Done with you, not left to you.
Switching estimating and commercial systems feels like a year-long ordeal. With Vyntworks it isn’t — because onboarding is included, and a named specialist walks it with you. Your data brought across, your templates and integrations set up, your team trained, and real people beside you at go-live. Weeks, not years.
Or start with a gift: build your free onboarding plan — no sign-up, two minutes, yours to keep.
It’s smaller than you’re imagining
Onboarding is the thing most teams dread before they switch — and the thing they tell us afterwards they worried about for nothing. Here’s why.
Weeks, not years
Most teams are live on real projects within a few weeks, with a full rollout completed in a couple of months — never the open-ended IT project you might be picturing.
A named specialist, start to finish
From day one you have one person who knows your setup and answers the phone — not a ticket queue. Your data, templates and integrations are set up with you, never dumped on you.
Nothing re-keyed
Vyntworks’ AI reads your existing spreadsheets and rebuilds them inside the platform. You keep your rates, your structure and your way of working — on a cleaner foundation.
The day it all lives in one place
Onboarding isn’t just data moving across — it’s the moment your quotes, suppliers and projects stop living in scattered files and start running from one place. Here’s the shift you’ll feel.
Quotes and prices spread across a dozen spreadsheets — each version a little different.
One set of quote & fast-quote templates and a shared rate library, so everyone prices the same way.
Your supplier list lives in inboxes, memory and the odd business card.
Your suppliers imported and ready — send enquiries and see spend from one place.
No single, live view of where a project’s money actually is.
Cost against value on every job, updating as it moves — margin you can actually see (CVR & WIP).
Purchase orders and variations agreed by phone, then chased over email.
Orders, variations and sign-off tracked in one place, on a clear approval ladder.
Every quote, order and letter rebuilt by hand — formatting and all.
Branded document suites generated for you in Document Studio.
The real numbers pulled together by hand at month-end.
Reports on demand — no more end-of-month archaeology.
Every one of these is set up with you during onboarding — you don’t build it alone. See the six steps that get you there →
Where are you starting from?
No two businesses arrive the same way. Tell us where you are today and we’ll show you what your move onto Vyntworks actually looks like — then walk the six steps below.
Your spreadsheets are a head start, not baggage
This is where most teams begin — and it’s exactly the case Vyntworks is built for. AI Edit reads the Excel, PDF and Word quotes you already use and rebuilds them as structured, priced line items, so your rates and the way you work carry straight over.
- AI Edit imports your existing quotes and price lists — no re-keying
- Your supplier list comes across, ready for orders and tenders
- You review every mapping before it lands — nothing imported blind
Switching systems without the big-bang risk
Already on an estimating or job-management tool? Export what you have and AI Edit brings the quotes, prices and contacts across. Run a live job or two in Vyntworks alongside your old system, then switch over on a date you choose — no freeze, no leap of faith.
- Export from your current system; AI Edit structures it inside Vyntworks
- Run in parallel on real jobs before you commit to the switch
- Go-live on your date, with us alongside through the first projects
A clean, professional foundation from day one
No system to migrate from is the simplest start of all. We set your templates, rates and approval routing up with you, and fast-quote templates mean repeat estimates take minutes from the very first week.
- Branded quote, order and subcontract templates built with you
- Fast-quote templates so repeat estimates take minutes
- Roles, permissions and approval routing set up around your team
Your onboarding plan, drafted free — yours to keep
Tell us how your business works today — in your own words — and we’ll draft the onboarding plan we’d actually run: what comes across, the templates and systems we’d set up, your lane and a realistic timeline. Two minutes, no sign-up, nothing you type is stored — and you can email the plan to yourself to share with your team.
This is an AI-drafted starting point grounded in what Vyntworks really does. We’ll confirm and refine it with you at discovery — and because onboarding is included with every plan, there are no figures to haggle over here.
We couldn’t draft your plan just now
Something interrupted us on the way — it’s not you. Give it another go in a moment, or we’ll happily map your plan with you directly.
Tell us how you work today and we’ll draft your tailored onboarding plan. Request your plan →
Six steps from sign-up to live — each one handled
A clear sequence, with owners and timings agreed up front. Tap any step to see exactly what happens and who does what.
Discovery & scoping
A short kickoff to understand how you estimate, buy and run projects today — and where you want to get to.
What happens →Before anything is built, we map your current setup: your project types, how you price, who needs to approve what, and the systems you already run. That becomes the plan for everything that follows — so onboarding fits your business, not a generic template.
