Onboarding checklist

Choose your accounting system and see what to prepare

A cleaner onboarding checklist for the data, structure, integrations and workflow decisions that help a Zahara setup move quickly.

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Quick summary

  • Select your accounting system for tailored setup notes.
  • Prepare users, suppliers, coding and tax data.
  • Map your businesses, divisions and user roles.
  • Agree purchase and invoice approval rules.
  • Test with real examples before go-live.

Accounting system

Start with the right checklist

The exact data you need depends on your finance system. Choose the closest match below to see what normally syncs, what still needs preparing and what to plan before setup.

Selected system

Xero onboarding checklist

Xero customers can usually sync much of the accounting data directly, so the main preparation is users, divisions and approval rules.

Handoff

Confirm ownership before build

Separate what Zahara can pull from the finance system from the decisions only your team can make.

Synced / imported

Usually handled by Zahara

  • Suppliers
  • Nominal codes
  • Tax rates
  • Tracking categories where they are used

Provided by you

You still need to provide

  • User list with first name, last name and email
  • Division or department structure
  • User membership and roles for each division
  • Purchase and invoice approval rules
  • Which tracking category should map to cost codes or projects

Setup notes

Before go-live

  • Confirm the Xero organisation Zahara should connect to.
  • Decide whether projects or tracking categories should drive reporting in Zahara.
  • Test a few suppliers, codes and tax rates after the first sync.

Onboarding flow

A clearer route through setup

Once the finance-system checklist is understood, the rest of onboarding is a short sequence of decisions. Work through these in order and the setup has a cleaner shape.

Data

01

Start with your finance system

Use the checklist above to confirm what will sync, what needs importing and what the customer needs to supply.

  • Users, email addresses and approver details
  • Suppliers, account codes, nominal codes and tax codes
  • Optional cost codes, projects, departments or tracking lists

Structure

02

Map the organisation

Decide how Zahara should represent the customer’s entities, divisions, user membership and roles.

  • Business units or entities
  • Divisions such as departments, sites or locations
  • Finance, Admin, Receiver, Buyer and Approver roles

Approvals

03

Agree the first workflow version

Keep the first version practical. Cover the normal order and invoice routes, then refine after testing.

  • Purchase approval levels and thresholds
  • PO invoice tolerance and exception rules
  • Standalone invoice approvals, notifications and export steps

Go-live

04

Test, train and refine

Run realistic examples before go-live so the team sees how the setup behaves with real purchases and invoices.

  • Test suppliers, codes, exports and sync schedules
  • Add budgets once the core setup is stable
  • Train key users and move into support

Need help shaping your onboarding plan?

Book a short scoping call and we will help you identify the data, workflows and integration route needed for a smooth Zahara setup.

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