Getting started with TriFact365

Just getting started with TriFact365? This start-up guide will help you get up and running quickly.

Written By Tess Hoogeboom

Last updated 19 days ago

Before you begin, there are a few things you can check to ensure that TriFact365 works properly. Please review the System requirements

1. Linking with accounting software

When you log in for the first time, you create a connection to your accounting package and add one or more administrations to TriFact365.

See the article below for more information.

First time login

2. Overview

After adding your first administration, you will be taken to the Overview | Current administration screen. If you work with a single administration, this will be your start page after logging in. If you work with multiple administrations, Home will be your start page.

See the article below for more information.

3. Adding users

Add additional users if there are people who need to upload, check, and/or approve invoices. You can assign these users roles and permissions that give them access to specific functionalities in TriFact365. You can also determine which administration(s) each user has access to.

See the articles below for more information:

4. Uploading and submitting documents

Documents can easily be uploaded through the portal or submitted by email. Once uploaded, they automatically enter the TriFact365 workflow. TriFact365 accepts the following file types:

  • Image files (.bmp, .gif, .jpg, .jpeg, .tif, .tiff)

  • Excel and Word files (.doc, .docx, .xls, .xlsx)

  • PDF and XML files (.pdf, .xml)

See the articles below for more information:

5. Uploading receipts with the mobile app

A mobile app is available for photographing and uploading receipts (Android / iOS).
Give users access to the mobile app by assigning them the right to Add via the user rights. In the app you log in with the same user data as in the portal. See below for some useful links related to the mobile app:

6. Checking the journal entry proposal

Once the documents and receipts have been uploaded, they automatically appear in the Check step. Here, you can review the booking proposal and send it to your accounting package.

See the article below for more information:

7. Approving documents

Optionally, workflows can be set up for approving documents and booking proposals. There are two options: Authorisation takes place before the invoice is checked. In this step, the document is approved or rejected as soon as it enters the TriFact365 workflow.

See the articles below for more information about authorisation:

Confirmation takes place after the booking proposal has been checked. In this step, the final booking proposal for the invoice is approved or rejected. The booking is then sent to the accounting package.

See the articles below for more information about confirmation:

8. Set up email reminders

TriFact365 allows you to send email reminders to the users that need to authorise and/or confirm documents. This helps the Administrator ensure that all documents and bookings are processed on time.

See the article below for more information:

9. (Un)blocking invoices for payment

If you use confirmation workflows, you can also choose to book invoices before confirmation. Depending on the accounting package you use, invoices may be blocked for payment. Once the booking has been approved, the invoice will be released for payment in the accounting package.

See the articles below for more information:

10. Administration settings

In addition, several administration settings are available that can make document processing even faster and easier.

See the article below for more information: