Reaping the rewards: How Sage X3 transformed Stephenson Group

Lucy Bilbrough reflects on the positive outcomes that Stephenson Group experienced after transitioning to Sage X3. Learn how the new system drove efficiency, supported growth, and opened up new opportunities for the business, helping them stay competitive in a challenging market.

The successful transition from Sage 1000 to Sage X3 marked a significant turning point for Stephenson Group. The move was more than just a technology upgrade; it was a strategic shift that set the company on a path to greater efficiency, scalability, and innovation. For Lucy Bilbrough, Operations & Continuous Improvement Director, the project was not just a challenge but a catalyst for transformative change.

“This project has been a catalyst for so much change,” Lucy reflects. “It’s not just that we were behind the times with our existing systems—having Sage X3 has allowed us to move many parts of the business forward.”

One of the most significant changes the company experienced was in how they managed their operations. Previously, Stephenson Group operated on a model where the volume of product shipped dictated the amount of work needed. This often meant scaling up by hiring more staff as demand increased. However, with the implementation of Sage X3, the company shifted to a more efficient model where they manage by exceptions rather than volume.

“We used to be a business that managed by volume,” Lucy explains. “Now, with the right technologies in place, we’re managing by exceptions. It’s only when things go wrong that there is an increase in workload, and that means we can scale up far more efficiently.”

This shift has had profound impacts on the company’s ability to grow without necessarily raising costs. For example, when one of their supply chain coordinators left the business, Lucy found that they didn’t need to replace him. The efficiencies gained through Sage X3 meant that the remaining team could handle the workload without additional resources.

The new system also brought about significant improvements in data management and reporting. Lucy highlights how the enhanced capabilities of Sage X3 have provided the company with a fantastic dataset, which has opened up endless possibilities for management reporting and strategic planning.

“With Sage X3, I now have a fantastic dataset,” Lucy says. “The possibilities are endless for management reporting and setting strategy.”

Efficiency gains were not limited to internal processes. The implementation of Sage X3 also allowed Stephenson’s Group to innovate in other areas of the business. For instance, the company introduced a new fleet of forklift trucks, each equipped with tablets, scanner guns, and label printers. This technology enables drivers to manage stock directly from the forklift cab, improving both speed and safety in the warehouse.

“The drivers will be able to manage stock from the forklift cab, which is not just faster; there’s a safety perspective too,” Lucy explains.

These innovations are part of a broader approach that Lucy has adopted since the Sage X3 implementation. Rather than following one big plan, she continuously looks for areas where tweaks can be made to further eke out waste and inefficiencies or to use data in innovative ways. This ongoing improvement mindset is helping the company stay competitive in a market where pressures on pricing, transport, and labour costs are ever-present.

“I am going around the business and looking for where tweaks can be made,” Lucy says. “For example, I’m investigating where we can link with our network of hauliers to simplify the transport process and cut cost and complexity.”

The move to Sage X3 has truly been transformative for Stephenson Group. By embracing new technologies and continuously seeking improvements, the company has positioned itself for sustainable growth and success in an increasingly competitive market.

“Despite growing pressures on pricing, transport, labour costs, inflation, and the rest, we’ve got the ability to grow without necessarily raising our costs. In that respect, evolving our technology has proven crucial to our business,” Lucy concludes.

The journey from Sage 1000 to Sage X3 was not just about upgrading software; it was about unleashing the potential of the entire business. For other companies considering a similar transition, the story of Stephenson Group serves as a powerful reminder of the value that modern ERP systems can bring.