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Company · Rollout & onboarding

What an OXS.eco rollout actually looks like

How long a rollout takes depends on your requirements, not on a standard calendar. Here are the steps MAAS goes through in an OXS.eco rollout, with a straight account of what we do and what you need to prepare on your side.

What tips the scale is your inbound channels, the number of approval workflows, a possible data migration and how many modules start at the same time. A single inbound channel is set up and tested quickly. Projects with several modules run step by step, and we give you a concrete estimate of the time frame in the initial call.

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Key points of the rollout
A dedicated project leadA named person from the MAAS team, with a direct phone number, stays with you from the first question through to live operation. Not a ticket system.
Personal
One use case to start withWe start with the process that costs you the most effort, usually accounts payable. Further modules follow module by module.
Focused
Data extraction learns your documentsExtraction learns per supplier and per document type. Your corrections feed straight back into the configuration.
Learning
Support beyond go-liveWe stay on board after live operation starts, at whatever interval you need. Nobody walks away on go-live day.
Ongoing
What the timeline depends on

What determines the duration

We do not quote a blanket rollout time, because it says nothing about your project. What really determines it are these three profiles. Use them to place yourself, and in the initial call we tell you where you sit.

Lean profile

One process, one interface

1 use case (typically accounts payable), 1 interface to your accounting system or ERP (Diamant in production, others project-based on request), no unusual compliance requirements. On your side: 1 main business contact + 1 IT contact with capacity.

Extended scope

Several modules in parallel

2 to 3 modules in parallel (for example accounts payable + e-invoice + archive), several interfaces, custom workflow rules (deputy chains, escalations, multi-tenant setup), several stakeholders on your side.

Honestly: substantial effort

Migration and special processes

A parallel ERP migration, special processes (logistics workflows, industry specifics), multi-tenant roll-out, your own REST integrations, or long internal stakeholder alignment chains. We set the plan up transparently, with no hidden effort.

Step by step

How a rollout runs

The sequence is the same in every project, the length of the individual steps is not. How long phases 2 and 3 take is decided by your inbound channels and your approval rules.

1Lead-up

Getting to know each other, process check, quote

Before the contract is signed. Initial call (15 minutes), then the detailed second call.

At MAAS

What we prepare

  • A demo on sample data, tailored to the needs you named in the initial call
  • Walking through a configuration based on your requirements
  • On request: an in-depth demo of further modules, free of charge
  • A written quote within three working days
On your side

What you prepare

  • Your requirements in bullet points (half an hour to an hour of work is enough)
  • An estimate of your monthly volume
  • A short description of your current process (informal is fine, half a page is enough)
  • Name the decision maker and the business contact
Result: You have a concrete written quote covering scope, schedule and setup costs.

After the initial call: the second call

This is where we clarify your exact requirements. Send them to us by email beforehand and we build the demo around them, tailored to your use case.

2Setup

Provisioning the system, setting up interfaces

From here you have your own environment: a test/integration environment and a production environment. Only after the order is placed.

At MAAS

What we set up

  • Provisioning your OXS.eco instance on German hosting
  • Setting up the interface to your accounting system (Diamant in production, others project-based on request)
  • Setting up the basic tenant and permission structure
  • Sending the first test documents through the workflow and documenting extraction quality
On your side

What you supply

  • Account and cost center master data (an export from your accounting system is enough)
  • Supplier master data (export from your ERP)
  • Clarifying the permission model (who sees and does what)
  • Providing an IT resource for the interface tests
Result: The system is running, the first test documents pass through the workflow, the interface is in place.
3Configuration

Workflow configuration and pilot operation

Workflows and permissions are set, and the first real documents run through.

At MAAS

What we configure

  • Approval workflows by amount thresholds, cost centers and deputy rules
  • Setting up classification and account assignment rules
  • Escalation logic for overdue approvals
  • Supporting the pilot operation and documenting corrections from your feedback
On your side

What you do

  • Name 2 to 5 test users and have them briefed
  • Send the first real documents through the workflow
  • Flag and comment on manual corrections
  • Check the approval rules in practice and report back to MAAS
Result: The document sample has run through successfully, and extraction quality and workflows are validated in your own practice.
4Training

Training and go-live preparation

With a lean profile this step coincides with the configuration step.

