Going 'Live'. What's Next?

Transitioning to Live Operations with HirePOS involves a series of essential steps to ensure a smooth and successful integration of your business data into the system. This comprehensive guide will walk you through the necessary checks and procedures to prepare for going 'live' with HirePOS.

Before transitioning to live operations with HirePOS, it is crucial to follow these steps:

1. Check that your customers and items are imported, and import new customer and inventory sheets as needed. You can email spreadsheets to hirepos@hirepos.com.au for verification before importing.

2. Practice everyday processes like entering bookings, invoices, returning hire equipment, and checking stock availability. Refer to the intro videos for guidance.

3. Schedule a training session via book.hirepos.com to ensure key staff members are proficient in using the system. Consider creating custom training manuals based on your business processes.

4. Clean up any test data such as invoices and payments before going live. Ensure data accuracy, especially for items and inventory, before launching.

5. Verify and update your business details under Setup > Business Details, including ABN/GST numbers, address, phone, and bank account details.

6. Set up email templates as per the email templates help documentation.

7. Configure email settings correctly to prevent spam issues. Ensure the Display Name is set in Setup > Preferences > Email Settings using your business name without punctuation.

8. Integrate with Pin Payments to enable online credit card payments for customers.

When switching from another system to HirePOS, consider the following:

Determine the date to start using HirePOS for customer invoicing and payments, known as the "Changeover Date."

Prior to the changeover date, import customer and item information into HirePOS using the provided import tools.

Generate a report in your old system showing outstanding customer invoices close to the changeover date to ensure a smooth transition.

Create invoices in HirePOS with outstanding balances from the old system to maintain financial continuity.

Import balance carried forward invoices dated before the changeover date to align with your financial records.

Follow the detailed steps for importing invoices from the old system into HirePOS to maintain accurate financial data.

After importing invoices, verify that the data is correctly transferred and reflects in the relevant reports within HirePOS.

Ensure that customer statements in HirePOS match those in the old system and manage payments effectively within the new system.

Enter invoices and contracts for ongoing jobs into HirePOS with the correct dates and payment information from the previous system.

Add upcoming bookings into HirePOS with accurate details and payment information to maintain continuity in your operations.

Set the next invoice number in HirePOS to align with your previous system's sequence for seamless record-keeping.

By following these steps and best practices, you can ensure a successful transition to live operations with HirePOS and maintain data integrity throughout the process.