Onboarding process

The onboarding process for Accounting as a Service is designed to ensure a smooth and efficient integration of our services into your business operations. This structured approach helps us gather the necessary information, configure the system according to your needs, test thoroughly, and prepare for a successful go-live. Below is an outline of the main steps involved in the onboarding process, along with key questions that will help guide you through each phase.

The following describes the typical process for the direct integration with Accounting as a Service. If you want to use the Billing and Subscription Service, we will need to understand your business-case better. Thereby we will start with a detailed workshop.

Onboarding Timeline Overview

Estimated Timeline: 6-8 Weeks

  1. Information Gathering (Week 1)
  2. Activation and Configuration + internal testing (Week 1-3)
  3. UA-Testing (Week 4-6)
  4. Go-Live Preparation (Week 7)
  5. Go-Live (Week 8)
  6. Hypercare (Week 8+)

How We Work Together

Throughout the onboarding process, we are committed to maintaining clear and open communication. You can expect regular status updates via email, and our onboarding manager will be your primary point of contact for any questions or concerns. Additionally, we offer direct communication channels, including chat and scheduled meetings, to facilitate swift resolutions and discussions.

Timeline and Key Phases

Preconditions: Contract signature

Condition: To initiate the process, the contract must be signed. This means, that the framework agreement must have been signed.

Please Note: We can only start the process, when the agreement has been signed.

Week 1: Information Gathering

Objective: To collect all necessary information to customize your Accounting as a Service setup.

What happens in this phase:

  • Kick-off Meeting: We’ll start with a meeting to introduce the project team, outline the onboarding timeline, and discuss what information we need from you.
  • Data Collection: You will be asked to support in configuring Accounting as a Service, which includes providing your primary and backup contacts, PSP credentials, bank details, API key, and other setup requirements.
  • Client Actions: Register on the API Explorer, confirm your bank and PSP contracts, and prepare the integration of interfaces and notifications. Sign off the configuration (will be part of the Contract/Statement of Work)

Milestone: All required information is submitted and confirmed, enabling us to proceed to the activation phase.

Weeks 1-3: Activation and Configuration

Objective: To set up and configure Accounting as a Service according to your specific requirements.

What happens in this phase:

  • System Configuration: We will configure your Accounting as a Service environment based on the information provided.
  • Integration: You will integrate the necessary interfaces and subscribe to notifications. Ensure all PSP setups are complete, and the bank configurations (EBICS user and CAMT.053 format) are in place. (please note: some banks need a couple of weeks to get set up. Please initiate the process as early as possible!
  • Test Plan Definition: The Accounting as a Service Team will create a tailored-test-plan that will cover the setup and provide details, which information we need from you. You will have to review the standard test plan and extend it for the User Acceptance Testing (UAT) to ensure all scenarios are covered. This test plan needs to be signed of by both parties.

Milestone: Completion of the initial setup, with your API key connected to the production environment, and all systems configured for testing.

Weeks 4-6: User Acceptance Testing (UAT)

Objective: To test the entire setup end-to-end, ensuring that all integrations, features, and processes work as expected.

What happens in this phase:

  • E2E Testing: We will work closely with you to test all use cases, payment methods, notifications, and related processes in a controlled environment.
  • Client Review: You will verify that all aspects of the system meet your expectations and requirements.
  • Training: We will train you on the systems that you will be using to manage with the help of Accounting as a Service.

Milestone: Successful completion of UAT, with sign-off from your team confirming readiness for go-live.

Week 7: Go-Live Preparation

Objective: To finalize all preparations and ensure your system is fully ready for production.

What happens in this phase:

  • Final Configuration Adjustments: Last checks and adjustments to ensure that everything is ready for production.
  • FUT Planning: A Friendly User Test (FUT) will be scheduled with a limited number of orders to validate the main use cases in the production environment.

Milestone: FUT completed and go-live readiness confirmed.

Week 8: Go-Live

Objective: To officially launch Accounting as a Service in your live production environment.

What happens in this phase:

  • System Launch: We’ll activate your setup in the live environment, and conduct a final round of monitoring to ensure everything is running smoothly.
  • Initial Transactions: A small number of initial transactions will be processed to confirm the system’s performance. We call this a Friendly User Test (FUT). You should make sure that we only receive a small number of orders in the beginning to perfom this live test.

Milestone: Go-live completed with your approval, transitioning into the Hypercare phase.

Week 8+: Hypercare

Objective: To provide extra support and monitor your system closely post-launch to ensure all processes run smoothly.

What happens in this phase::

  • Enhanced Monitoring: We’ll keep a close watch on your transactions, data flows, and system performance.
  • Process Optimization: We’ll review initial live data, refine any processes as needed, and ensure full automation of all functions.
  • Process Automation: When everything works smoothly, we will automate the processes and hand over to our internal daily bussines teams

Milestone: Transition from Hypercare to steady-state operations with ongoing support from your dedicated account management team.

Ongoing Support

After the Hypercare phase, your daily operations will begin with continued support from our team:

  • Key Account Manager: Your primary contact for ongoing strategic support and relationship management.
  • Client Success Managers: Available for operational tasks and day-to-day inquiries.
  • IT Project Manager: Assigned for any system changes, consulting, and further integration needs.

Final Note

We believe in a collaborative approach, and your input and readiness are crucial to the success of this onboarding process. Together, we will ensure a seamless transition to Accounting as a Service, setting you up for continued success.