- A working session with the people who estimate, buy and run jobs
- Your project types, terminology and approval rules captured
- A clear, sequenced plan with owners and timings — no surprises
- We agree the lane that fits you: self-serve, guided or white-glove
Your data, migrated
Your existing quotes, price lists and suppliers brought across — AI reads your old spreadsheets so you don’t re-key them.
What happens →Switching shouldn’t mean starting from a blank page. Vyntworks’ AI Edit reads your existing Excel, PDF and Word quotes and rebuilds them as structured, priced line items inside Vyntworks. We bring your price lists, products and supplier base across alongside, so day one already looks familiar.
- AI Edit imports line items straight from your Excel, PDF and Word quotes
- Price lists and product tables rebuilt so your rates are ready to use
- Your supplier base brought across, ready for orders and tenders
- Start on a live job or two and grow — no big-bang data freeze
See the data-migration map — exactly what comes across and where it lands.
Templates & documents
Your quotes, orders and subcontract packs rebuilt as branded Vyntworks templates that go out looking like you.
What happens →Every document Vyntworks produces — quotes, purchase orders, the subcontract order suite — runs off templates we set up in your branding. Fast-quote templates rebuild your standard estimates, so repeat work takes minutes rather than hours. And where your team quotes with AI, we set up your AI Quote Modules alongside — reusable, versioned instruction blocks that hold your house method — so AI-assisted quoting follows your rules from the very first estimate, not someone’s best guess.
- Fast-quote templates rebuild your standard, repeatable estimates
- Branded Word & PDF quote templates set up in your house style
- AI Quote Modules capture your house quoting method — line naming, pricing rules and wording — so every AI-drafted quote follows it
- Purchase order and subcontract order document suites configured
- Your terminology applied throughout — Vyntworks speaks your team’s language
Connect your systems
Link the finance and CRM systems you already run — Xero, Sage 50, NetSuite and HubSpot — so nothing is keyed twice.
What happens →Vyntworks sits at the commercial centre and feeds the systems around it. We connect your accounting and CRM during onboarding, so costs, invoices and deals flow without re-keying.
- Xero — two-way invoice and cost sync into live cost-value reconciliation
- Sage 50 — reconciled actual costs brought into the commercial picture
- NetSuite — priced quotes pushed across with your own classification and field mappings
- HubSpot — deals become quotes with client & contact pre-filled
- Multi-currency and regional settings configured if you work internationally
See the integrations map — what flows to Xero, Sage 50, NetSuite and HubSpot, and which way.
Your team & training
Users, roles and approval routing set up — then hands-on training so your team is confident from day one.
What happens →We set your people up with the right roles and permissions, and build your approval ladder so the right person signs off spend by value. Then we train — live, hands-on sessions on your own data, with materials your team can keep.
- Users, roles and permissions configured for your structure
- A value-band authorisation ladder so approvals route automatically
- Live training on your real projects, not a generic demo
- Materials and recordings your team keeps for new starters
See the team & training close-up — roles, the approval ladder and how we get your people confident.
Go-live
The switch-over, on a date you choose — with us alongside you, not waving from the shore.
What happens →Go-live is planned, not dramatic. With your data in, templates ready, systems connected and team trained, you move your live work onto Vyntworks on an agreed date — and we stay close through the first projects to make sure everything lands.
- A planned switch-over date that fits your project calendar
- We’re on hand through your first live quotes, orders and valuations
- Any final tweaks to templates, rates or routing made quickly
- A clean handover into ongoing support and aftercare
See go-live day up close — hour by hour, so you can picture exactly how the switch runs.
What to have ready — and none of it needs to be tidy
Onboarding isn’t a mountain of prep on your side. Here’s the short list of things to have to hand — and honestly, most teams already have most of it. Don’t have something, or it’s a mess? That’s completely normal: bring what you’ve got and your specialist gathers the rest with you at discovery. Vyntworks’ AI reads your existing documents, and you approve what comes across.
Tick the ones you already have — you’ll see you’re closer than you think.
A few example quotes or price lists
However you quote today — Excel, PDF or Word. Vyntworks’ AI Edit reads them and rebuilds your line items and rates inside the platform.
Rough and inconsistent is fine — you approve everything that comes across.
Your supplier list
Whoever you buy from. A spreadsheet or a contacts export is plenty — we bring them across ready for orders and tenders.
