Switching
From email and Excel to Fiatto, step by step.
You don't have to move everything at once. You start with purchasing, run through the whole chain once and only then expand. Your accounting system and your bank simply stay what they are.
How the switch works
Step 1
Bring in your suppliers
Your supplier list probably lives in a spreadsheet or in your accounting system today. You import it in one go, so requests go to a known supplier straight away.
- Export your supplier list as a CSV or Excel file.
- Import the file under Suppliers and check the preview.
- Fill in missing details for the suppliers you order from most.
Step 2
Set budgets and approval rules
Who may approve what, and up to which amount? What now lives in people's heads and emails, you record once. From then on Fiatto checks every request against the budget before approval.
- Create your cost centres and give them a budget.
- Set approval thresholds: who approves up to which amount.
- Invite your colleagues as requester, approver or finance.
Step 3
Submit the first real request
Pick something you were going to order anyway and run it through Fiatto. That way everyone sees once how the trail works, with real amounts and real approvers.
- Submit the request with supplier, amount and cost centre.
- Let the approver decide, with the budget in view.
- Turn the approved request into an order with the supplier.
Step 4
Record the receipt and process the invoice
When the delivery is in, you record the receipt. The invoice is then matched to the order and the receipt. If everything agrees it goes through; if it differs, you only see that difference, with the reason.
- Record what was received.
- Add the supplier's invoice.
- Review only the differences Fiatto shows you.
Step 5
Connect your accounting system
From the Pro plan you connect your accounting system. Exact, Twinfield and Moneybird connect with a single login, AFAS with an App Connector token. Fiatto fetches your chart of accounts and VAT codes from it and sends approved invoices to your system with a preview posting.
- Connect your system from the settings.
- Check the ledger accounts and VAT codes Fiatto fetches.
- Post your first invoice and look it up in your system.
Step 6
Expand once purchasing runs
Only when the purchasing chain works do you add other processes. You choose what and when; whatever you don't use yet stays out of the way.
- Have the whole team request their purchases through Fiatto.
- See which processes you want to add, such as sales or banking and payments.
- Switch them on when it suits you.
What stays the same
Your accounting system remains where your books live: Fiatto works on top of it and sends the postings there. Your bank stays too. If you later add banking and payments, Fiatto reads the statements from your current bank and creates a payment file that you execute in your own banking environment.
What you can bring along
You import your supplier list as a CSV or Excel file and an item catalogue as CSV. Once your accounting system is connected, your chart of accounts and VAT codes come along automatically. If you later use banking and payments, you import statements as CAMT.053, MT940 or CSV files, or connect your bank directly.
Help along the way
Inside Fiatto the setup guide walks you through the steps and ticks off what is done. Prefer personal help? In the pilot programme we set up your suppliers, budgets and approval rules together and look over your first orders and invoices.
Frequently asked questions
Do we have to change accounting system or bank?
No. Fiatto works on top of your existing system, such as Exact, AFAS, Twinfield, Moneybird or SAP, and you stay with your own bank.
What does the setup cost?
You set up Core, Pro and Complete yourself with the setup guide, with no implementation fees. You start with a free 14-day trial, no credit card needed. Enterprise gets a guided implementation, quoted separately.
Does everything have to move at once?
No. You start with purchasing and add other processes later. With monthly billing you can cancel monthly, and your data always remains exportable.
Shall we take your first step together?
Start with purchasing. The rest follows when you are ready.
Fiatto · Oranjelaan 3H2, 3311 DH Dordrecht · KvK 56715013 · btw NL001382539B91