Growing the business · project outside the subscription
enova365 implementation with KSeF, data migration and server from a single provider
We are an Authorized enova365 Partner. We carry out the analysis, migration, implementation and ongoing support, and we also maintain the servers, remote access and backups of the environment the system depends on.
Project from PLN 7,500 net
When ERP implementation makes sense
An ERP system can't fix a process that doesn't exist. These situations show you're ready.
If you recognise two or three of these signs, a free online consultation will show whether to start, and where.
- The same data is entered manually in two or three places.
- Month-end close takes weeks and depends on one person.
- Nobody can quickly say how much the business made on a specific order.
- Your current software can't keep up with changes in the law.
- KSeF obligations are forcing a change in how you issue invoices.
- The business is growing and software built for a micro business is no longer enough.
- HR and payroll are calculated in a spreadsheet, and the risk grows with every new hire.
enova365 implementation stages, from analysis to the first month-end close.
We carry out an enova365 implementation in five stages. The times given for each stage apply to a typical project, and together they make up the schedule you receive after the analysis.
- 1
Pre-implementation analysis
Two to five days. Interviews with the people who will use the system, an inventory of current tools, choosing modules and a licence model, a schedule and a budget. You can buy the analysis on its own, and if you order the implementation within six months, its full cost is credited towards it.
- 2
Configuration and set-up
One to three weeks. Organisational structure, permissions, calendars, pay components or price lists and master data, depending on the module. Plus integrations: KSeF, social insurance (ZUS) filings and banking.
- 3
Data migration
Alongside configuration. Customers and suppliers, employees, products, opening balances and pay history, with consistency checks. This stage usually reveals how many errors the old data contained.
- 4
Testing and training
Three to five days. Acceptance testing on real data is run by your team, because they know the process, and we adjust the configuration. On top of that, training and materials describing your processes step by step.
- 5
Go-live and support
Go-live on the first day of the month, support with the first month-end close or the first payroll, and thirty days of support included in the implementation price. The start date drives the whole schedule, which is why we plan backwards from it.
What you get in writing.
Pre-implementation analysis report
A description of your current processes, the recommended modules, the licence model, a schedule and a budget. The document is yours even if you hire someone else for the implementation.
A configured production environment
A system ready for work, with migrated data, permissions and integrations up and running.
Configuration documentation
The settings we chose and the reasons behind them. Without this, every future change starts with guessing why something was set up the way it is.
Data migration record
A summary of what was migrated, in what quantities and what needed correcting. You'll need it at your first audit or tax inspection.
Who is responsible for what.
We don't make accounting or tax decisions for you. We configure the system as your accountants or tax adviser decide.
On the NexaIT side
- carrying out the pre-implementation analysis and recommending the scope
- configuring and setting up the system as agreed
- migrating data and checking its consistency
- setting up integrations, including KSeF, within the contracted scope
- team training and materials describing your processes
- support through the first month-end close or first payroll
- post-implementation support and version upgrades under a separate contract
On your side
- naming people who know the processes and have time to take part in the analysis and testing
- deciding which modules to use and the licensing model
- buying the licences, a separate item from the vendor
- preparing and checking the source data, because only you know which of it is current
- carrying out acceptance testing, because your people know how the process should work
- decisions on accounting, HR and tax matters
- providing a server environment or deciding to run in the cloud
What this service doesn't include.
Clear scope boundaries are part of a good contract. We talk about them before the contract is signed.
We order licences as an Authorized Partner and pass on the vendor's current price list. We provide the server layer as a separate service, so you don't need a second supplier.
Show the list of exclusions
- the system licence, a separate item from the vendor, whether purchased outright or on subscription
- the licence update fee, charged annually as a percentage of the licence value
- accounting, HR and tax advice, which is for a qualified adviser
- server hardware and infrastructure if the system will run on premises
- developing features the system lacks, which requires work by the vendor
- migrating data that can't be exported from the old software in a readable format
- representing you before the tax authorities
- extra training beyond what is included in the implementation
Who enova365 implementation is for
It makes sense if
- Your business has repeatable processes that currently run in spreadsheets and several programs.
- You want the system to keep up with changes in Polish regulations.
- KSeF obligations are forcing a change in how invoices flow through the business.
- You want one supplier for both the system and the environment it runs in.
We don't recommend it if
- Processes aren't defined and everyone does things their own way. Map the processes first, then implement ERP.
- You are looking for the cheapest invoicing program. ERP is a different category of cost and benefit.
- Nobody at your company has time for analysis and testing. Without your team taking part, the implementation won't succeed.
- You expect the implementation to take two weeks. Realistically it takes from 3 weeks for one module to several months for a multi-module environment.
How much does an enova365 implementation cost and how long does it take
Implementing one module, for example just HR and Payroll or just Accounting, in a business with up to about 10 workstations starts from PLN 7,500 net and usually takes 3 to 6 weeks. A standard implementation for 10-20 workstations with one or two modules, for example Sales and Accounting, starts from PLN 12,000 net and usually takes 6 to 12 weeks. The pre-implementation analysis costs PLN 4,500 to 11,000 net, takes 2 to 5 days, and is credited in full against an implementation ordered within 6 months. A multi-module environment with production usually takes 3 to 6 months, and we only quote it after the analysis. The enova365 licence is a separate item, and post-implementation support after the 30 days of assistance costs from PLN 500 net per month. The final price and timeline depend on these factors:
- the number of modules and the edition of the system you choose
- the number of users working in the system
- the state of the source data, because migrating from a messy system takes many times longer
- the number of integrations with external systems, such as an online shop or a bank
- how far your processes depart from the system's standard way of working
- the number of groups to train and the scope of the materials
- whether the system will run on premises, which requires a server environment
Questions before you decide.
How much does an enova365 implementation cost?
One module in a business with up to about 10 workstations costs from PLN 7,500 net. A standard implementation for 10-20 workstations with one or two modules costs from PLN 12,000 net. The price covers the full process: analysis, configuration, data migration, testing, training and 30 days of post-launch support. You buy the licence separately, either outright or on subscription.
How long does an enova365 implementation take?
One module in a small business usually takes 3 to 6 weeks. A standard implementation with one or two modules for 10-20 workstations takes 6 to 12 weeks. A multi-module environment with production takes 3 to 6 months. Timelines most often slip because your people are not available for testing, so we agree their availability in the schedule together with the dates.
Buy the licence or subscribe?
The vendor states that both models are available and that you can switch later. Buying outright gives a lower total cost over a few years but needs a bigger upfront outlay. A subscription spreads the cost and is sometimes better when a business changes quickly. We give current prices with the quote, after checking the latest price list in the partner portal.
What happens with KSeF if the Ministry's gateway isn't responding?
The vendor states that the system queues documents when KSeF servers are overloaded and sends them later without user action, and that it supports a mode for when the gateway is unavailable. That describes how the system behaves; it isn't a guarantee of when a document will reach KSeF, and we present it that way.
Do we have to buy the analysis before the implementation?
We recommend it, although it is not compulsory. The analysis costs PLN 4,500 to 11,000 net depending on scope and is credited in full against the implementation if you order it within six months. Without an analysis, any quote for a multi-module implementation is guesswork, and we do not issue those.
Related
Free · 60 minutes online · no obligation
First, a conversation about the process, then the tool.
- You tell us about the processOnline, by video call. What takes up time today, which systems hold the data and what you want to achieve.
- We tell you whether it's worth itSometimes a change to a spreadsheet or a process is enough. If so, we'll say that instead of proposing a project.
- You get the next stepBy email after the meeting: what to map, what data to prepare and what the price depends on.
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