No tidy list? We’ll build it from your recent quotes and orders.
A live project or two
A current job with its costs, so you see Vyntworks working on real work from day one — not a generic demo.
Start with a couple and grow — there’s no big-bang data freeze.
Who’s on the team
Names and roles of who’ll use Vyntworks, and who signs off what. We set up roles, permissions and your approval ladder around it.
You can refine this later — nothing is set in stone.
Your finance or CRM system
Which one you run — Xero, Sage 50, NetSuite or HubSpot — so we can connect it and stop anything being keyed twice.
Not connecting one yet? Skip it — Vyntworks works fully on its own.
A template & your logo
One of your standard documents and your branding, so quotes and orders go out looking like you, not like software.
Just the logo is enough to start — we build the rest with you.
Most teams already have most of this to hand — and whatever’s missing, we gather it together at discovery. Nothing needs to be tidy.
The heavy lifting is ours
The worry we hear most is that onboarding will pull your team off real work for weeks. It won’t. Here’s the honest split of who does what — the bulk of it sits with us, and your part is measured in hours, spread across the weeks, around the jobs you’re already running.
- Migrating your quotes, price lists and suppliers across
- Rebuilding and branding your quote and document templates
- Wiring up the systems you already run — Xero, Sage 50, NetSuite or HubSpot
- Configuring users, roles and your approval routing
- Preparing and running training on your own projects
- Orchestrating go-live day, start to finish
- Staying close through your first live jobs and beyond
- A couple of hours at discovery to show us how you work
- A few example documents to bring across — messy is fine
- A handful of decisions and sign-offs along the way
- Your team on the training sessions — on real work
- Choosing the go-live date that suits you
Notice what’s not on your list: no team downing tools for weeks. That’s the whole point of managed onboarding — done with you, not left to you. See your own plan →
Prefer to watch? A guided walkthrough is on its way
We’re producing a short, narrated tour of onboarding — from your first upload to go-live — so you can see exactly how the hand-holding works before you commit. Until it lands, we’ll gladly walk you through it live, at your pace.
A step-by-step tour of your journey onto Vyntworks — discovery, your data migrated, templates, integrations, training and go-live — is in production.
Your data comes with you — not a blank page
The fear is an empty platform and weeks of copy–paste. The reality: Vyntworks’ AI Edit reads the files you already work in — Excel, PDF and Word — and rebuilds them as structured, priced, ready-to-use records inside Vyntworks. You review every mapping before it lands.
AI reads your files
Excel, PDF and Word quotes are parsed into structured, priced line items automatically — the slow copy–paste that makes switching feel huge simply doesn’t happen.
You review before it lands — and it’s reversible
Nothing is imported blind, and nothing is irreversible. Vyntworks proposes how each line maps in and you approve it — and the state before an import is saved automatically as a restore point, so any step can be rolled straight back in one click. What lands is exactly right, with your rates and structure intact, and you can’t lose or break what you already have.
We’re alongside for the rest
Suppliers, historic projects and the awkward edge cases are migrated with you, at the pace your lane sets — never dumped on you to sort out alone.
Mid-build on live jobs? They come across as they stand
The quiet worry isn’t the price list — it’s the half-finished job. You don’t wait for a clean break, freeze work, or finish everything first. A running job comes in at the point it’s reached: set up from the contract or estimate as it stands, then the cost you’ve already committed and the work valued to date recorded against it — so its margin and cashflow read true from day one, and the job simply runs forward in Vyntworks.
- Comes in at its current position — no waiting for a clean break
- Committed purchase & subcontract orders recorded, not re-keyed
- CVR, WIP, committed-vs-budget & retention read right from day one
- One live job at a time — you keep trading, no big-bang cutover
See where committed cost meets live value on cost control, or tell us about a job that’s already running and we’ll map it with you.
Your specifications come across too — not just your prices
If yours is a spec-heavy trade, the words matter as much as the rates — years of refined specification wording you’d dread retyping. You don’t retype it. When your standard specifications already live in a Word document, we import it straight into your Spec Library during onboarding: each bold heading becomes a named block and the paragraphs beneath become its body — so your house language is ready to drop into quotes from day one, not rebuilt clause by clause after you’ve switched.
- Your specifications Word doc imported into the Spec Library — headings become named blocks, no re-keying
- The house language you’ve honed over years arrives ready to use on quotes from day one
- Near-identical variants? Duplicate an existing block and tweak it — never start from scratch
- Yours to maintain afterwards: any signed-in user can edit a block the moment they spot it
See how the Spec Library reads onto a quote on the platform, or send us your spec document and we’ll bring it across with you.
