xtraCHEF: Get Started With the Setup Checklist

In this Article:

• Checklist Overview
• Checklist Steps
  • Initial Setup
  • Automate Your Accounting
  • Upload 10+ Invoices
  • Create 1+ Purchase Category
  • Categorize 1+ Item
• Next Steps

Checklist Overview

Welcome to xtraCHEF! Upon signing in for the first few times, you may notice a checklist located on your screen. This is here to help you get started on this new platform and lay out the actions you can take to get optimized for success on xtraCHEF!

This initial setup checklist will remain a part of your xtraCHEF dashboard/account until the action items listed are completed.

Checklist Steps

There are five main steps to set yourself up on xtraCHEF - outlined in your setup checklist. Those steps are:

• Complete initial setup
• Automate your accounting
• Upload 10+ invoices
• Create 1+ purchase category
• Categorize 1+ item

Detailed instructions and related resources are listed for each step in the sections below.

Initial Setup

From your staff members to accounting and beyond, your business is unique. The initial setup also referred to as activating your xtraCHEF account, enables your Onboarding team to gather vital information on your operation and establish your integrations (i.e., QuickBooks or another accounting-related platform). This is the starting point on which all other setup steps build.

Automate Your Accounting

You will be prompted to complete the account activation process upon signing in for the first time. However, if you initially skipped this step, you can always return by selecting Initial Setup in your checklist.

Looking for a step-by-step guide on the account activation process? Visit our article titled .

Upload 10+ Invoices

Uploading invoices (or receipts) is an essential step towards cost-tracking insight and the Accounts Payable (AP) automation component of xtraCHEF. AP Automation is a core xtraCHEF service that automates your bookkeeping reconciliation and coding process using machine learning.

In fact, without uploading documents, xtraCHEF cannot begin to provide value to you and your business. You can start to upload documents to xtraCHEF in any of these 5 ways:

• Uploading document files via your desktop computer
• Taking photos of documents via the xtraCHEF mobile app
• Creating invoices or receipts manually via your desktop computer
• Emailing PDF files to your location's unique xcinvoice email address
• Integrating with your approved vendors via an EDI

Want to learn more about uploading documents or view a step-by-step tutorial for each option? Read more about our and options.

Create 1+ Purchase Category

With your invoices uploaded, they begin the reconciliation process. The reconciliation becomes automated over time as you teach xtraCHEF how to recognize and break out your invoices. However, before you’re able to break out these invoices, you will first need to establish the framework to do so.

Upon introduction to your Onboarding Consultant, you should receive steps on integrating your accounting system directly with xtraCHEF or uploading your business's chart of accounts (COA) containing your general ledger (GL) codes. Doing so will create purchase categories for you to select and code your items during Map Invoice Items. It will also fulfill this checklist item.

Some things to note for users with multiple QuickBooks Online accounts with multiple xtraCHEF locations within a single tenant:

• While we do allow for multiple QuickBooks Online accounts to be connected to a single tenant, xtraCHEF is only capable of storing and using a single COA list and vendor list for all locations to share and use within the product.
• Because of this, we must ensure that each QuickBooks Online account has identical COA and vendor lists before proceeding. If the lists do not match, you will need to work with your Onboarding Consultant to discuss options:
  • You can update your list to match across all accounts before proceeding. This will provide the maximum product benefit.
  • You can request additional tenants to use individual COA/vendor lists for individual locations.

Pro tip: You can go a step further by creating your own custom purchase categories, creating an additional layer of insight into more categorical spending within your GL codes, should you choose to do so.

To review, edit, or create new purchase Categories, select the gear icon in the top right corner of your account. Then, select Categories

This will take you to your Categories page. Here, all default categories and any existing custom categories you've created will be displayed. To create a new category, select + Add Custom Category. Then fill in the required information such as the GL code that this category will report to, the Description (name), and additional fields if necessary. Once finished, select + Add.

Want to dive into and customize your categories even further? Visit .

Categorize 1+ Item

With purchase categories in your xtraCHEF account, you can now proceed with the previously mentioned reconciliation process and map your invoice items. Many or all of your invoice items may have been automatically mapped to default categories within xtraCHEF, so you may not find any items on this page.

In Map Invoice Items, you can begin to ‘code’ the individual invoice items from your uploaded documents to your GL codes and customized purchase categories. Once an invoice item is mapped and the invoice has been submitted, xtraCHEF will learn and repeat this action for you in the future.
 

In fact, whenever a previously code invoice item #, invoice item description, and vendor are recognized, automation will complete this step on your behalf.

To begin, select Map Invoice Items from your navigation menu. Then select the corresponding purchase category for your invoice items using the drop-down pictured below.

Once an invoice is entirely mapped, select Submit selected items. This will save your work and push the invoice through the last step in its reconciliation journey. Read to learn more.

Next Steps

Now that you’ve covered the basics, you’re in the right place to continue the xtraCHEF Onboarding journey (and even closer to utilizing the insight now at your fingertips).

To continue learning and leveraging your xtraCHEF subscription, consider joining our for a look at what come’s next.

As you continue your xtraCHEF journey, return to Support Center. Support Center is your one-stop shop for helpful ‘how to’ articles, video tutorials, guides, and more. Simply type in the xtraCHEF feature you are looking for assistance with into the search bar and visit our related resources.