Implementation Process for Acubiz

The process is designed to ensure a secure, efficient, and well-documented rollout of Acubiz in the company. The process is divided into five primary phases:

• Implementation Meeting: Integration, configuration, and setup
• Test Period (POC): Customer's internal testing and validation
• Follow-up & Preparation: Fine-tuning and preparation for Go-Live
• Internal Communication: Preparation and training of end users
• Go-Live: The system is put into full operation.

1. Implementation Meeting: Configuration and Processes

At the implementation meeting, we map out the company's current processes and needs. The purpose is to translate your workflows, accounting principles, and approval flows into an optimal setup in Acubiz.

Specific focus areas at the meeting:

• Approval Flow: We define the flow Employee ➔ Approver ➔ Finance. Here it is clarified whether approval is done by the direct manager or if project/department approval is required, as well as if procurement limits need to be integrated. (Read more: Flow in Acubiz)
• Dimension Setup (Accounting String): We align on which dimensions (e.g., department, cost center, project) should be visible to the user. The focus is to keep it as simple as possible for the end user without losing the necessary data for the financial system.
• Chart of Accounts and Cost Types: We create a user-friendly chart of accounts. Cost types are logically named according to the receipts employees handle (e.g., "Hotel," "Representation"), while complex elements such as VAT codes are hidden in the background. (See: Acubiz suggestions for cost types)
• Accounting Principles: Review of Acubiz's standards for bookkeeping – including how and when data is transferred to your financial system. (Read more: Acubiz accounting principles)
• Payment of Reimbursements: Clarification of whether employee expenses should be settled via the payroll system or as a creditor payment in the accounting system.

Goal for the meeting: To deliver a fully functional basic setup of Acubiz. Although some details may remain outstanding, the solution will be ready for comprehensive testing.

2. User Roles and Permissions

To ensure the correct access and functionality, users are assigned specific roles in Acubiz. Below is the matrix for the general roles as well as the dedicated roles during the implementation phase.

Standard and Pro Roles in Acubiz

(Read more: Standard and Pro users in Acubiz)

Dedicated Roles in the Implementation Phase

3. Customer Test Period (Proof of Concept - POC)

After the initial configuration meeting, one or more test-ready Acubiz solutions are handed over. During this phase, you have the opportunity to:

• Test the system using real company data.
• Verify the configured approval flow and dimensions.

Note: Nothing is locked in this phase. The setup can be continuously adjusted and fine-tuned right up to the final Go-Live.

4. Ongoing Follow-up and Preparation for Go-Live

Here we gather experiences from the test period. We ensure that the administrator and finance roles are fully familiar with daily operations and control functions. The focus shifts here from technical configuration to practical workflow and the final preparation of the organization.

5. Internal Communication and User Preparation

To ensure a successful rollout, the new Acubiz system must be thoroughly introduced to employees. It is recommended to combine the following efforts:

• Welcome Email: Sending introduction and login details. (Download: Template for welcome email)
• Intranet: Publishing Quick Guides and FAQ (if available).
• Team Meetings: Short presentations of the new setup for entire departments.
• Workshops: Hands-on training for selected key personnel.

As a rule, your own superusers (who have been trained during the implementation meeting) handle internal training and communication.

After completing this phase, the system is officially in operation (Go-Live).