Your quote’s own columns come across — not flattened into text
Some trades price line by line on their own measurements — a blind, a window, a sign each carries its width, drop and fabric, not just a description and a price. The quiet worry is those columns collapsing into one grey paragraph on the new system. They don’t. Your per-item fields are set up during onboarding so every line keeps its own structured values — captured per line and wired straight into the branded Word and Excel templates, exactly where they print today.
- Declare your own per-item fields — width, drop, fabric, whatever your trade quotes on
- Brought across per line, not flattened into the description — so quotes stay clean and sortable
- Wired into your branded Word & Excel templates as placeholders — they print where they always have
- From then on AI Edit fills them line by line as it builds — never left blank for someone to key in after
See how per-item fields read onto a quote and its template on the platform, or show us a typical quote and we’ll map your columns with you.
This is Step 02 of the journey in detail. See where it sits in the full path back up in the six steps, or tell us what your data looks like and we’ll map the move with you.
Vyntworks at the centre — your systems stay in step
Vyntworks doesn’t replace your finance or CRM software — it sits at the commercial centre and keeps them in sync. During onboarding we connect the systems you already run, so costs, invoices and deals move on their own. Nothing is keyed in twice.
You don’t have to be on Xero or Sage to go live
Connecting your accounts is something we set up with you — but it’s never a gate that holds up go-live. Not on an accounting system yet, or not ready to connect one on day one? Raise invoices Locally inside Vyntworks: each one sits against a real job, issues as a branded PDF or Excel, and you mark it sent then paid — held to the same approvals as everything else. Connect Xero or Sage later, whenever it suits, and from then on your invoices follow it automatically — nothing keyed twice, no figure sitting in two states at once.
See how invoicing works → Tell us where your accounts live →
One more you can switch on — the AI assistant your team already uses
You don’t have to move your whole team into a new screen to get the benefit. The assistant they already work in — Claude, ChatGPT, VS Code and other MCP-capable tools — connects to your live data through one secure per-company connector. It reads first, every change waits for someone to approve it, and an admin turns it on once — revocable in a click. If you want it, we set it up with you during onboarding.
We set these connections up for you during onboarding — and multi-currency or regional settings too, if you work across borders. See every connection in detail on the Integrations page, or tell us what you run and we’ll map the flow with you.
Your suppliers are ready to work from day one
Importing a supplier list sounds like the dull part — but it’s where Vyntworks quietly removes a real fear: “we’ll never get everyone set up perfectly before we can start.” You don’t have to. Your base comes across with you, you can start before it’s pristine, and from the first week your suppliers are wired into orders, tenders and live spend.
Your base comes with you
Start before it’s perfect
A working procurement network
Bringing your suppliers across is part of Step 02 — but the real reassurance is what comes next: from week one they’re ready for purchase orders, competitive tenders and live spend tracking. See it end to end on the Procurement & Tendering page, or tell us about your supplier base and we’ll bring it across with you.
Measuring-to-quote from day one
This one’s for the measured trades — ceilings and partitions, drylining, flooring, screeds, groundworks, anyone who prices by area, length or count. If today you measure off architects’ PDFs by hand and re-price from scratch every time a drawing is revised, onboarding sets Vyntworks up so that stops on day one: you take the quantities off the drawing itself, and they flow straight onto a priced quote.
What we set up with you
By go-live the whole measure-to-quote path is configured on your own drawings and your own rates — and the governance is the same as the rest of Vyntworks: the AI drafts a proposed takeoff, and you approve every figure before it reaches a quote.
- Your rate library comes across first — so a quantity prices the moment it’s measured, in your own rates, not against a blank sheet
- Takeoff set up on your own drawings — each sheet calibrated to its printed scale before a single measurement is taken
- Quote lines linked to the measurements — the number on the quote is the number on the drawing, not a hand-typed copy
- Revisions never mean re-pricing from scratch — reissue a drawing and a drift indicator flags exactly which priced lines moved
- You approve every figure — the AI proves each quantity against the drawing or hands it back; nothing lands on a quote unchecked
Basic takeoff from PDF drawings is there from the start; the advanced module is tailored to how you measure. See it in full on the platform, or tell us how you measure today and we’ll map it with you.
