# Implementation roadmap

<p class="lead">A 4-week plan to go from subscription to full operation: what to set up on Day 1, in Week 1, in Week 2 and in Weeks 3 and 4.</p>

You just subscribed to ERP Instfy and want to get your company running without getting lost in the menu. This roadmap organizes the implementation into short stages, in the right order: first the foundation (company, currency, email), then the master records, then day-to-day operations and, finally, the growth modules. Each step points to the page that explains how to do it.

[[roles: Company]]

!image[ERP Instfy implementation roadmap, from Day 1 to Weeks 3 and 4](/assets/img/erp/erp-onboarding-en.webp)

## Before you start

- Have your company details on hand: legal name, address, phone, contact email and logo.
- Decide who will lead the implementation (usually the owner or the office manager). This person will use the **Company** user, which has access to everything.
- Gather the lists you already keep in spreadsheets: customers, vendors, products and services, bank accounts and employees.
- Skim the [ERP overview](#/introduction) to get to know the modules.

:::tip
Do not try to set up everything in one day. Follow the order below: each stage prepares the next, and reports are only correct when the foundation is right.
:::

## Day 1: access and company identity

The goal of the first day is to log in and get the foundation ready so that every document already goes out with the correct name, brand and currency.

**Menu path:** *Settings*

<ol class="steps">
<li>Log in at <strong>https://erp.instfy.com/login</strong> with the email and password from your subscription. See <a href="#/first-access">First access and login</a>.</li>
<li>Choose your language in the <strong>language selector</strong> at the top of the screen (the default is English). See <a href="#/interface">Getting to know the interface</a>.</li>
<li>Open <strong>Settings</strong> and, in the <strong>Company Settings</strong> tab, fill in the company details. See <a href="#/settings">Company settings</a>.</li>
<li>In the <strong>Brand Settings</strong> tab, upload the logo, adjust the texts and choose the theme.</li>
<li>In the <strong>Currency Settings</strong> tab, set the currency and the number format.</li>
<li>In the <strong>System Settings</strong> tab, review date, time and general preferences.</li>
<li>In the <strong>Email Settings</strong> tab, set up email sending and run a test. See <a href="#/integrations">Integrations</a>.</li>
<li>Click <strong>Save Changes</strong> in each tab. Done: the company foundation is set up.</li>
</ol>

:::warn
Set the currency **before** recording your first invoice. Changing it later can leave old documents and reports with amounts that are hard to compare.
:::

## Week 1: team and master records

With the foundation ready, add the people who will use the system and the information that every module relies on.

### Users and roles

**Menu path:** *User Management > Roles* and *User Management > Users*

<ol class="steps">
<li>Understand the user types and the access logic in <a href="#/user-roles">Roles and permissions</a>.</li>
<li>Create roles by job (e.g., Finance, Sales, HR) in <strong>Roles</strong>. See <a href="#/user-management">Users and roles</a>.</li>
<li>Add your team members in <strong>Users</strong> and assign each one a role.</li>
<li>Ask each person to log in and confirm they see only what they need.</li>
</ol>

### Master records

<ol class="steps">
<li>Add your bank accounts in <strong>Accounting > Banking</strong>. See <a href="#/accounting">Finance and accounting</a>.</li>
<li>Review the chart of accounts in <strong>Accounting > Chart Of Accounts</strong> and the account types in <strong>Accounting > System Setup</strong>.</li>
<li>Add customers in <strong>Accounting > Customers</strong> and vendors in <strong>Accounting > Vendors</strong>.</li>
<li>Create product categories in <strong>Product &amp; Service > System Setup</strong> and add items in <strong>Product &amp; Service > Items</strong>. See <a href="#/product-service">Products and services</a>.</li>
<li>If you carry inventory, add your warehouses in <strong>Purchase > Warehouses</strong>. See <a href="#/purchase">Purchases, warehouses and transfers</a>.</li>
</ol>

:::note
You do not need to add every customer at once. Start with active customers and those who will receive an invoice in the coming weeks.
:::

## Week 2: day-to-day operations

Now the system can record what happens in the company. Make your first real entries and check the results on the dashboards.

