- Common questions during onboarding
Below is a list of the most common onboarding questions we hear from customers of all shapes and sizes.
How long does onboarding typically take?
Our average onboarding time takes 4-6 weeks. This timeline depends on your level of complexity and if you are using any of Procurify’s available integrations. For NetSuite customers, we recommend setting aside 8-12 weeks for implementation, depending on how many subsidiaries you have, and how early on you include your Consultant into the Procurify discussions.
How can I train my users?
During onboarding, you are provided access to our learning platform, Liftoff. We offer a variety of training modules available for every user type in Procurify. Liftoff Training can be accessed at any time throughout your Procurify journey.
How are items purchased through Procurify?
Items are not automatically purchased via Procurify. Someone at your organization is still responsible for making the actual purchase and communicating approved requests to vendors. Depending on how you operate, this may or may not involve sending a purchase order.
Currently, Voyager and Enterprise customers have access to two PunchOut integrations with Amazon Business and Staples, which allow customers to automatically place orders with these vendors from within the Procurify Platform.
How customizable is the Procurify Platform?
You can create custom fields in Procurify on any requisition or purchase order forms. You can also rename the organizational categories (like locations and departments) to match your accounting system. You have an opportunity to set up a customized approval workflow and integrate with some of our common accounting platforms such as Quickbooks Online, Quickbooks Desktop, and NetSuite.
Which stakeholders should be involved in onboarding?
We recommend inviting these people to the kickoff and project planning calls:
- Administrator (the person who will be maintaining your Procurify domain)
- Project Lead (the person who will be helping to implement Procurify within your workplace).
Procurement Lead (the person responsible for your Purchasing)
- Finance or Accounting Lead (person responsible for creating Bills)
If you work with a consultant, it would be great to loop them in during the project planning and testing stages, too. This is especially important if you’re using our NetSuite integration or you require open API access.
What is the standard Procurify workflow?
A typical workflow starts by entering a spend request into Procurify. This request goes through a customized approval chain that you’d have set up in your domain during onboarding.
Once approved, someone responsible for purchasing can create a purchase order and, if necessary, send it off to the vendor. Equally, your administrator can load the approved amount of money onto the requester’s spending card, enabling them to go and purchase what they need, when they need it.
Next, you wait for your order to arrive! Once delivered, you can receive your items within Procurify and upload a packing slip to the original order request. From here, you can either close your order, or you can continue to our bill creation and bill payments modules (available only to U.S. customers), where you can handle your accounts payable.
You don’t integrate with my ERP, what are my options?
Every Procurify customer has access to a variety of exportable CSV reports. We encourage you to try out our test file early on in the process to ensure there are no surprises. Alternatively, your team may wish to explore macros or API.
How quickly can we go live?
Together, we’ll work towards an agreed upon go-live date that gives you enough time to truly onboard the Procurify Platform.
A lot of the onboarding process is driven by you, too, so the more engaged you are with our Implementation Team, the sooner you can get your domain up and running! We will be looking to you to actively participate in our project planning phase, provide Procurify with key data points within our template files, and thoroughly test Procurify.
Our average onboarding time is 4-6 weeks for a standard workflow. Clients who are using our integrations such as QuickBooks Desktop, NetSuite, or developing a custom API, the onboarding time will increase. You can discuss what this timeline looks like with your dedicated Implementation Manager.
What type of data do I need to provide during implementation?
During your onboarding, we’ll ask you for various sets of data such as your user list, GL account codes, and budgets. It’ll also be helpful to provide us with your location, department, and class lists (where applicable), and you may even wish to include a preferred vendor and catalog listing.
Anytime you are working with one of our available integrations, it will be important that your data is an exact match to your accounting system to eliminate any data entry errors that may occur. To ensure this is accurate, we suggest doing a CSV download from your accounting system.
How long should we spend in the testing phase? Who should test the domain?
This is completely driven by you. If you’re comfortable after a few initial tests, we can move forward with clearing out your testing transactions and preparing you for go-live. If you want to continue testing particular workflows, you’re free to do so at your own pace!
When our Implementation Team gives you full access to your live domain, you can begin inviting users to Procurify so you test your different workflows and ensure everyone knows how to use the platform. At this stage, we also encourage you and your teams to put your Liftoff Training to the test!
Typically, onboarding Procurify customers will spend anywhere between 1-3 weeks in testing, depending on their bandwidth and the complexity of your unique workflows.
That’s the way the cookie crumbles
Everyone who works on Procurify’s Implementation Team does their best to make your onboarding experience as smooth and simple as possible. We’ve got training resources coming out the wazoo, and there’s always someone at the other end of an email, Zoom link, or phone call, so you’re never left in the dark to figure out how the Procurify Platform works.