How to implement new purchase to pay software - Procure Wizard onboarding made easy

Well, fear not, because we have all the answers you need right here. Our product specialists have helped us identify and answer the most common questions we get from businesses when getting started with Procure Wizard.  

So, settle in and get comfy, we’re getting into everything you need to know about implementing Access Procure Wizard purchase to pay and menu management software in your business.  

Onboarding with Procure Wizard - FAQs 

1. How long does it take to get started? 

Getting started with Procure Wizard typically takes 14-16 weeks from the initial project kick-off call with our Professional Services and Centre of Excellence teams, depending on the complexity of your needs.  

The implementation process is made of several key stages. Starting with the project scoping phase in which we delve into understanding your specific requirements and needs in collaborative sessions. Following this, our team look into the technical implementation, involving off-site configuration and fine-tuning to ensure the software aligns with your operational processes. Comprehensive training sessions are then provided to equip your team with the necessary skills and knowledge to effectively utilise the system. 

The second phase is marked by the roll out of the operational system on the mutually determined go-live date, at which point your fully functional system is integrated into your procurement process.  

Check out the full timeframe for the project schedule:  

2. What do I need to know about data?  

When it comes to managing your data during the implementation, there are a few key things you need to know. Firstly, it should be noted that there isn’t any capability to migrate existing data into Procure Wizard. Instead, the system is started fresh with new information built for all new customers. This ensures a clean slate and eliminates any potential complications from migrating legacy data.  

When preparing your data ahead of the implementation, there are no specific data formats or standards that you need to be aware of. The system is designed to accommodate a variety of data inputs without the need for specific formatting, keeping the implementation simple for you.  

In terms of data security, you’re in good hands. Multi-factor authentication (MFA) and single sign-on (SSO) are in place to safeguard your information, ensuring that only authorised users can access sensitive data and systems.  

3. Will PW integrate with my current systems? 

Procure Wizard can be seamlessly integrated into your operational framework and connect with your existing systems.  

For ERP and accounting systems, Procure Wizard provides default Accounts Exports files, which are compatible with over 20 different systems. However, if these default files are not applicable to your ERP system, our professional services and developers can create bespoke Accounts Export files tailored to your requirements, providing a smooth data flow between your systems and minimising disruptions to your operation.  

Procure Wizard also supports a number of pre-built data feeds for other business systems. Depending on the systems your business uses, we offer data feeds from multiple EPoS systems and some PMS systems beyond these, a new data feed can be initiated as part of the implementation process to ensure seamless integration and data synchronisation across your entire ecosystem.  

4. What customisations are available with Procure Wizard?  

The sky’s the limit when it comes to building a customised platform that fits your operation. The software is fully customisable for you to choose your requirements and user settings per role permission, so each user can only access and use the system in a safe and secure way.  

If you have specific custom features or adjustments in mind, there’s a straightforward process for requesting them through your Customer Success Manager. They’ll work closely with you and our dedicated support team to understand your needs and requirements and help you to achieve your business goals and objectives.  

5. What training resources are available for our team?  

We offer a range of training resources to ensure your teams have the knowledge and skills they need to succeed.  

Online training videos offer convenient access to instructional content that can be viewed at your team’s convenience. Additionally, we offer accreditation to complete, allowing your team members to demonstrate their proficiency in using Procure Wizard through a formal certification process. 

Explore these Procure Wizard demo videos to gain a comprehensive understanding of how our software operates. 

In addition, our Professional Services and Centre of Excellence team offer personalised training sessions, delivered in the form of a 'Train the Trainer' approach, ensuring that your designated trainers are equipped with the necessary knowledge and skills to effectively train your team members. 

6. How is training managed and provided? 

After the supplier onboarding process has been completed, role-based training is delivered, split out between administrator, financial and end user training, to ensure everyone is supported in using the new system. Additional training is also offered in line with any extra modules that are being implemented.  

We primarily deliver training remotely, with all training sessions being recorded to maximise reach and repeatability. This allows your teams to re-watch sessions and focus on specific areas as needed, ensuring that they have a thorough understanding of the material. We find that this approach is more effective than in-person sessions which can be forgotten over time. 

7. Is there dedicated support throughout the onboarding process? 

Our dedicated team is with you every step of the way of the onboarding process, during which, you’ll receive support from our Centre of Excellence (COE). Our COE consultants support you during the system build and implementation and offer training tailored to your needs.  

