From day one to go-live — here's exactly how we set you up
Accurate COGS, real landed costs, and automated accounting only work when your data, warehouses, and chart of accounts are configured correctly. Professional plan customers get a dedicated specialist who works through every step — from Amazon connection to the first live journal entry.
The five phases of onboarding
Most clients reach go-live within two to four weeks. The pace depends largely on how quickly your team can provide non-Amazon data between calls.
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1Kickoff Amazon connection
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2Data Ingestion Historical sync
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3Setup CoA & warehouses
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4Dry Run Review & validate
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5Go-Live First live entry
Kickoff & Amazon Connection
Goal: understand your business and connect Amazon so NeonPanel can start ingesting your data.
- Walk you through connecting your Amazon account(s)
- Explain what data will be pulled and how long ingestion takes
- Map your supply chain: manufacturing, 3PL, FBA, AWD, internal warehouses
- Review your current accounting setup (QuickBooks/Xero, CoA status)
- Outline what to prepare in parallel while data lands
- Begin gathering non-Amazon warehouse balances (3PL, internal, prep centres)
- Start consolidating open POs and on-the-water shipments
- Collect freight, customs, and inspection invoices
- Finalise or review your Chart of Accounts and accounting policy if not already done
Data Ingestion & Preparation
Goal: NeonPanel ingests your Amazon data and prepares your environment for setup.
- Ingest your Amazon warehouses, SKUs, inbound shipments, fees, and settlements
- Review Amazon warehouses and inventory catalogs for structural issues
- Identify junk, duplicate, or Amazon-generated SKUs
- Pre-create an Initial Inventory Project with Amazon quantities pre-filled by SKU and location
- Upload balances for non-Amazon warehouses
- Provide open PO details, in-production orders, and shipments on the water
- Share freight, customs, and inspection invoices
- Confirm the Chart of Accounts to be used for NeonPanel postings
The more complete this data, the smoother Call 2 will be. This phase is where the foundation is laid.
Operational & Financial Setup
Goal: finish operational setup, configure accounting, and prepare for a dry run.
- Clean up Amazon warehouses and product catalog live
- Validate non-Amazon warehouse balances you have uploaded
- Validate in-production and on-the-water POs and inbound shipments
- Guide you through connecting QuickBooks Online or Xero
- Configure revenue, COGS, inventory, fees, and expense account mappings
- Map Amazon and other channel line items to your Chart of Accounts
- Operations and Finance both attend this call — decisions are made live
- Approve account mappings and accounting policy choices
- Provide access to QuickBooks or Xero (you control credentials; we guide the setup)
By the end of this call, operational data is structurally sound and accounting mappings are configured. You are ready for a dry run.
Dry Run & Approval
Goal: test everything end-to-end before any real journals hit your accounting system.
- Run dry-run journals for a defined period (typically one month)
- Validate FIFO COGS, landed cost behaviour, and fee mappings
- Highlight discrepancies where source data is missing or inconsistent
- Prepare a review pack for your finance team
- Review dry-run journals in NeonPanel (and optionally export to compare with existing reports)
- Confirm results align with your accounting policy
- Fix any issues caused by missing or incorrect internal data (with our guidance)
- Formally approve moving to go-live
We do not enable live sync until you are comfortable with the dry-run results.
Go-Live & Stabilization
Goal: turn on sync and ensure everything runs reliably from day one.
- Enable live sync to QuickBooks or Xero
- Process and validate the first live entries against your Balance Sheet and P&L
- Monitor behaviour for 48–72 hours and resolve any mapping or data issues quickly
- Schedule a post–go-live health check (typically 7–10 days later) to fine-tune configuration and answer remaining questions
- Review the first real journals in your accounting system
- Confirm posted numbers look correct and raise any questions
After stabilization we show you how to get more value from NeonPanel: forecasting, SKU and channel profitability, and deeper reporting.
What we handle — and what we need from you
We take on the technical heavy lifting. What we need from your side is data and decisions.
- Amazon data ingestion, catalog review, and structural cleanup
- SKU deduplication and warehouse validation
- FIFO COGS and landed cost configuration
- QuickBooks / Xero connection and account mapping
- Dry-run journal generation and review packs
- Go-live monitoring and post-launch health check
- Best-practice recommendations from other ecommerce clients
- Non-Amazon warehouse balances (3PL, internal, prep centres)
- Open POs, in-production orders, and on-the-water shipments
- Freight, customs, and inspection invoices
- Chart of Accounts decisions and accounting policy choices
- Named owners in Operations and Finance who can attend calls and make decisions
- Active review and sign-off on dry-run journals before go-live
Implementation options
Both options give you access to the full five-phase onboarding process. The setup fee and subscription commitment are the only difference.
Ready to see it in action?
Book a call with our team. We'll walk you through how NeonPanel fits your specific setup and what onboarding would look like for your business.