ERPYour team
Choose the owner, clean the source records, confirm permissions and check the result. Keep your old system available until the pilot has been reconciled.
Getting started / Switching
Move at your own pace.
Start with one process.
Prepare your records and agree the steps with your team. Start with one process, check the transferred data and bring in other areas when you are ready.
BUILD YOUR SETUP BRIEF
What can you prepare today?
Use this checklist to prepare for a conversation with our team. Your selections stay on this page; they are not sent to Spona.
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A SMALL START. SOMETHING YOU CAN CHECK.
Make the first move tangible.
Choose a starting example and see the workspace your team could begin with.
ILLUSTRATIVE STARTING EXAMPLE
One service job. A clear milestone.
Choose an active service contract with a clear scope and a stage your client can confirm.
- WHO COULD LEAD IT
- Your operations lead
- WHAT TO PREPARE
- The agreed scope, dates, stage values, responsible people and supporting files.
- WHAT TO CHECK TOGETHER
- Compare the stage, owner and recorded evidence with your source records before bringing in the next job.
ILLUSTRATIVE STARTING EXAMPLE
One order, from request to delivery.
Start with a supplier order your team can follow from agreed quantities to the incoming invoice.
- WHO COULD LEAD IT
- The person responsible for purchasing
- WHAT TO PREPARE
- Supplier details, order items, tax basis, delivery records and the invoice with its documents.
- WHAT TO CHECK TOGETHER
- Reconcile ordered and received quantities and the supporting documents. Received value describes delivery; it does not confirm payment.
ILLUSTRATIVE STARTING EXAMPLE
One quote. Its invoice. The balance.
Use one sales cycle that is easy to compare with the quote and payment records you already have.
- WHO COULD LEAD IT
- Your sales or administration lead
- WHAT TO PREPARE
- Client details, quoted items, agreed prices, invoice dates and recorded payments.
- WHAT TO CHECK TOGETHER
- Match the invoice total, paid amount and remaining balance with the source. Keep customer responses and payment status distinct.
ILLUSTRATIVE STARTING EXAMPLE
One cash review with your accountant.
Choose a short period and known balances so the team has a clear starting point for comparison.
- WHO COULD LEAD IT
- Your finance lead and accountant
- WHAT TO PREPARE
- Accounts, opening balances, invoices, supporting documents and payment dates.
- WHAT TO CHECK TOGETHER
- Reconcile recorded balances with your sources and review excluded entries before relying on the cash forecast.
What the starting agreement should cover.
The setup work
Agree which records to transfer, how fields and documents will be matched, who will do the work and how to check the result. Confirm which imports are supported before starting.
Time and cost
Available ERP modules have no licence or per-user fee. Implementation, custom work and other expert services are scoped separately. Request a written scope and price before commissioning them.
YOUR SETUP BRIEF
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FREE API INTEGRATION DEVELOPMENT
Keep your tools. Connect the work.
Tell us which tools your team relies on and what needs to move between them. We build your agreed API integration with Spona at no charge, with scope and timing agreed together.
We review each request individually. What we can connect depends on the other system’s API, access permissions and technical requirements.
Discuss a free API integration →Opens an email draft for you to review and send. Tell us about the workflow; do not include passwords, API keys or personal records.
Your toolsSpona ERP
- Define the workflow
Which records, which direction, and when should they update?
- Agree the connection
Confirm feasibility, access, scope and timing before development.
- Build and check together
We build the agreed API integration free of charge and agree how to verify the result.
Before starting, agree any third-party charges, ongoing maintenance and work outside the integration scope. This offer is for an individually agreed build, not a catalogue of ready-made connectors.
Ask these questions before you move.
Can I import everything from my current software?
Tell us which software you use, which formats it exports and how much data you need to transfer. We can then check the available import or integration options and agree any manual work using a small sample.
How long will it take?
The timing depends on the volume and quality of your records, attachments, permissions and chosen process. We agree the timeline after reviewing those details with you.
How can I export my records?
You can download invoice UBL files from Sales. Export options vary by module. Before moving your records, agree the formats, attachments and assistance you would need to retrieve them, including any time limits.
Should I move payroll first?
Begin with the process your team can validate confidently. Salaries organises pay records; your accountant remains responsible for payroll calculations. Agree access and data handling before sharing employee records.