Your team, set up and sure of themselves
The worry isn’t just the data — it’s your people. Who can see what? Who signs off spend? Will everyone actually use it? Onboarding settles all three: the right access for every role, approvals that route themselves by value, and live training on your own projects until the team is genuinely confident.
Three tiers — regular users, client admins and a restricted super-admin — with sensitive areas locked to the top tier and per-user permissions that gate exactly who can do what.
We build your authorisation ladder during setup: company-wide value thresholds, each routed to its own approver — and the request lands in that approver’s inbox with signed Approve and Decline links, so they sign off without logging in. And where a sign-off needs to travel through several people in a set order — Accounts checking the figures, then a manager approving, then it sends — we set that ordered chain up alongside the value ladder, on the same one-click inbox approvals. No order leaves the door unsigned, nobody chases approvals by hand, and the people who mainly sign work off never have to learn a new screen to do it.
Trained on your own work
Live, hands-on sessions run on your real projects and templates — not a generic demo — so the team learns Vyntworks doing the job they actually do.
Materials your team keeps
Session recordings, quick-reference guides and a full help centre stay with you — so new starters get up to speed long after go-live, without waiting on us.
Help on every screen
Ask Vynt, the built-in helper, is on every page from day one — press ? and it answers in the context of the screen you’re on, your role and the modules you use. It only ever answers, never changes your data, so anyone can lean on it the moment they’re unsure — and it comes with every plan.
As much help as you want
Who does what flexes by lane: drive setup yourself with our support, do it together with a named contact, or have us run the whole rollout end to end.
This is Step 05 of the journey in detail. See exactly how roles, permissions and authorisation tiers work on the Security & access page, or tell us how your team is structured and we’ll set it up with you.
Go-live day, hour by hour
The last fear is the switch itself — the day everything moves and, you imagine, everything breaks. It doesn’t work like that. Go-live is a planned, supported day with your named specialist beside you from before you start. Here’s roughly how it runs.
We’re on before you start
Your named specialist is online before your team logs in. A final go/no-go together: your data’s in, templates are branded, and Xero, Sage 50, NetSuite or HubSpot are connected. Nothing goes live until you’re happy it’s ready.
The first live quote goes out
Your estimator sends a real quote from Vyntworks — priced from your own rate library, in your branding. The first one with us right beside you, so it feels routine by the second.
Real orders, real suppliers
You raise the day’s purchase and subcontract orders, and your imported suppliers receive them straight from Vyntworks. The procurement side is working for real, not in theory.
A quick check-in to catch anything early
A short huddle to smooth any snags while they’re small. A rate to tweak, a template line to adjust, an approval route to fine-tune — we make the change on the spot, not next week.
The team finds its feet
Everyone runs their own jobs with us on hand — questions answered live in the moment by a person who knows your setup, not logged as tickets and queued. By the afternoon it stops feeling new.
You’re live — and we don’t disappear
By the end of the day you’re running on Vyntworks. We stay close through your first projects and into aftercare — a planned landing, not a leap off a cliff.
This is Step 06 of the journey up close — and the day itself is calmer than the fear of it. See where it sits in the full path back up in the six steps, or tell us your ideal go-live window and we’ll plan the day around it.
And when the work’s finished — closing it out cleanly
Everyone asks how work gets in. What decides whether a job ends well is how it gets signed off — and today that’s usually a punch list scribbled on a walk-round, photos stuck on somebody’s phone and defects chased by email while the final account drags. Vyntworks keeps snagging and handover on the same project as the estimate, the orders and the costs. Onboarding sets it up in your categories, your zones and your own handover document, so the first job you close out comes off your own paperwork.
Every project gets its own snag register, built to be filled in on a phone or tablet in the browser while you’re on site — there’s nothing to install. Each defect carries its zone, its category, the subcontractor responsible and the photo you took standing in front of it.
The subcontractor marks their fix done
From a login scoped to only the snag lists you grant them — never your projects, your margins or your other suppliers.
Your team confirms it internally
Your own check comes next, so a defect is only put right once somebody of yours has actually seen it.
The client signs it off
Their acceptance is the final stage — and the point at which the item is genuinely closed.
That trail is exactly the record you want when the client asks what was outstanding, and when the final account and any retention come round.
