting standards shouldn’t feel like climbing Mount Everest without gear. Noncompliance can lead to fines or penalties that only add salt to the wound of operational inefficiency.

So before you settle into complacency, consider these hidden costs lurking beneath the surface. The longer you stay, the harder it becomes to escape their grip, and that’s a reality no one wants to face alone.

Why Pet & Feed Distributors Need Scalable ERP

When it comes to pet and feed distribution, the stakes are high. Your products aren’t just inventory; they’re a lifeline for pets and their owners. That’s why having a scalable ERP system such as Spire, implemented by AGS Enterprises, is not just a luxury; it’s essential.

Imagine having real-time visibility across your entire inventory, including products, lots, and even expiration dates. You’ll know exactly what you have on hand at any given moment, which means no more scrambling to find that last bag of organic dog food or losing track of when your supplies are set to expire.

Now let’s look at order management. Picture this: automating quotes, sales orders, and fulfillment all in one seamless system. Your operations become smoother and more efficient, allowing you to focus on what really matters: serving your customers.

Let’s not overlook financial integration. Eliminate the headaches of double-entry bookkeeping while gaining accurate profit tracking per product line. You’ll have the insights needed to make informed decisions without losing sleep over numbers.

Scalability is another critical factor. Whether you’re starting with five employees or growing to fifty (or beyond), you want an ERP system that can grow with you without needing a complete overhaul every few years. Spire will adapt as your business expands, ensuring you stay ahead in this competitive market.

In short, investing in a scalable ERP isn’t just about keeping up; it’s about thriving in an industry where every detail counts, and trust me, your furry friends will thank you for it!

ROI of Upgrading

When it comes to upgrading your systems, the return on investment (ROI) is not just a buzzword; it’s a vital metric that can transform how you view your business. Let’s break down why this matters and how you can see tangible benefits from making that leap.

First off, consider reduced errors. We’ve all felt the sting of mistakes, those pesky typos or miscalculations that seem to multiply when you’re under pressure. By upgrading your systems, you can significantly reduce these errors, leading to measurable cost savings. Imagine saving thousands each year simply by ensuring accuracy in your operations.

Now, let’s talk about faster reporting. In today’s fast-paced environment, waiting for reports is like watching paint dry; it’s frustrating and unproductive. With an upgraded system, you’ll have access to real-time data at your fingertips, empowering you to make informed decisions swiftly. Better decisions mean better outcomes; it’s a simple equation.

Here’s a little framework for you: if inefficiency costs $2,000 a month in lost productivity (which it often does), then an ERP upgrade could pay for itself in less than a year when you factor in the time saved and the improved accuracy of reporting. It’s not just about spending money; it’s about investing wisely in tools that will enhance your operational efficiency.

As you ponder whether now is the right time for an upgrade, remember this: every dollar spent on improving processes brings you one step closer to unlocking greater potential in your business. And who wouldn’t want that?

Signs It’s Time to Move On

Recognizing when it’s time to move on can feel a bit like trying to spot a mirage in the desert. You know it’s there, but you’re not quite sure if you should trust what your eyes are telling you. So, let’s break down some clear signs that might just be waving a big red flag in your direction.

First off, have you found yourself adding multiple warehouses or product lines? If your business is expanding, it might be time to reassess your systems. While growth is fantastic, managing that growth without the right tools can leave you feeling more like a juggler than an entrepreneur.

Next up: if your team still relies on spreadsheets for daily operations, it’s like trying to navigate with an old map while everyone else has GPS. Spreadsheets have their place, but when they become the backbone of your operations, it’s time for an upgrade.

Then there’s compliance tracking. If keeping up with regulations feels like trying to catch smoke with your bare hands, that’s another sign. Struggling to track compliance or recall requirements can lead not just to headaches but also potential pitfalls for your business.

Lastly, if generating reports is something you, then take a coffee break while you wait for them to finish,  and leaves you unable to make timely decisions, something’s amiss. Quick access to data should empower you, not hold you back.

If any of these resonate with you (and I suspect they do), don’t stress…it’s simply part of the journey. Recognizing these signs is the first step toward making informed decisions about moving on and finding solutions that truly fit your growing needs. Embrace the change; after all, even caterpillars must shed their skins before they can fly!

Conclusion

As we wrap up this discussion, let’s take a moment to reframe the narrative around outgrowing QuickBooks. It’s not a sign of failure; instead, it’s a milestone of success. It means your pet food distribution business is thriving: growing in ways you may have only dreamed about when you first started.

Now, let’s be real: it can feel daunting to transition from a familiar system to something new. But remember, you deserve more than just a stopgap solution that struggles to keep pace with your ambitions. You deserve a system that grows with you; a partner in your journey rather than an anchor holding you back.

As you contemplate the next steps for your business, consider this an invitation: embrace the change and invest in tools that will support your growth now and into the future. After all, every successful leap forward begins with the courage to embrace new possibilities.  Schedule a consultation with AGS Enterprises to explore how Spire can streamline your operations.