Implementing Quick Payable

This guide is for teams planning a structured rollout of Quick Payable across multiple users, departments, or entities, rather than a single admin setting it up alone. If you just need to install the package and process your first invoice, start with Getting Started instead.

Implementation Phases

Most Quick Payable rollouts move through five phases. Because Quick Payable installs directly into your existing Salesforce org rather than standing up separate infrastructure, most of the work is configuration and testing, not engineering, which is why timelines are typically measured in days to a few weeks rather than months.

1. Discovery and planning: document your current AP process, approval hierarchy, vendor list, and any ERP or accounting system you'll connect.
2. Sandbox configuration: install and configure Quick Payable in a Sandbox first, including the Email Service, vendor records, permission sets, and approval routing set up through the custom user creation steps in the Users tab.
3. Data and integration setup: import or recreate key vendor records, and configure any ERP or accounting integration.
4. User acceptance testing (UAT): have real QP Staff and QP Admin users process realistic invoices through the complete workflow before going live.
5. Go-live and hypercare: move configuration to Production, train end users, and monitor closely for the first invoice cycle or two.

Roles and Responsibilities

A smooth implementation usually involves people in these roles, even if one person wears more than one hat on a smaller team.

• Executive or finance sponsor: confirms the approval hierarchy and signs off on go-live.
• Salesforce administrator: installs the package, configures permission sets, and manages the Sandbox-to-Production migration.
• AP process owner: configures the approval hierarchy by defining user roles, managers, and monetary approval limits, and sets vendor coding standards and what "done" looks like for an invoice. (Quick Payable does not use standard approval rules; invoice approvals are controlled through the custom Users configuration, including Roles, Managers, and Monetary Limits.)
• IT or integration contact: provides credentials and coordinates testing for any ERP or accounting connection.
• End users (QP Staff and QP Admin): participate in User Acceptance Testing (UAT) and provide feedback before the implementation is finalized.

Sandbox vs. Production

• Configure and test the Email Service, vendor records, user approval routing (Roles, Managers, Monetary Limits), and integrations in a Sandbox before touching Production, especially for your first implementation.
• Use a Full or Partial Copy Sandbox if you want realistic existing data to test against; a Developer Sandbox works fine for basic configuration testing.
• Plan your Sandbox-to-Production migration deliberately, since manually reconfiguring users, Monetary Limits, and Managers in Production reduces the risk of carrying over test data by mistake.

Data Migration Considerations

• Existing vendor records: decide whether to import your current vendor list in bulk or add vendors gradually as new invoices arrive.
• Open invoices at cutover: decide a cutover date and process any invoices already in flight through your old process rather than migrating in-progress approvals.
• Historical invoice data: Quick Payable is designed to manage invoices going forward, if you need historical invoice records for reporting, plan how that data will be represented in Salesforce separately from live AP workflow data.

Testing and UAT Checklist

• Test invoice capture with a range of real invoice formats you actually receive, not just a single clean sample PDF.
• Test each approval tier you plan to use, not just the simplest path.
• Test what happens when an approver is unavailable, confirming delegation or out-of-office routing behaves as expected.
• Test your ERP or accounting sync with a small batch of invoices before relying on it for volume.
• Confirm reporting and dashboards show the data your finance team actually needs before go-live, not after.

Go-Live Checklist

• User roles, Managers, and Monetary Limits configured and tested in Production, not just Sandbox.
• All go-live users assigned the correct permission sets and licenses.
• Vendor records in place for your highest-volume vendors, at minimum.
• ERP or accounting integration tested end-to-end, if applicable.
• A named point of contact for the first invoice cycle, in case questions come up.
• A rollback or fallback plan for the first week, in case something needs adjusting.

After Go-Live

Expect to make small adjustments to Monetary Limits, Managers, and vendor coding in the first few invoice cycles as real-world exceptions surface.