Finofo Implementation Checklist: People, Data, Controls and ERP Validation

How It Works

Finofo can be live quickly: connect your inbox or upload documents, and reading and matching work without templates. The checklist below makes sure coding, approvals and posting match your policies from day one.

1. Organization and People

1. In Settings > Organization, enter the business name, email and addresses.

2. In Settings > User Management, click Invite member for each person, then assign roles once they join.

3. Ask every approver to turn on two-step verification for their own account.

2. ERP Connection and Coding

1. In Settings > Integrations, confirm your ERP shows Connected, and review GL properties.

2. Map ERP vendors to Finofo vendors from the Vendors row on GL properties.

3. On Payment entries, map currency accounts and the External Payments GL accounts. On Options, set the vendor credit accounts.

3. Controls

1. In Settings > Approval Workflows, set up approval groups and policies for invoices and expenses, and check them with Test scenario.

2. In Settings > Matching and Settings > Receiving, set the default matching mode and tolerances.

3. In Settings > Documents, choose Automatic posting or Manual posting under Approval and posting, and set the PO Entity code.

4. Intake and Expenses

1. In Settings > Addresses, note your workspace email address and text number and share them with vendors and staff.

2. In Settings > Sender rules, add rules for trusted, high-volume vendors.

3. If you use expenses, set up Cards, Submitters, Categories and Mileage rates.

4. Ask each person to choose a preset in Settings > Notifications.

5. Validate Before Go-Live

1. Upload a few real invoices, including one with a purchase order and one without.

2. Check the reading, coding and matching on each, then send them through approval.

3. Confirm each approved bill appears in your ERP with the right accounts, classes and locations.

4. Run one payment batch, or record one bill as paid outside Finofo, and confirm the payment entry posts to the right GL account.

Tips

• With Automatic posting, the vendor, invoice number, dates, lines and coding are checked before approval, and final approval posts the bill. With Manual posting, someone posts each approved invoice and posting runs every check. Pick the one that suits how your team reviews.
• Give approvers the Approver role and day-to-day AP staff the Member role.
• Run a parallel month on key vendors before switching off your old process.

Frequently Asked Questions

How long does setup take?

Reading and matching need no templates, so you can start with real documents straight away. Approvals, coding and posting take as long as it takes to agree your rules.

Do we need to connect our ERP first?

No. Finofo works with or without a ledger connection, but connect it before you approve bills you want posted.

Can we keep our current payment process?

Yes. Finofo can post approved bills and record them as paid outside Finofo while payments continue from your existing system.