At MAAS

The training we run

  • 2 online training sessions for end users (accounting + approvers)
  • 1 session for IT administration (user management, permissions); if you would rather hand that over, MAAS takes it on permanently
  • Configuration adjustments based on findings from the tests
  • Providing user manuals and step-by-step guides
On your side

What you organize

  • End-user attendance at the training
  • Internal roll-out communication (who works with OXS.eco from when)
  • Set the cut-over date for live operation
  • Run the old processes in parallel, or switch them off on the cut-over date?
Result: The team is trained, the cut-over date is set, and all stakeholders are informed.
5Live operation

Live operation starts, stabilization phase

Real documents are processed in production, and MAAS stays at your side.

At MAAS

How we support you

  • Hands-on support in the first days of live operation, with prompt answers to change requests
  • Process mining: throughput time per workflow is measurable, and you can look in whenever you want
  • Status meetings at whatever interval you need
  • Support requests: during our service hours (Monday to Friday) we get back to you within one hour
On your side

What happens

  • Your real accounts payable now runs through OXS.eco
  • Feedback from day-to-day work goes to MAAS in short loops
  • Collecting pain points from the first days
  • Evaluating throughput times per workflow, from import to archiving
Result: The system is in production, the first impact data is in, and the team works on its own.

At the first review after the start: performance data, pain points and a proposal for the next extension. Further modules (e-invoice receipt, archiving, digital case files, mailroom) are added module by module after that.

Preparation

What to gather before the start

The points from the phases above, as one checklist. Nothing exotic: most mid-sized companies already have all of it in house.

  • A sample of your typical incoming invoicesStraight from day-to-day business, mixed, not cherry-picked. Reality beats the ideal case.
  • Chart of accounts and cost center listA current export file from your accounting system or your ERP. If the master data is stale, now is the time to clean it up.
  • Supplier master dataExport from your ERP. Name, address, supplier number, IBAN (for matching).
  • A description of your approval workflowEven if it only exists informally. Who approves what up to which amount? Who is the deputy?
  • 1 main business contact + 1 IT contactBoth with the capacity to decide. Escalation path clarified.
  • A list of test users for the pilot operation (2 to 5 people)Ideally 1 person from accounting and 1 from a department that approves.
Straight talk

Typical stumbling blocks, and how we work around them

From our experience with document projects. These points come up more often than marketing pages admit, so we name them openly here. That way you are not caught off guard.

Master data in the ERP world is often out of date

Supplier lists carry dead entries and cost centers are not maintained. Cleaning that up can take several days. Our suggestion: start it alongside the setup, not shortly before the first test documents.

The internal approval rules have been informal so far

"That is just how Mr Müller does it." That does not work in OXS.eco. Workflows have to be explicit. Writing them down for the first time costs time, but it pays off. We help with the structuring.

IT resources are tight

MAAS handles setting up the interfaces; on your side it only takes short tests. If your IT team is overloaded, we schedule the interface work into a fixed slot.

Stakeholder alignment takes longer than expected

With several sites or legal entities, workflow decisions need alignment loops. If the project start falls into holiday season or quarter-end closing, build in a week of buffer.

FAQ

Frequently asked questions about the rollout

We adjust the pace. The plan is a proposal, not a rigid rule. If resources get tight on your side or stakeholders are missing, we move the dates. No pressure.

MAAS, for the OXS.eco side, in full. For the other side (for example the connection to your accounting system) we supply the specification and support the testing. The configuration on the ERP or accounting side sits with your IT team or your IT service provider.

Usually not. The MAAS project lead covers every aspect: business, technical and organizational. If you already have an IT partner looking after the other side (ERP, accounting, IT infrastructure), we work with them directly.

Once you place the order. You then get a test environment for the integration and a production environment. Before that we show you the system in an online session using our sample data, so none of your real documents pass through our system. Hosting in both cases: Google Cloud in Frankfurt.

The system is built to stay adaptable. New approval rules, additional suppliers, extra fields, new workflows: all of it is possible during live operation. Larger modules (e-invoice receipt, archiving, digital case files) are added module by module later on.

We move the cut-over date. Live operation only starts once the pilot operation runs stably and your test users have given the thumbs up. A week longer in pilot operation beats a live start with unresolved problems, and that is a firm principle for us.

Hélène TinetInitial call, demo & onboarding

Next step

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We walk through your use case and tell you what drives the effort in your case: inbound channels, approval workflows, data migration. You speak with a person from the MAAS team.

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