Step 1: Understand why you need automation
Before buying anything, honestly answer: what specific problem do you want to solve? Possible options: close the reporting period faster, receive timely management reports, consolidate data from different programs into one, reduce accounting errors, prepare the business for scaling.
Without a clear goal, you risk "buying a program" but not solving any problems. Write down 2-3 key tasks that need to be completed after automation — this will become the success criteria for the project.
Step 2: Describe current processes
The most common mistake is to choose a program right away. The correct approach is to first understand how your business currently operates: who does what, in what order, where delays occur, and which documents move between departments.
The description of processes reveals: duplication of functions among employees, "white spots" in responsibility, ineffective links, and bottlenecks. Often at this stage, it becomes clear that 30% of "accounting problems" are actually process issues, not system issues.
Automating undocumented processes is automating chaos. The result will be accordingly.
Step 3: Define system requirements
When the processes are described, clear requirements can be formulated: what functionality is needed (modules, reports, integrations), how many users, from which systems we are migrating data, what the budget is.
The more detailed you describe the requirements, the more accurately the contractor will be able to assess the project — and the fewer "surprises" will arise during the process. If it's difficult to describe on your own, SPOC offers a separate service for formulating business requirements.
Step 4: Choose software and a partner
Now the actual choice begins. Not "I'll buy what was recommended," but a conscious choice based on your requirements.
What we evaluate: the system's compliance with your requirements (not "all features," but specifically those that are needed), the cost of implementation and ownership over 3-5 years, the partner's reputation (case studies, reviews, time in the market), the partner's team (who will be working with you), and the support format after implementation.
One separate piece of advice: don't choose solely based on price. The cheapest option often turns out to be the most expensive in the long run due to rework and poor support.
Step 5: Plan resources on your side
Automation is a project that involves both parties. On your side, you will need to: allocate time for key employees for interviews and testing, appoint a "project owner" — a person who makes decisions and coordinates communication, set aside time for training after implementation, and be prepared that the first few months after launch will require adaptation.
If you don't have someone with technical experience who can speak to the contractor in their language, it's worth hiring a freelance analyst. This is a separate service that saves much more than it costs.
Step 6: Implementation and Launch
The implementation process goes through the following stages: assessment → system configuration → data migration → testing → training → launch → stabilization.
The duration depends on the scale: for small businesses — 1-2 months, for medium — 3-6 months, for large with customization — from a year. Be prepared that the first 2-3 months after launch is an adaptation period when questions arise and minor adjustments are needed. This is normal.
The most common mistakes at the start of automation
1. They buy the program without understanding why. Without a goal — no result.
2. They skip the description of processes. "We already know how we work." It turns out — we don't know.
3. They do not allocate time for employees. They expect that "the contractor will handle the implementation," while the team "will continue to work." It won't work — participation from both sides is needed.
4. Saving on training. They bought a powerful system, but the team is using it at 10% capacity.
5. They do not plan to provide support. They closed the project — and disappeared. After a year, the system has not been updated, has not adapted — and again it needs to be "implemented."
Ready to start automating your business?
Leave a request for a free consultation — we will go through these 6 steps together and create a plan tailored to your business.