<ol class="steps">
<li>Create your first proposal or quotation. See <a href="#/proposal">Proposals</a> and <a href="#/quotation">Quotations</a>.</li>
<li>Create your first invoice in <strong>Sales Invoice</strong>. See <a href="#/sales-invoice">Sales invoices and returns</a>.</li>
<li>Record your first purchase in <strong>Purchase > Purchase Invoice</strong>. See <a href="#/purchase">Purchases</a>.</li>
<li>Record payments received and made in <strong>Accounting > Customer Payments</strong> and <strong>Vendor Payments</strong>, as well as one-off revenue and expenses. See <a href="#/accounting">Finance and accounting</a>.</li>
<li>Check the accounting reports in <strong>Double Entry</strong> (trial balance, income statement (P&amp;L), balance sheet). See <a href="#/double-entry">Double entry and reports</a>.</li>
<li>If you use HR: set up branches and departments in <strong>HRM > System Setup</strong>, add employees, shifts and leave types, and set salaries. See <a href="#/hrm">HR, attendance, leave and payroll</a>.</li>
<li>Open the <strong>Account Dashboard</strong> and confirm the numbers match what you entered. See <a href="#/dashboards">Dashboards by area</a>.</li>
</ol>

:::tip
At the end of Week 2, compare the bank account balances in the ERP with your actual bank statements. If they match, your financial foundation is correct.
:::

## Weeks 3 and 4: growth and automation

With operations running, turn on the modules that help you sell more, serve customers better and make data-driven decisions. Choose only what makes sense for your business.

<ol class="steps">
<li><strong>Projects:</strong> create task stages in <strong>Project > System Setup</strong> and your first project. See <a href="#/project">Projects and tasks</a> and <a href="#/timesheet">Timesheets</a>.</li>
<li><strong>CRM:</strong> set up pipelines, stages and sources in <strong>CRM > System Setup</strong> and add leads and deals. See <a href="#/crm">CRM: leads and deals</a>.</li>
<li><strong>POS:</strong> if you sell over the counter, make a test sale in <strong>POS > Add POS</strong>. See <a href="#/pos">POS (point of sale)</a>.</li>
<li><strong>Customer support:</strong> create categories in <strong>Support Ticket > System Setup</strong> and publish the knowledge base. See <a href="#/support-ticket">Tickets and knowledge base</a>.</li>
<li><strong>Contracts:</strong> add contract types and active contracts. See <a href="#/contract">Contracts</a>.</li>
<li><strong>Integrations:</strong> connect Slack, Twilio, Zoom, Google Calendar or Webhook as your routine requires. See <a href="#/integrations">Integrations</a>.</li>
<li><strong>Management:</strong> set budgets and goals. See <a href="#/budget-planner">Budget planning</a> and <a href="#/goal">Financial goals</a>.</li>
<li><strong>Dashboards:</strong> agree with each manager on which dashboard they open every day. See <a href="#/dashboards">Dashboards by area</a>.</li>
</ol>

## Ready to operate

Use this list to confirm the implementation is complete. When every item is checked, your company is ready to operate on ERP Instfy.

- [ ] Language chosen and company details filled in under [Settings](#/settings)
- [ ] Logo and theme applied in *Brand Settings*
- [ ] Currency and number format set in *Currency Settings*
- [ ] Email sending set up and tested ([Integrations](#/integrations))
- [ ] Roles created and users invited ([Users and roles](#/user-management))
- [ ] Bank accounts and chart of accounts reviewed ([Finance](#/accounting))
- [ ] Main customers, vendors and products added ([Products and services](#/product-service))
- [ ] First sales invoice created ([Sales invoices](#/sales-invoice))
- [ ] First purchase recorded ([Purchases](#/purchase))
- [ ] Payments received and made recorded and balances reconciled with the bank
- [ ] HR set up, if the company uses the module ([HR](#/hrm))
- [ ] Growth modules turned on as needed ([CRM](#/crm), [Projects](#/project), [POS](#/pos))
- [ ] Each manager knows which dashboard to follow ([Dashboards](#/dashboards))
- [ ] Plan and payment method checked ([Plan and subscription](#/plan))

## Frequently asked questions

### Do I need to follow the roadmap in exactly this order?

The order of Day 1 and Week 1 matters, because company, currency, users and master records are used by every other module. From Week 2 on you can adapt: if your company does not use HR or POS, skip those items and move on to what matters to you.

### How long does it take to implement ERP Instfy?

The roadmap suggests about four weeks for a small or mid-sized business, but the actual time depends on the volume of records and how many modules you will use. A company that only needs sales and finance can be up and running well before that.

### Can I import my records from a spreadsheet?

Some lists in the system offer import, but this varies by screen. When there is no import option, add the most used records first and complete the rest gradually. If in doubt, contact [support](#/contact-support).

### What should I do if a module from the roadmap does not appear in my menu?

The menu shows only the modules in your plan and allowed by your permissions. Check your plan in [Plan and subscription](#/plan) and permissions in [Roles and permissions](#/user-roles). If it still does not appear, see [Troubleshooting](#/troubleshooting).

## Next steps

Start with first access and follow the roadmap stage by stage.

:::related
first-access, settings, user-management, accounting, erp-faq
:::