Onboarding Guide

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 configure test training go live gather requirements 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 sandbox environment if you want to have an environment to test out invoiced, then we first recommend creating a sandbox account at https //sandbox invoiced com/signup the sandbox environment has several features to make testing invoiced easier configuration 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 company setup 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 docid\ ybtmdl2k6bvxrwyodgzwl add users that need access to invoiced, assign roles and apply any customer restrictions in settings → team see users & roles docid\ ybtmdl2k6bvxrwyodgzwl if using single sign on docid\ wmkijp9byvtznkglq52ng 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 enable two factor authentication (2fa) go to your my account in the top right select enable for two factor authentication follow the setup wizard to configure your preferred 2fa method save recovery codes in a secure location accounts receivable setup enable payments docid\ h7u6dgcpj4nizptzlqkoy 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 → accounts receivable customize the default email templates in settings → emails → email templates you can also create your own custom email templates see emails docid 3g0nvvkxx7oelkql5upp enable the email triggers for scenarios in which you want an automated email to be sent in settings → emails → triggers see emails docid 3g0nvvkxx7oelkql5upp if you want to send emails from your own email server then enter your smtp credentials in settings → emails → delivery settings see emails docid 3g0nvvkxx7oelkql5upp setup an email alias (e g accountsreceivable\@mycompany com) for use with a/r inbox docid 8yzl enkjmv1i2cwso8cp this is an email address that customers can use for billing and payment related questions configure smart chasing docid\ ttk5hqhuhyg6tjhjqbf8k 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 docid 4w9tbiendue e t6b6qfp and invoice chasing docid\ ppihww lgmihlg3jti7sv cadences configure your invoice, statement, and other transaction pdf templates in settings → appearance if using the customer portal docid\ y5fxabjl puwbleqwwt6g 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 docid\ givsdhnp4lxunucwwunhh in in settings → custom fields that you want to use for display on transactions, automation, filtering, or reporting purposes if using the payment instructions docid 6wwqscnhyfhseugnudmql 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 docid\ fhdopbq6aebco1 uldlvd (discounts), and sales tax docid\ elsvpw 0dobvhe1fwroyn rules in the settings setup payment terms docid\ caah6f4x61ybk1a4o1lmn and late fees docid\ pk9iua ixmroyfzwlxshn to define expectations on when customers should pay, set up early payment discounts, and penalties for late payment integration setup 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 docid\ i8 3yu6ng r2dg0z19nx6 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 importing data 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 docid\ cqhu6gzbwe u3rmpceazh guide will show you how to bring in customers, invoices, and more the import tools are designed to handle a large volume of data multi entity 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 test once you have satisfactorily completed the setup, then you are ready to test invoiced our testing docid b4mkjtbswlme3 wxodzz 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 training 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 go live 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 post go live 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 docid\ jkoizzursdhgowirfa9k1 for keep up to date with new features and releases happy invoicing!