SaldeoSMART implementation: from a licence to a system that works

What the implementation covers

An implementation of SaldeoSMART is the configuration of the account around the way you work: companies, categories, VAT registers, posting schemes, permissions and document workflow. We do it on your documents, not on sample invoices from a demo. We have been running implementations like this since 2015, and since 2017 we have been among the vendor's top partners. The implementation ends at the point where your team works in the system on its own and stops asking.

A standard implementation in an accounting firm runs in this order:

1. A conversation about the process. How many documents a month, how many companies, who enters what today, where the queue builds up. Usually an hour.
2. The account and the first company. We set up one company, the most typical one, from end to end, including the connection to your accounting software. That becomes the pattern for all the others.
3. Recognition rules. Categories, dimensions, coding schemes, supplier recognition, rules for the AI. This is where it is settled how much work is left for a person.
4. Permissions and workflow: who sees, who approves, who only records.
5. Moving the remaining companies across. In batches, on the finished pattern.
6. Training and the first month-end close with us alongside. Most questions come not on the day of the training but on the twentieth of the following month.

Before any of that there is a demo on a live system, with no commitment, so that you can see what we're talking about in the first place.

How long it takes

Setting up one company in an accounting firm usually takes anywhere from a quarter of an hour to an hour, depending on the number of posting schemes and how unusual the documents are. The bottleneck is almost never the software. It is a decision on your side: who is to approve costs, and by what rules dimensions are to be split. We help with that as well, because we have seen several dozen such arrangements.

What the software will not sort out

SaldeoSMART won't post a document it has never seen. It learns the pattern, but the first time round a person still does the work. If every purchase invoice in a company is different and no categories can be built out of them, automation gives back less than the features section suggests. We would rather say that in a conversation than three months in.

When we say not yet

Below roughly a hundred documents a month, a full workflow with approvals usually doesn't add up, because the cost of setting the process up and keeping an eye on it is higher than what it saves. At that scale we suggest data capture on its own with export to the accounting software, and we leave the workflow for the point where the team or the number of exceptions grows. That is still a good implementation, only a smaller one.