And here’s what falls out of it at handover — not a screenshot of our software, but the defects schedule you already issue, filled in and ready to send.
| Ref | Zone | Category | Defect | Responsible | Photo | Sign-off |
|---|---|---|---|---|---|---|
| S‑01 | Level 2 — east wing | Cosmetic damage | Scuff to plasterboard reveal | Joinery subcontractor | Client signed | |
| S‑02 | Level 1 — reception | Functional | Door closer needs adjustment | M&E subcontractor | Awaiting client | |
| S‑03 | Roof — plant deck | Cleaning | Debris to gutter run | Groundworks subcontractor | Team confirmed |
The same register your team filled in on the walk-round, exported straight into the schedule you hand over today. Each field lands in the column you keep it in, the site photos are embedded and sized to your template, and the sign-off stage travels with every line. Onboarding maps that template once — so from your first handover the pack comes off your own paperwork, with nothing re-typed into Excel by hand.
Your categories, your zones
We agree the defect categories and zone names your sites actually use, so the register reads the way your team already talks about a job — from the very first walk-round.
Your handover document
We map the defects schedule you use today as your export template — which column each field lands in, the start row, how photos are sized — so the pack you hand over is in your house style, photos embedded, generated in a click.
Access that stops at the snag list
Subcontractor logins are set up alongside your own team’s roles, scoped to only the lists you grant. They work through their defects and see nothing else of yours.
Snagging and handover are core to the platform, not a paid add-on — and they sit on the same project as the estimate, the orders and the live costs, so the walk-round and the final account are one record. See it in full on the Platform page, check how scoped access works under Security & access, or tell us how you close jobs out today and we’ll set it up around that.
A rough map of the weeks ahead
Every business is different, so timings flex — but this is the honest shape of it. Most teams are running live work within weeks, with the full rollout settled in a couple of months.
Kickoff & discovery
We meet your team, map how you work today and agree the plan, the lane and the dates.
Data, templates & integrations
Your quotes, price lists and suppliers come across; templates are branded; Xero, Sage 50, NetSuite or HubSpot connected.
Team setup & training
Users, roles and approval routing configured, then live hands-on training on your own projects.
Go-live & aftercare
A planned switch-over on your date — then we stay close through your first live jobs.
Smaller, simpler setups move faster; larger multi-team rollouts take a little longer. We’ll give you a realistic timeline at discovery — and stick to it.
As hands-on, or hands-off, as you want
Onboarding is included with every plan — the journey is the same six steps for everyone, and what changes is how much we do alongside you. Pick the lane that fits your size and complexity; we’ll confirm the right one at discovery.
Self-serve
Smaller teams & simpler setups
Up and running under your own steam, with the tools and guidance to do it confidently.
- Guided setup checklists and step-by-step help
- AI Edit to import your own quotes and price lists
- Onboarding webinars and a full help centre
- Email support whenever you’re stuck
Pairs naturally with Core
Talk this lane through →Guided Most chosen
Most growing project businesses
We set up alongside you — a named contact and scheduled sessions take the weight off your team.
- A named onboarding contact who knows your account
- Scheduled working sessions — we configure with you
- We migrate your data and build your templates together
- Live team training on your own projects
Pairs naturally with Pro
Talk this lane through →White-glove
Larger, multi-team or complex rollouts
We do the heavy lifting end to end, so your team can keep delivering while we get you ready.
- Full-service data migration and bespoke template build
- Integrations, multi-currency and regional setup handled for you
- Multi-session training across estimating, procurement & commercials
- Phased go-live and a dedicated aftercare plan
Pairs naturally with Enterprise
Talk this lane through →Side by side
| Self-serve Pairs with Core | Guided Most chosen · Pairs with Pro | White-glove Pairs with Enterprise | |
|---|---|---|---|
| Best suited to | Smaller teams & simpler setups | Most growing project businesses | Larger, multi-team or complex rollouts |
| How setup happens | You drive it, we guide | We configure it with you | We do it end to end |
| Named onboarding contactSomeone who knows your account | |||
| Data migrationYour quotes, rates & suppliers | Self-import with AI Edit | Migrated together | Full-service, done for you |
| Templates & documentsQuotes, orders & branded docs | Build from our templates | Built with you | Bespoke build for you |
| Integrations set upXero · Sage 50 · NetSuite · HubSpot | Guided self-connect | Set up with you | Configured for you |
| Team training | Webinars & help centre | Live sessions on your projects | Multi-session, role-based |
| Multi-currency & regional setupFor international or multi-entity | |||
| Go-live | When you’re ready | Planned with you | Phased & managed |
| Aftercare | Help centre & email | Post go-live check-ins | Dedicated aftercare plan |
Onboarding is included with every plan — the lane simply sets how much we do alongside you, and we’ll agree it together at discovery. See how the lanes sit against our plans on the pricing page.