When you sign up, you’ll be placed on an onboarding flightpath which is determined based on your system and chosen modules. For less complex builds, the COE will handle your implementation by following a straightforward checklist. For these projects that don’t involve extensive platform customisation, the process is relatively simple, and we have lots of experience implementing the system smoothly.  

For more complex builds that require more customisation or utilising more complex integrated modules, such as advanced stock control, the setup is usually a little more detailed and requires more technical support. For these projects, you’ll be assigned a professional services consultant, who will help manage the technical aspects and ensure the implementation requirements are met.  

Once you’re live with Procure Wizard, your support journey continues with our dedicated Customer Support and Customer Success teams who are committed to providing ongoing support and assistance whenever it’s needed and help you get the most out of the system. In addition, you’ll continue to have access to your Commercial Account Manager who will deliver support to help you navigate challenges and make the most of your investment. 

8. Are change management resources available? 

Our support team are available to enhance the usability of the system and implement any changes that are needed to be made. They also manage the Support Portal, a 24-hour resource for learning materials and knowledge base articles to support you with any change requirements.  

As a self-managed software solution, we are committed to providing a wealth of support and learning resources so that you can find what you need 24/7. 

9. How do I maximise user adoption within our organisation? 

In our experience, one of the most effective ways to maximise user adoption is to actively engage users throughout the implementation process. Encourage participation and feedback from all stakeholders, including end-users, management and department heads. Be sure to highlight how the implementation of Procure Wizard will simplify users’ workflows, save time and ultimately make their lives easier. And communicate the benefits to the business, such as reducing administration time, improving support and increasing GP% and Credit Capture.  

We also recommend ensuring that users engage with our comprehensive training sessions and resources to help them feel confident and comfortable using the software from day one. Our tailored sessions meet the specific needs of different user roles, meaning everyone gets the most relevant training for them.  

By involving users from the beginning, showcasing the positive impact of the software for users and equipping them with the knowledge of how to use the system effectively, you can generate enthusiasm and buy in, driving higher adoption across the organisation.  

10. How much does it cost?  

As the implementation costs of Procure Wizard are factored into our monthly fee, there is limited upfront cost to your business during the initial set up. After that point, you will pay a monthly fee for the duration of your contract period as agreed.  

In terms of additional costs, while there are different levels of Customer Success plans to meet your specific needs which you can discuss with your account manager, every customer has access to the Procure Wizard Support Team irrespective of their plan. Training sessions can be booked at an addition cost, providing personalised learning opportunities to enhance user proficiency. Similarly, custom development services are available on a case-by-case basis, allowing you to tailor Procure Wizard to your unique requirements for an additional fee.  

11. How are software updates handled? 

Product updates are important in keeping your software up-to-date and performing optimally. From time to time, we will provide periodic product updates to enhance functionality, address any service issues and introduce new features.  

Product upgrades occur every two weeks during sprint sessions with no downtime of the product, minimising disruptions to your operations.  

Our development roadmap is managed by our dedicated Product Managers, who oversee the development and implementation of new features and enhancements. These roadmaps are discussed at product round table sessions with our customers, providing them with an opportunity to provide feedback and input into the development process, and ensuring that our product roadmap aligns with the needs and priorities of our customers.  

12. How does Procure Wizard work with other Access products?  

Access Workspace is a comprehensive software platform designed to offer single sign on capabilities between different Access products. This means that users can log into a centralised solution which serves as a gateway to their various Access products. This integrated approach allows for a seamless user experience and facilitates data flow and analytic reporting between different products.  

13. What about user limitations, what do I need to know?  

Procure Wizard has no restrictions on the number of users you can have. Whether you have a small team or a large organisation, you can create as many user logins are needed, helping you to scale your business as needed.  

While there are no user limitations, Procure Wizard is more productive when utilising individual user profiles. Unlike departmental logins, which can be limiting, and less efficient, individual user profiles allow for personalised settings and permissions tailored to the user’s role and responsibilities. This enhances security and accountability while enabling users to maximise productivity and streamline their workflows.  

As we already covered, we offer tailored role-based training to help users get to grips with the relevant features and functions for them.  

Ready to Take the Next Step? 

In this article, we’ve hopefully covered any burning questions you had about getting started with Procure Wizard. Here at Access, we’ve got years of experience in helping businesses of all sizes with a successful onboarding of our purchase to pay software – so, whatever your concerns, we’ll have seen it before.  

If you're ready to revolutionise your procurement processes and unlock the full potential of Procure Wizard or any more questions, then book a demo with our team to discover how Procure Wizard can help your business thrive.