Guide
1. Define the intake source
Pick the inbox or upload channel that receives invoices reliably.
- Prefer one central invoice inbox
- Choose IMAP/POP3 or manual upload
- Keep the pilot focused on real supplier invoices
Guide
How to launch RolakInvoice with real data
The safest rollout is not a big-bang rollout. Start with one inbox, define mandatory fields, and agree on the export target before scaling.
Guide
2. Agree on mandatory fields
Define which fields must be present before an invoice may move forward.
- Check amount, date, supplier, and references
- Validate VAT and QR data where relevant
- Send unclear cases to controlled manual review
Guide
3. Set the export target
Decide whether invoices should end up in Bexio, CSV imports, or a trustee workflow.
- Define columns and formats early
- Run test exports with real invoices
- Align the approval process before go-live
Guide
4. Start with predictable volume
Avoid edge cases in week one. Start with a stable set of recurring invoices and expand after the workflow is proven.
- Choose one team or inbox as a pilot
- Document corrections
- Expand after one or two weeks of stable processing
FAQ
Which team should start first?
Start with the team or inbox that receives repeatable supplier invoices. This makes the rollout measurable and avoids unnecessary complexity.
When is a Bexio export a good next step?
Once the required fields are captured consistently and everyone agrees on the downstream data needs. Before that, a CSV trial run is often the safer choice.
Do we need all integrations from day one?
No. A single intake source and one export target usually create a much cleaner launch. Add more integrations once the base workflow is stable.