How Long Does an Iplicit Implementation Take?

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What is Iplicit?

When growing, many organisations find that their finance system is unable to accommodate their needs. Iplicit is a cloud-based accounting solution that charities and businesses find effective in unlocking their growth potential without the complexity and cost of enterprise ERP systems.

As it is a true-cloud solution, organisations do not need to maintain hardware for their finance system. Additionally, all data is stored securely in the cloud as a single source of truth, so finance teams do not need to manually reconcile spreadsheets across departments.

The system delivers sophisticated financial management including fund accounting, grant tracking, multi-entity consolidation, budgeting and forecasting, and comprehensive financial reporting. It is no surprise that organisations choosing Iplicit benefit from rapid implementation and near-zero customer churn.

What is an Iplicit Implementation?

To fully utilise Iplicit, it first must be implemented. Many finance leaders know their software needs upgrading but are put off by the thought that the change would be painful. Recent research by Iplicit found that concerns about implementation were a major factor preventing organisations from upgrading their finance systems.

Expense, lack of internal resources, and the fear that the transition would be complicated were all cited as barriers. So were concerns that the organisation might have to run two systems in parallel to avoid losing old data.

From its inception, Iplicit aimed to drastically reduce the cost and upheaval of implementing new software. Some complicated enterprise resource planning (ERP) systems can take anything up to 75-120 business days to implement, spread over a year or more.

Iplicit can be implemented in as little as 16 business days, compressed into a single calendar quarter.

This rapid implementation timeline is one of the platform's defining advantages, allowing organisations to start realising benefits quickly without extensive disruption to daily operations.

If you want to learn more about our Iplicit implementation service, please contact us.

Iplicit Implementation Timeline

Iplicit's implementation process is led by experienced implementation consultants who bring years of expertise implementing not only Iplicit but many other finance systems. The process follows a streamlined, proven methodology that balances speed with thoroughness.

Project Kick-Off and Requirements Definition

The implementation process starts with a Project Kick-Off discussion about what the project will involve, how long it will take, and what the customer wants their Iplicit set-up to look like.

Each party agrees on what their team needs to do and what the customer's requirements are – including:

What data must be brought across from the old system
What financial reporting will be required
Who will have access to the system and with what permissions
Who needs training and at what level

All this is summarised in a Project Initiation Document (PID) which is signed off before implementation begins. This step ensures complete clarity and alignment before any configuration work commences.

Timeline: Typically 1-2 business days for initial discussions and PID creation.

System Configuration and Sandbox Creation

Iplicit provides extensive opportunity for customers to decide what they want from their finance system and how it should be configured.

A "sandbox" environment is set up using some real data, so users can get hands-on and begin making decisions about how the system should be customised. This risk-free learning environment allows your team to practice and experiment without any risk of breaking anything.

The sandbox serves as a collaborative workspace where:

Chart of accounts is configured
Department and cost centre structures are established
Workflow approvals are designed
User permissions are set up
Reporting templates are customised

As the process goes on, the sandbox is refined to reflect the way the customer wants the live system to work. This continuous refinement means your sandbox evolves to match your requirements as you discover what works best for your organisation.

Timeline: Configuration work progresses iteratively throughout the implementation, typically 5-7 business days of active configuration alongside other activities.

Data Migration

This means shifting the data from the old finance system onto the new one. Iplicit helps you manage your data transition by providing guidance as to what data you need to bring across and supplying import templates for all of your static data.

Critical data to be migrated includes:

Chart of accounts and opening balances
Supplier and customer records
Product or service catalogues
Historical transaction data (if required)
Budget information

At this point, it's a great opportunity for you to review your data and cleanse anything you don't want to bring across, so you start with completely cleansed data.

Iplicit is unique in that it has a data archive facility which allows users to bring across their old financial data safely, without cluttering the live system. This means you maintain full historical visibility whilst keeping your working environment clean and performant.

Data is moved into the new system so everything can be tested, with revisions made as necessary. Unlike some systems that require extensive data transformation, Iplicit's import templates and data architecture make this process straightforward.

Timeline: Data migration preparation and initial import typically take 3-5 business days, with refinements happening alongside testing.

Testing and User Acceptance

Once all the data is migrated and the system is configured, thorough user acceptance testing ensures everything runs as it should.

Testing involves:

Validating that imported data is correct
Confirming workflows operate as expected
Testing reporting outputs against known results
Ensuring integrations function properly
Verifying user permissions are appropriate

The customer decides when everything is good to go. Iplicit addresses all findings and only launches when you're completely satisfied. This "your approval drives the timeline" approach ensures you never feel rushed into going live before you're ready.

Timeline: Testing and refinement typically take 4-6 business days, though this can vary based on organisational complexity and how quickly issues are identified and resolved.

User Training

Training is delivered as required, through hands-on experience, demonstrations, videos, and webinars.

Iplicit's approach focuses on building capability within your organisation. Comprehensive training equips your team for success, leaving you confident enough to train your own staff going forward. This "train the trainer" model reduces ongoing dependency and empowers your team.

Training covers:

Day-to-day transaction processing
Month-end procedures
Reporting and analytics
Budget management
System administration

Timeline: Training occurs throughout the implementation process rather than as a distinct phase, integrated with hands-on sandbox experience. Formal training sessions typically total 2-3 business days spread across the implementation period.

