In this guide we are going to walk you through the steps to onboard successfully onto Invoiced and go live. By the time you reach the go live phase you will be using Invoiced to send emails, automate processes, sync data, and perform transactions.
The recommended steps for going live are as follows:
- Gather requirements
- Sign up for sandbox account
- Go Live
A successful onboarding starts with a clear understanding of requirements. We recommend that you compile a list of requirements from all stakeholders before doing any implementation. The requirements will help you develop a better onboarding plan and recognize which features and settings need to be activated on Invoiced.
If you want to have an environment to test out Invoiced, then we first recommend creating a sandbox account at sandbox.invoiced.com. The sandbox environment has several features to make testing Invoiced easier.
Now that we have a sandbox account and requirements understanding, the first place to start with your new Invoiced account is with configuration. If you have created a sandbox account then you can start your configuration there.
- Fill in your Business Profile in Settings → Business Profile with your mailing address, logo, and contact information visible to customers and vendors.
- In Settings → Business Profile configure your company reporting time zone, base currency, and enable multi-currency if needed. The base currency MUST be configured before you have any transactions.
- Configure any custom roles as needed in Settings → Team → Roles. See Users & Roles
- Add users that need access to Invoiced, assign roles and apply any customer restrictions in Settings → Team. See Users & Roles
- If using Single Sign-On for your Invoiced users then configure the SAML integration.
- You can configure company-wide notifications in Settings → Notifications if you want to control which notifications your users receive. If you do not do this then users will be able to individually configure the notifications they receive to their own preferences.
Accounts Receivable Setup
- Enable Payments for the payment methods you plan to accept in Settings → Payments. If you want to test payments then we recommend using test mode for each payment method that you enable.
- Setup your aging ranges, auto-numbering sequences, and other common A/R settings in Settings → General.
- Customize the default email templates in Settings → Emails → Email Templates. You can also create your own custom email templates. See Emails.
- Enable the email triggers for scenarios in which you want an automated email to be sent in Settings → Emails → Triggers. See Emails.
- If you want to send emails from your own email server then enter your SMTP credentials in Settings → Emails → Delivery Settings. See Emails.
- Setup an email alias (e.g. email@example.com) for use with A/R Inbox. This is an email address that customers can use for billing and payment related questions.
- Configure Smart Chasing in Settings → Chasing if you want to send automated follow ups to customers with an open balance on a preset schedule. You can set up Customer Chasing and Invoice Chasing cadences.
- Configure your invoice, statement, and other transaction PDF templates in Settings → Appearance.
- If using the Customer Portal then you can tailor the behavior of it such as the types of payments that customers can make in Settings → Customer Portal. You can also set up a custom domain if you want to a fully white-labeled experience.
- Create any Custom Fields in in Settings → Custom Fields that you want to use for display on transactions, automation, filtering, or reporting purposes.
- If using the Cash Application feature, connect your bank feeds, set up a check lockbox, and create automation rules in Settings → Cash Application.
- If you are creating invoices through Invoiced then you will want to configure your items list, Coupons (discounts), and Sales Tax rules in the settings.
- Setup Payment Terms and Late Fees to define expectations on when customers should pay, set up early payment discounts, and penalties for late payment.
- If you are using any integrations, then you can install it from the Apps page. You can also consult the Integrations documentation for detail on how to install a specific integration.
- If using the Accounting Sync feature, then install the integration for your accounting system or ERP. Please keep in mind that the integrations sync data on a going-forward basis from the date of installation. If you want to have transactions from prior to the installation of the integration on Invoiced, then you should follow the steps in the Importing Data section.
We recommend as a best practice starting to use Invoiced on a going-forward basis. However, we recognize that you may find value in bringing in open items, a customer list, and other historical data when onboarding into Invoiced.
Our import tools allow you to bring many kinds of data into Invoiced from external sources. The Importing Data guide will show you how to bring in customers, invoices, and more. The import tools are designed to handle a large volume of data.
If you are using a multiple entity setup, then you will need to complete the setup steps for each Invoiced account that you have. This will allow you to have a configuration tailored to the needs of each entity.
Once you have satisfactorily completed the setup, then you are ready to test Invoiced. Our Testing documentation has more information on how to conduct test transactions.
If you are using the sandbox environment, email sending is disabled by default. This is important to prevent customers from accidentally receiving an email from your test environment. We recommend leaving email sending disabled and instead validating the emails are sent meet your requirements on the Inbox page or Conversation tabs.
While in the testing phase, you should verify that all requirements are met. One way that this can be done by testing all of the transaction scenarios you expect in the normal course of business. As you are testing you might find gaps in your configuration. Any issues discovered during testing or feedback collected from stakeholders should be addressed. You can repeat cycles of configuration, testing, validation, and feedback multiple times until you are confident with the result or have met your requirements.
If you have any users that were not involved in the implementation then it can be beneficial to provide training to those users prior to going live. In the training phase you may wish to develop process documentation, collateral, and recordings to share how to operate Invoiced with a larger audience.
Once you have completed testing and training, you are now ready to go live! In order to go live, you simply need to start sending emails, collecting payments, and transacting in your production Invoiced account.
If you have setup a sandbox account then going live consists of applying the settings configured in your sandbox account to your production account, performing any data import, and then enabling any integrations.
After you have transitioned to go live, you can use Invoiced Support for any issues or questions that may arise. Our support team is here to help you with any unexpected issues that you may encounter. We also recommend following our Release Notes for keep up to date with new features and releases.