How Onboarding Works

Intro

Onboarding is the foundation of long-term success with Outmin. It’s the phase where we connect to the right systems and ensure accurate data starts flowing. When done properly, it sets up the firms and the client for a smoother, more automated experience going forward.

The full onboarding process typically takes around 4 weeks, but the time required from the practice is limited - usually just a few hours. Our team handles the heavy lifting, and is fully there to support every step of the way. 

We first connect to the client’s accounting software, then access all relevant systems to get full coverage (bank feeds, suppliers, sales data, etc). 

We use Arrows, a shared onboarding workspace, to keep things simple and structured. Everything happens in one place, with clear steps.

Initial Setup (~15 mins or less)

• Complete our onboarding form
  
  • Basic client details and contact info
  • Main point of contact (usually the accountant) for each client

• Initial system setup
  
  • Add our customer success manager’s email to your accounting platform (Xero, QuickBooks, Sage, etc.) so we can do the initial data pull

• Sales & inventory data access
  
  • Complete a short (tick-box only) form about the client’s sales channels and stock systems

• Previous management accounts
  
  • Upload the last available management accounts for each client
    
    

Platform Walkthrough (usually a ~30-min call)

Your customer success manager will:

• Walk you through how Outmin works
• Support you in guiding your client to connect their bank accounts (in most cases, the client must complete the connection themselves)
• Explain how to use the mobile app and Rex (our reconciliation assistant)

Enabling Data Access

• Bank
  
  • The client connects their account via Plaid so Outmin can retrieve and process transaction data

• Suppliers
  
  • We identify current suppliers and present them to you
  • You help us get portal access or email addresses where needed

• Sales & Revenue

• • Provide access to the client’s POS system 

or

• • Share sales reports if they use a till or other reporting-only system / share sales invoices

• Payroll
  
  • Add us to the client’s payroll system
  • Provide last gross-to-net report
    
    

Final Accounting Review

Before go-live, we’ll:

• Request you send us the client’s opening balances and confirm they are reconciled in the client’s current accounting system
• Review the Outmin trial balance and chart of accounts with you

This step ensures clean setup from day one and avoids problems down the line.

⚠️Note on balances

We require opening balances from your client's current system as part of onboarding. Without these, we can’t issue an accurate balance sheet or ensure continuity in the books.