Implementation:
From Kickoff to Confidence
ERP implementations often drag on for months and demand endless time from school staff to configure systems, migrate data, and redesign processes. Because bookreport includes a dedicated financial operations team—not just software—we handle the setup, organize your data, and stand up the system alongside you. And once it’s live, we stick around to run the day-to-day work.
Step 1: Discovery & Planning 1.
Goal: Understand your organization’s structure, people, and priorities.
What We Do:
- Review your current accounting, payroll, HR, and purchasing processes
- Identify existing data sources (e.g., bank accounts, ERPs, spreadsheets)
- Map approval flows and key compliance requirements
- Develop your customized implementation plan
What You Do:
- Introduce key contacts (operations and campus leaders)
- Provide necessary access to existing systems and documents
- Approve timeline and onboarding plan
Deliverable: Implementation roadmap tailored to your size and structure
Step 2: Data Migration & System Setup 2.
Goal: Move your financial foundation into bookreport and configure for accuracy.
What We Do:
- Migrate all chart of accounts, vendor lists, employee data, and prior-year balances
- Connect bank feeds via Plaid and configure automations
- Set up custom budgets and purchasing approval chains
What You Do:
- Review migrated data for accuracy
- Confirm approval flow structure
Deliverable: Live test environment with real data and initial workflows
Step 3: Staff Training & Parallel Testing 3.
Goal: Ensure every user knows what to do — and that systems match reality.
What We Do:
- Train school staff on purchasing, budget tracking, and approvals
- Run parallel payroll alongside your legacy process for one or more cycles
- Verify all journal entries, reports, and reconciliations match expected results
- Provide recorded training sessions and cheat sheets customized for your team
What You Do:
- Sign off on final payroll and reconciliation validation
- Schedule recurring check-ins with your bookreport lead
Deliverable: Verified system, trained team, ready for full transition
Step 4: Go-Live 4.
Goal: Officially switch to bookreport for daily operations.
What We Do:
- Run first full payroll and A/P cycles through bookreport
- Monitor live data feeds and issue tracking
- Deliver month-end close with bookreport-generated reports
What You Do:
- Use bookreport exclusively for purchasing, payroll, and reports
- Communicate any questions in real time
Deliverable: Fully live system and seamless financial handoff
Ongoing: Stabilize & Optimize 5.
Goal: Continuous improvement — your data gets sharper, your team gets faster.
What We Do:
- Conduct regular check-ins with senior management
- Refine reports and automations as processes evolve
- Offer ongoing refresher trainings for new staff
What You Do:
- Participate in regularly-scheduled check-ins
- Share operational changes (new programs, grants, or staff)
Deliverable: Long-term partnership focused on mission, not maintenance
with bookreport
| Step | Goal | What You Get |
|---|---|---|
| 1. Discovery & Planning | We learn your structure, systems, and needs. | Clarity. A roadmap for implementation with clear roles and dates. |
| 2. Data Migration & Setup | We import your accounting, HR, and payroll data. | Confidence. A live test environment configured for your school. |
| 3. Training & Parallel Run | We teach your team and run 1+ cycles side-by-side with your old system. | Readiness. Your team knows what to do and your data matches reality. |
| 4. Go-Live | You officially switch to bookreport for all daily operations. | Stability. Your first month-end close, fully bookreport-powered. |
| 5. Optimize & Review | We refine automations and track your impact over time. | Momentum. Continuous improvement, mission-aligned reporting, and support. |