Go-Live

The system can go live all at once or in phases, depending on the customer's requirements.

Many organisations prefer a "big bang" go-live at a natural break point such as the start of a financial period. Others opt for a phased approach, perhaps starting with core accounting before adding modules like expenses, timesheets, or project costing.

The Go-Live Sign-Off Date is formally documented, confirming that Iplicit has completed all measures within the Project Initiation Document. At this point, you transition from the sandbox environment to your production system.

Iplicit's UK-based customer support team remain on hand to deal with any queries during go-live and beyond. Close contact during implementation is followed by ongoing assistance from the support team.

Timeline: Go-live typically occurs over 1-2 days, with intensive support during the cutover period.

Post-Implementation Support

Unlike some providers who disappear after go-live, Iplicit provides continuous support. The UK-based customer support team remains available to deal with queries and put requests on a wish list for future development.

With an excellent Net Promoter Score and near-zero customer churn, organisations can be confident they're in good hands long after implementation completes.

Total Implementation Timeline

Minimum timeline: 16 business days, compressed into one calendar quarter (approximately 3 months)

Typical timeline: 16-18 business days of active implementation work, spread over 8-12 calendar weeks

Complex implementations: May extend to 20-25 business days for organisations with extensive customisation requirements, multiple legal entities, or complex data migration needs

This compares extraordinarily favourably to enterprise ERP implementations, which typically range from 75-120 business days spread over a year or more. The condensed timeline means:

Less disruption to daily operations
Faster time to value
Lower implementation costs
Reduced strain on internal resources

What Makes Iplicit Implementation Different?

Streamlined and Process-Driven

The implementation and onboarding process is streamlined and process-driven to ensure a positive customer experience. Years of experience have refined the methodology into an efficient, proven approach.

Collaborative Rather Than Prescriptive

You work closely with Iplicit's implementation team to configure the system exactly how you need it. This isn't a "take it or leave it" implementation – it's tailored to your business whilst leveraging best practices.

Risk-Free Experimentation

The sandbox environment allows you to try things, make mistakes, and refine your approach without any risk. This builds confidence and ensures the final configuration truly meets your needs.

Focus on Building Internal Capability

Training focuses on empowering your team to manage the system independently. You're not left dependent on external consultants for every change or question.

Factors That Can Affect Timeline

Whilst Iplicit's standard implementation is remarkably quick, several factors can influence the exact timeline:

Data Complexity Organisations with decades of historical data, multiple legacy systems, or poorly structured existing data may require additional time for data cleansing and preparation.

Organisational Readiness How quickly you can make decisions, provide information, and allocate resources affects timeline. Organisations with clear requirements and responsive stakeholders progress faster.

Customisation Requirements Whilst Iplicit offers extensive configuration options, organisations requiring bespoke modifications or complex integrations with other systems may need additional time.

Multiple Legal Entities Charities or businesses operating multiple legal entities with consolidation requirements typically need more configuration time than single-entity organisations.

Integration Complexity Integrations with donor management, CRM, or fundraising platforms add time depending on complexity. However, Iplicit's open API and pre-built connectors to popular charity systems streamline this process.

Internal Resource Availability If key stakeholders are only available part-time for the implementation, this naturally extends the calendar time required, though active implementation days remain similar.

Best Practices for a Successful Iplicit Implementation

Allocate Dedicated Resources Assign clear ownership for the implementation project within your organisation. Having a dedicated project lead who can make decisions and coordinate resources significantly smooths the process.

Engage Stakeholders Early Involve budget holders, department heads, and end users in requirements definition and sandbox testing. Their input ensures the system configuration supports actual working practices.

Use Implementation as an Opportunity to Improve Processes Don't simply replicate your current processes in new software. Use implementation as a catalyst to eliminate manual workarounds and streamline workflows.

Be Prepared to Make Decisions The implementation team will present options and seek your input regularly. Having authority to make decisions without lengthy approval processes keeps the project moving.

Invest Time in the Sandbox The more thoroughly you test and experiment in the sandbox environment, the more confident you'll be at go-live and the fewer issues you'll encounter.

Plan Your Go-Live Timing Choose a go-live date that makes sense for your business – typically at the start of a financial period and avoiding your busiest operational periods.

Communicate Internally Keep your wider team informed about the implementation progress, upcoming changes, and what to expect. This reduces resistance and builds enthusiasm for the new system.

Getting Started with Iplicit

For charities and growing businesses considering Iplicit, the implementation timeline is one of the platform's most compelling advantages.

If you've been putting off upgrading your finance system due to concerns about a lengthy, disruptive implementation, Iplicit's proven 16-day methodology offers a refreshing alternative. You can move from decision to go-live within a single quarter, with minimal disruption to your daily operations.

Cloud Doing Good partners with both Iplicit and NetSuite, which means we can provide genuinely independent advice on which platform fits your organisation's specific needs, complexity, and growth trajectory.

Our systems accountants understand the nuances of charity finance and can guide you through the implementation process, from initial planning through go-live and beyond.

Talk to our systems accountants today to discover whether Iplicit's rapid implementation approach is right for your organisation.

Book your 15-minute discovery call to explore how Iplicit can simplify your finance operations, automate manual processes, and give you real-time visibility – wherever you work – all delivered in a fraction of the time traditional ERP implementations require.