What Valont onboarding actually looks like
A structured 4 to 8 week project: scoping, a parallel run, then go-live. The owner’s time is typically 6 to 12 hours. The work is project-managed by us.
4 to 8 wks
Typical onboarding
6 to 12 hrs
Owner time across it
3 phases
Scoping, parallel, go-live
Day 30
First formal review
The output is a fully transitioned back-office with no lost work, no compliance gaps, and the new cadence running on schedule. We do not force system changes, break work mid-flight, or surprise you with onboarding fees.
Three phases
Weeks 1 to 2
Scoping
Map the current state, agree the end state, and plan the transition. Typically three 90-minute discovery sessions plus a final scoping review.
What we do
- Discovery across finance, people, operations and growth
- Document providers, systems, contracts, cadences and known issues
- Map the gaps and confirm which providers stay
- Build a week-by-week transition plan for owner sign-off
What the owner provides
- Time for the sessions and a final scoping review
- Read-only access to current systems
- Information on existing contracts and notice periods
- A clear point of contact, usually the owner or office manager
Output. A signed scoping document: scope, fee, transition plan, named Trusted Advisor and delivery team, go-live date, and the communications plan for existing providers.
Weeks 2 to 5
Parallel run
Existing providers continue while we come up to speed. Data migrates. Relationships handover. Nothing breaks mid-flight.
What we do
- Take read-access and begin shadow processing
- Migrate and tidy data, set up integrations
- Address Phase 1 findings, including compliance and data quality
- Set up the new cadence and train internal admin or finance staff
What the owner provides
- Approve chart-of-accounts standardisation, typically 30 to 60 minutes
- Approve any classification or compliance remediation
- Decide if go-live needs to shift based on what surfaces
Output. Shadow processing validated, data migrated, new cadence standing up, and Phase 1 findings either remediated or in an agreed action plan.
Weeks 5 to 8
Go-live
Existing providers stand down. The Valont team is operating fully. A Day-30 review checks the cadence and surfaces teething issues.
What we do
- Execute the cutover on the agreed date
- Notify existing providers per the agreed plan
- Process the first live transactions, pay runs and reports
- Hold a Day-30 review with the owner
What the owner provides
- Final sign-off on go-live
- Tell the internal team the new touchpoints
- Honest feedback in the Day-30 review
Output. All cadences running, books current, first month’s report within 7 to 10 business days of month-end, 13-week forecast live, and the Trusted Advisor relationship embedded.
What we do not do during onboarding
- We do not force a system migration unless there is a clear operational reason. If MYOB works, we do not switch to Xero because we prefer Xero.
- We do not break work mid-flight. The parallel-run period exists so nothing falls through.
- We do not burn existing provider relationships if you do not want us to. We coordinate the handover respectfully.
- We do not surprise you with onboarding fees. Standard onboarding is included. Non-standard work is named, scoped and quoted first.
Common bumps, and how they are handled
- Data quality issuesDuplicate contacts, missing categories, uncoded transactions, undisclosed liabilities. Remediation is part of the engagement. We do not bill separately.
- Compliance findingsPay-rate errors, missing Award classifications, unpaid super, missing IT controls. Each is documented, remediation is scoped, and the owner decides the path.
- Existing provider resistanceOccasionally a provider drags their feet on handover. We work through it directly. The owner does not have to mediate.
- Work the owner thought was being done, but was notSurfaces in roughly half of engagements, in Phase 2. It goes into the action plan.
What to expect after onboarding
The cadence is designed to be substantive without being heavy. Most owners report under an hour of weekly back-office time after onboarding completes.
- Weekly Trusted Advisor check-in20 to 30 minutes.
- Monthly management reportWithin 7 to 10 business days of month-end.
- Quarterly strategic review60 to 90 minutes.
- Always-available supportCross-functional questions throughout business hours.
- Annual engagement reviewScope, fees, what is working, what to change.
Frequently asked questions
The short answers are here. For anything else, ask below or get in touch.
A structured 4 to 8 week project: scoping (1 to 2 weeks), a parallel run (2 to 4 weeks), then go-live (1 to 2 weeks). Larger or more complex engagements, multi-entity, 50+ staff, or significant compliance remediation, extend to 10 to 12 weeks. The schedule is agreed in scoping.
How to start
The Business Health Check takes five minutes and tells you whether the integrated model is likely to fit. A Trusted Advisor conversation scopes the engagement to your specifics.