Onboard a new client

Use this checklist when setting up a new client. The order matters — some steps depend on data from earlier ones. A simple client takes roughly half a day; a complex setup (multi-cost-centre routing, order match, Nordpay) takes one to three days.

Phase 1 — Foundation

1. Create the customer profile: company name, VAT number, address, contact person.
2. Decide the invoice email address. The default scanning address works for most clients; configure a custom address if needed.
3. Enable e-invoice channels: turn on PEPPOL and any country-specific networks the client needs.
4. Configure non-invoice document handling. Default to Quarantine for the first weeks; revisit once patterns are clear.
5. Set payment prioritisation to the appropriate country ordering.

Phase 2 — ERP integration

6. Set up the Business Central connection. This step requires Nordflow system-admin involvement.
7. Trigger an initial import and verify that suppliers, accounts, projects, and VAT codes have pulled through correctly.
8. Configure the default payment method from Business Central’s list.
9. Set up dynamic dimensions: map any non-standard Business Central dimensions you will use.
10. Enable auto-create keywords on project (and any other dimensions where it applies) to build the keyword library automatically.

Phase 3 — Accounting configuration

11. Set the accounting practice. The default is correct for most clients.
12. Set the payment info source. The combination setting is the right default.
13. Configure treat-as-paid toggles: enable for credit notes; leave the all-as-paid option off unless confirmed with the client.
14. Set the payment text template and posting line template. Invoice number first, supplier name after.
15. Review default accounts. Set the receipts bank account if relevant; otherwise leave defaults.
16. Review payment validation rules. Defaults are good for most clients.
17. Review VAT setup. Check per-account VAT codes once the chart of accounts has synced.

Phase 4 — Users

18. Create each user: name, email, role, and permissions.
19. Set archive visibility per user based on what they should be able to see.
20. Add consultants from the broker level — do not create them as per-client users.
21. Prepare invitation emails but do not send yet.

Phase 5 — Approval flow

22. Create approval groups. Start with: Bookkeeper, a default approver group, any cost-centre groups, CFO, and CEO.
23. Set approval limits and superior groups for amount-based escalation.
24. Configure consultant groups if the accounting function is handled externally.
25. Set group permissions, forwarding rules, and rejection routing for each group.
26. Configure global approval settings: enable advanced line flow if the client uses multi-cost-centre routing; enable the forbid-external-rules setting if needed.
27. Designate the bookkeeper, default first approver, and final approver in the Default groups settings.
28. Build first-approval rules for known document patterns.
29. Configure auto-approval rules for routine recurring spend.

Phase 6 — Nordpay (if applicable)

30. Initiate Nordpay onboarding if the client will use it.
31. Have the client sign the KYC contract. This is often the longest step — start it early and run it in parallel with later phases.
32. Once Nordpay is activated, assign Payment approver and Viewer roles to the relevant users.

Phase 7 — Order match (if applicable)

33. Enable order match per supplier for suppliers who consistently send purchase orders.
34. Configure auto-approval after match for trusted high-volume suppliers.

Phase 8 — Testing

35. Send test invoices through every flow you have built. Include multi-cost-centre documents if advanced line flow is on, and order-matched documents if PO matching is on.
36. Verify postings in Business Central: each posted document should arrive with the correct dimensions and accounts.
37. Run Nordpay test payments to confirm the bank integration works.
38. Have at least one client user complete the approver flow end-to-end before go-live.

Phase 9 — Go-live

39. Send invitation emails to all users.
40. Walk the client through what they will see on day one.
41. Schedule a one-week and one-month check-in to catch issues that surface in real use.

Time estimate

Simple client (one bookkeeper, one approver group, default settings): about half a day. Complex client (multi-cost-centre, advanced line flow, order match, Nordpay, many users): two to three days spread over one to two weeks. The Nordpay KYC signature is often the bottleneck.