Totum AI Multi-Company Workspace Setup (Onboarding)

Totum AI Multi-Company Workspace Setup (Onboarding)

1. 01

   Create the agency's Totum AI workspace and confirm the subscription rate before scoping any client work

   The published Multi-company workspace plan is ₹4.20 monthly, but the vendor cost basis is not published in pricing_tiers, so confirm subscription and usage rates directly with Totum AI before quoting a retainer. Record the confirmed figure in the client's delivery file.

2. 02

   Validate ERP connectivity against at least one supported system (Tally, Zoho, or Busy)

   Submit a test bill through each capture format the client will use (text, voice note, image, PDF, spreadsheet) and confirm Totum AI produces an ERP-ready entry. Do not onboard a client until at least one write-back path is proven end to end.

3. 03

   Connect the client's capture channels: Gmail, WhatsApp, and Slack

   Map which channel each client contact will use for document submission. WhatsApp suits field staff and vendors sending photos of bills; Gmail suits forwarded supplier invoices; Slack suits internal approval threads. Document the channel map so delivery staff do not chase documents in the wrong inbox.

4. 04

   Switch company context inside the workspace and verify each entity resolves to the correct books

   The workspace supports multiple companies in one view (for example Acme and Studio). Use the company switcher to confirm Totum chat answers pull from the right ledger before the client sees any output. A wrong-entity answer in week one damages the retainer more than a slow answer.

5. 05

   Configure the bill approval flow and any custom Gem for reporting or collections

   Set the approval thresholds the client actually uses, then build the reporting Gem that produces the monthly financial summary. Keep the first Gem narrow: receivables, payables, and reconciliation status. Add collections workflows only after the first month's close runs clean.

6. 06

   Run bank and vendor reconciliation on live data and log every manual intervention

   The goal is reconciliation without manual intervention. Every exception you touch in month one becomes a rule, a mapping fix, or a client-side process change. Hand the exception log to the client at the end of onboarding as evidence of what was automated.

7. 07

   Train client staff on document submission and set the escalation path

   Show staff how to send bills via WhatsApp, Slack, or Gmail and what happens after submission. Give them one named contact at the agency for exceptions. Confirm the client understands that Totum AI surfaces carry the Totum AI brand, since no white-label option is published.

8. 08

   Hand off to the monthly delivery cycle with a signed scope

   Lock the deliverables, the reporting cadence, and the entity list in writing. Note that the India-hosted infrastructure and in-progress SOC 2 certification may need a client conversation if their procurement team asks about data residency or certification status.