Name the flows before the tools
Write down every way money enters and leaves: customer payments, supplier payments, payroll, tax, refunds. For each, note the trigger, the approver and the record it must create. Tools chosen before this list are chosen for their demos, not for your business.
Choose the system of record
Decide which system owns customers, invoices, stock and the ledger. Every other tool reads from it or writes to it once. Two systems claiming the same invoice is the source of most reconciliation work, and it is settled here, on paper, before implementation.
Set approvals and limits
Every payment above a threshold needs a second person. Set the thresholds, the roles and the audit trail in the system, not in a message thread. Automation runs the routine; a named person approves the exceptions, and the log shows who did what.
Connect the bank and the books
Bank feeds, payment gateway settlements and the accounting package must agree daily, not at month end. Map each settlement to its invoices, reconcile automatically and route only the mismatches to a person. A clean daily match is what makes the monthly close fast.
Test with a month of real data
Before go-live, replay last month through the new setup: every invoice, payment, refund and tax entry. Compare the output with the books your accountant signed. The differences are the configuration list, and go-live waits until that list is empty.
By R.R. Tech Solutions · Updated 11 September 2026
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