Business Setup Checklist

• Confirm your business name, address and contact details.
• Identify the person responsible for coordinating setup.
• List the modules your business intends to activate.
• Identify the staff who will use each selected module.
• Agree who is responsible for maintaining business records.
• Gather existing spreadsheets and documents relevant to your setup.
• Identify missing information and records that need to be corrected.

• List the services or events you intend to offer.
• Prepare service names and descriptions.
• Confirm applicable prices and payment requirements.
• Prepare the availability and scheduling information for each service.
• Decide what information customers need to provide when registering.
• Prepare the booking page content and details you want customers to see.
• Test the customer booking journey using a representative example.
• Check that the resulting booking details are correct.

Note: The current Data Migration page does not list a CSV import for Booking.

• Collect existing customer names and company details.
• Check customer contact names, email addresses and phone numbers.
• Review customer records for duplicates and outdated information.
• Import CRM customer records using the Customers CSV template.CSV Import

  Import rule: Existing email addresses or mobile numbers update the matching customer. Leave owner email blank to assign the row to yourself.

  Open import module↗
• Import CRM contracts for customers already in CRM.CSV Import

  Import rule: Match each row using customerEmail or customerName. Dates must use YYYY-MM-DD. Upload saves immediately without a preview.

  Open import module↗
• Import CRM support tickets for existing customers.CSV Import

  Import rule: Match customers by email or name. Supported statuses are PENDING, IN_PROGRESS and CLOSED. Upload saves immediately without a preview.

  Open import module↗
• Identify any additional customer information your business needs to maintain.
• Gather relevant customer meetings, activities and follow-up tasks.
• Decide who is responsible for updating customer records.
• Test creating a customer record and recording a follow-up activity.

Note: Important: Contracts and Tickets imports save immediately without a preview. Check those CSV files carefully before uploading. Customers may be updated when an existing email or mobile number matches.

• Prepare the products or services you sell.
• Check product or service descriptions and applicable prices.
• Gather relevant customer billing details.
• Identify the information required when preparing quotations.
• Prepare examples of existing quotations or sales orders if needed for reference.
• Identify delivery details and documents relevant to your business.
• Confirm the business information required on invoices.
• Import historical sales invoices and their lines.CSV Import

  Import rule: Customers are matched by email. Duplicate invoice numbers are skipped.

  Open import module↗
• Identify who prepares quotations, orders and invoices.
• Identify who follows up on customer payments.
• Test a representative sales workflow and check the resulting records.

Note: Historical invoices are matched to customers by email. Duplicate invoice numbers are skipped. The current Data Migration page does not list CSV imports for quotations or sales orders.

• List the staff involved in field work.
• Prepare relevant staff names and contact details.
• Identify the types of visits or work your business needs to record.
• Prepare the work descriptions and visit addresses.
• Gather relevant customer or contact details for visits.
• Identify who creates visits and organizes schedules.
• Agree how staff should update visit status.
• Test creating a representative visit and updating its status.

Note: The current Data Migration page does not list a CSV import for Field.

• List the products or items you need to track.
• Prepare product names, descriptions and relevant identifiers.
• Review existing stock quantities.
• Check stock records against available physical or source records.
• Import the product catalog, prices and opening quantities.CSV Import

  Import rule: Existing SKUs are skipped. Check your SKU list before uploading.

  Open import module↗
• Import stock adjustments for products that already exist.CSV Import

  Import rule: Match each row by SKU and location. Create the relevant products first.

  Open import module↗
• Identify missing, duplicate or uncertain product records.
• Identify who is responsible for maintaining stock information.
• Test a representative inventory task and review the result.

Note: Existing product SKUs are skipped during product import. Stock adjustments must match existing products by SKU and location.

• Collect supplier names and contact details.
• Review supplier records for missing or outdated information.
• Import supplier master data using the Vendors CSV template.CSV Import

  Import rule: Existing vendor names are skipped.

  Open import module↗
• Gather relevant supplier quotations and pricing information.
• Identify the items or services your business regularly purchases.
• Decide how supplier prices will be reviewed and compared.
• Import historical purchase orders and their lines.CSV Import

  Import rule: Vendors are matched by name. Prepare vendor records first.

  Open import module↗
• Import supplier invoices using the Supplier Invoices CSV template.CSV Import

  Import rule: Vendors are matched by name. Include a purchase order number when you want to link the supplier invoice to a purchase order.

  Open import module↗
• Identify who prepares purchase orders.
• Clarify who reviews or approves purchasing requests where applicable.
• Test a representative purchasing workflow.

Note: Import vendors first. Existing vendor names are skipped. Purchase orders and supplier invoices match vendors by name.

• Identify the financial transactions you intend to bring into Entrapris.
• Gather relevant transaction files and supporting references.
• Review transaction dates, amounts and descriptions.
• Identify duplicate, incomplete or uncertain transactions.
• Import outside deals and cash transactions through Finance Imports.CSV Import

  Import rule: Use this for cash and jobs that never became sales invoices. Validate and review transactions before posting; nothing hits the books until you post it.

  Open import module↗
• Validate imported transactions and review the results.
• Confirm the transactions are ready before posting them into the books.
• Identify who is responsible for posting transactions into the books.
• Decide who will review posted transactions and financial reports.
• Test the relevant import, validation, posting and review steps.

Note: Use Outside Deals for cash and jobs that never became sales invoices. Importing alone does not post transactions to the books. Validate and review them, then post when ready.

• Prepare the employee information required for your intended use.
• Check employee records for missing or outdated details.
• Import employee records using the HRMS Employees CSV template.CSV Import

  Import rule: Choose whether to skip the new-hire checklist and whether to send invitations after import. Use invite_email for the join link.

  Open import module↗
• Decide whether to skip the new-hire checklist for existing staff.
• Decide whether to send invitations after employee import.
• Import historical expense claims.CSV Import

  Import rule: Employees are matched by email and expense categories by name.

  Open import module↗
• Import historical payroll pay runs after employees exist in HRMS.CSV Import

  Import rule: Employees must already exist in HRMS before their pay runs can be imported.

  Open import module↗
• Identify who maintains employee information.
• Explain how employees should use the employee portal where applicable.
• Define how staff should submit leave requests.
• Define how staff should submit expense claims.
• Identify who reviews relevant requests and claims.
• Test the HRMS tasks your business intends to use.

Note: Expense claims match employees by email and categories by name. Payroll imports require employees to exist in HRMS first. Payroll has its own import page.

• Identify the business information you want to review through the AI Assistant.
• Confirm which selected modules contain the relevant business records.
• Review the available AI Assistant capabilities in Entrapris.
• Identify the business signals that matter to your operations, such as unpaid invoices, low stock or follow-up priorities where supported.
• Check that the underlying business records are sufficiently complete and up to date.
• Review the AI Assistant's results against the relevant business records.
• Clarify who is responsible for investigating and acting on identified issues.

Note: The current Data Migration page does not list a CSV import for AI Assistant. Available insights depend on the capabilities currently provided by Entrapris and the business data available to the assistant.

• Confirm the selected modules are prepared for their intended use.
• Check that essential business records have been entered or imported.
• Test representative workflows for each selected module.
• Resolve critical data, setup and workflow issues.
• Confirm users understand their responsibilities.
• Share the relevant user guides and training instructions.
• Identify who will handle questions and unresolved issues.
• Agree on the go-live date and initial review arrangements.