Getting Ready¶
Use this checklist to prepare for a discussion, demonstration or implementation. The agreed scope determines which items are required.
Before your first discussion¶
- Identify your main business activities: trade, projects, production or a combination.
- List current software and information maintained in spreadsheets or paper records.
- Select the three workflow problems you most want to improve.
- Gather a typical quote, order, purchase order or job example.
- Identify the people who approve the purchase and the staff who use the workflows.
- Note timing constraints or seasonal busy periods.
Before data preparation and configuration¶
| Area | Information to prepare |
|---|---|
| People and access | Project contact, key users, roles and approval responsibilities |
| Customers and suppliers | Current records, contact details, terms and relevant price groups |
| Products and stock | Codes, descriptions, units, barcodes, prices, locations and agreed opening quantities |
| Trade workflows | Order sources, quote approvals, purchasing, receiving, picking, delivery and returns |
| Projects and jobs | Active projects, stages, assigned staff, budgets and required documents |
| Production | Product specifications, BOMs, components, stages and material requirements |
| Timesheets and assets | Staff records, time review process, costing rules and asset information |
| Finance and integrations | Xero mappings, payment requirements and authorised account contacts |
| Documents and branding | Logo, quote and invoice examples, delivery documents and agreed templates |
Provide account access through the agreed authorisation method rather than including passwords in ordinary data files.
Before go-live¶
- Confirm imported records and opening figures.
- Complete a typical workflow from start to finish.
- Check pricing, documents, permissions and approvals.
- Test integrations and review how errors are handled.
- Confirm staff have completed relevant training.
- Agree the last date for entry in the old system and the first date for live entry in Matricle.
- Assign responsibility for final stock counts or opening data where required.
- Record outstanding issues and confirm how they will be handled.
- Confirm support contacts and the follow-up plan.
Questions to bring to the meeting¶
- Which workflow should we introduce first?
- What data will be imported, and what history will remain archived?
- Which activities require configuration, integration or custom development?
- What are our team's responsibilities before go-live?
- What fees, support arrangements and estimated timing apply to our scope?