New systems have a reputation. This one lands.
Plenty of software goes in half-configured and quietly never gets used. Vyntworks onboarding is built to design out every way that happens — here’s each one, and how we handle it.
How it usually stallsA big-bang switch that stops live work dead on day one.
We run in parallel
You start on a live job or two and grow at your own pace — never left without a working system.
How it usually stallsYou’re handed a login and a manual, then left to work it out.
A named specialist, alongside you
A real person who knows your account sets Vyntworks up with you — and stays through go-live and after.
How it usually stallsA generic setup that doesn’t match how you actually work.
Built around your business
Your data, your templates and your team’s terminology — configured to fit you, not an off-the-shelf shell.
How it usually stallsEverything re-keyed from scratch, so day one feels like starting over.
Your work comes with you
AI Edit rebuilds your quotes, rates and suppliers inside Vyntworks, so day one already looks familiar.
How it usually stallsThe team never really adopts it, and it quietly goes unused.
Training that sticks
Live sessions on your own projects, with materials your team keeps — so it holds long past week one.
How it usually stallsMomentum fades a month in and the rollout stalls.
We stay after go-live
Aftercare, check-ins and real people on the phone keep Vyntworks landing long after the switch.
It’s the whole reason onboarding is managed, included and done with you, not left to you. Build your onboarding plan →
You’re never on your own once you’re live
Onboarding doesn’t end the day you switch over. Your named specialist stays with you — we check in, we keep training as your team grows, and a real person answers the phone — so Vyntworks keeps paying its way long after week one.
- Real people on the phone — who know the platform and your setup
- Check-ins after go-live to catch anything early
- Ongoing training and materials for new starters
- New features rolled out with you, never sprung on you
The questions everyone asks first
How long does onboarding really take?
Most teams are live on real projects within a few weeks, with a full rollout completed in a couple of months. Simpler setups go faster; larger, multi-team rollouts take a little longer. You’ll get a realistic timeline at discovery, before you commit.
What happens to our existing quotes and spreadsheets?
They come with you. Vyntworks’ AI Edit reads your existing Excel, PDF and Word quotes and rebuilds them as structured, priced lines inside Vyntworks, and we bring your price lists and supplier base across too. You keep your rates and your way of working — nothing is thrown away.
What about our old system and years of history?
You’re not forced to move everything on day one. Your live and in-flight work comes across for go-live, and your old system can stay on as a read-only archive for as long as you need it — there’s no rush to switch it off. Historic projects and past records are brought across with you, at the pace your lane sets: AI Edit can rebuild old quotes from the files you already have, and we migrate the history that earns its place. You decide what moves now, what moves later, and what simply stays as reference.
Is our data locked in — can we get it back out?
Your data stays yours. The quotes, projects, price lists, suppliers and commercial records you build in Vyntworks are your own — and they come out as ordinary, usable files whenever you want them: quotes and reports export to Excel, documents to branded PDF and Word, in a click. Nothing is trapped in a proprietary dead-end. If you ever chose to move on, you’d leave with your data in standard formats you can open anywhere. For anything about notice periods or contract terms, your named specialist will talk you through it plainly — just start the conversation.
Will it disrupt our live projects?
No big-bang switch. Most teams start on one or two live jobs and run them in Vyntworks alongside business as usual, then grow at their own pace. Go-live happens on a date you choose, when you’re ready.
Do we have to set everything up ourselves?
Only if you want to. Choose the guided or white-glove lane and a named contact does the heavy lifting with you — data migration, templates, integrations and training. Prefer to drive it yourself? Self-serve gives you the tools and support to do exactly that.
Which systems can you connect us to?
For finance, Xero, Sage 50 and NetSuite; for CRM, HubSpot. We set these up during onboarding so costs, invoices and deals flow without re-keying. See the full picture on the Integrations page.
What does onboarding cost?
Nothing on top — onboarding is included with every Vyntworks plan, because a system your team never properly lands on isn’t worth paying for. At discovery we’ll agree the lane, the timings and exactly what we handle for you, so there are no surprises — start the conversation.
Let’s map your onboarding together.
Tell us how you work today and we'll show you the exact path onto Vyntworks — timings, lane and what we handle for you.