Our Process, Your Transition & Onboarding
Our onboarding process reflects our “Good Sage Guys to Deal With” ethos.
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When you’re researching a product or service, finding information is easy.
But what about the next step, what happens after you decide what you want and who to partner with?
Will the presales enthusiasm translate to your project? Will you receive the training you need? Will your implementation run well? Will support still be there once you’re live?
At PKF Smith Cooper Systems, we believe in complete transparency. Our onboarding process reflects our “Good Sage Guys to Deal With” ethos, clear communication, honest timelines, and unwavering support from day one.
We don’t just deliver Sage solutions; we deliver confidence, clarity, and a genuinely positive experience.
Implementing a new financial system is a significant investment
Our comprehensive onboarding and transition process makes your move to PKF Smith Cooper Systems as seamless as possible.
Unlike many software providers who step back once you’re live, we stay right by your side. Your dedicated account manager is always there to answer questions, share useful resources and suggest ways to optimise for greater efficiency.
From demos and quotes to project scoping, implementation, and go-live, our team guides you every step of the way. You have direct access to your account manager and a dedicated consultant throughout the process. Once you’re live, our exceptional support team is ready to help whenever you need it.
The Beginning, Getting to Know You
Once your enquiry reaches us, we don’t jump straight into tech talk or even the hard sell. The PKF Smith Cooper Systems team starts by understanding your business inside out.
Our Sales team takes the time to learn about your goals, your processes, and your data requirements. This isn’t a one-size-fits-all approach; it’s a tailored conversation designed to ensure your new Sage system truly works for you.
We’ll explore the big questions: what do you want to achieve, are you looking to streamline management, improve decision-making, scale for growth or all the above?
Following the initial contact, we can set up an introductory chat to meet your key people, review what’s working (and what’s not), what’s a non-negotiable for you and map out how Sage can support your entire operation.
At this stage, and if required, we can give you an introductory demo of our Sage solutions: Sage 200 Professional, Sage 200 Standard Online and Sage Intacct.
The Details, the Demo and the Project
Next, we dive deeper with an in-depth Sage product demo, fully tailored to your pain points and business needs. This is where you see how Sage works with your business.
Afterwards, we discuss the intricacies of the project in detail. This stage can be the longest, as it’s important we get it right.
What to expect:
- a walk-through of the work required from both sides
- a scope of the project with input from our consultants (and developers if needed)
- a clear cost breakdown
Once everything is agreed and contracts are signed, we’ll set your kick-off date and confirm an estimated completion timeline.
No surprises, no jargon, just a transparent plan. This entire process is a collaboration, so if you have feedback, changes or comments, we’re all ears.
The Implementation
When it’s time to bring your new Sage system to life, we make sure everything runs efficiently. Based on the project scope, we handpick the most relevant team members, based on skills and experience, to work on your project.
We kick things off with a project launch call, where you’ll meet your dedicated consultant, project manager and account manager. This session sets expectations on both sides and ensures everyone is aligned.
From there, we follow a proven implementation process, led by our Project Services Director, Craig Taylor. This structured approach, combined with hands-on support from your project and account managers, removes unnecessary friction and helps us get you up and running in as soon as possible.
Time to Learn
Once your Sage system is set up, we move into the training phase. Training is something we take seriously, because a system is only as good as those who know how to use it.
We offer tailored and flexible training options, both onsite and remotely. Whether you want a broad overview or deep dives for specific departments or team members, we make the transition as smooth as possible for your end users.
Here’s what makes our training different:
- Tailored to your business – We use your own data wherever possible, so every session feels relevant and practical.
- Adaptable formats – Choose between onsite sessions or remote learning to suit your schedule.
- Comprehensive resources – Training manuals are available on request for ongoing reference.
Our goal is simple: to empower your team with the knowledge and confidence to get the most out of your new Sage system
Testing for Every Eventuality
Aside from a detailed plan and implementation, testing is the single most important aspect of any new software project.
Before we go live, our team runs a thorough testing phase to make sure everything works exactly as it should. Then it’s your chance to experience the system, first-hand, and confirm that it meets your requirements.
Here’s what happens during testing:
- Hands-on validation – You’ll test each element of your new Sage system to ensure it performs flawlessly.
- Issue identification – Any potential problems are addressed before migration, so there are no surprises later.
- User acceptance sign-off – Live migration only proceeds once testing is complete and the User Acceptance Testing (UAT) document is signed off.
Go Live and Handover
Once everything is tested, signed off, and ready, it’s time to go live. For the first few weeks you have extra support through the support handover process, including a formal issues log and liaison with our consultants as and when required.
Here’s what happens next:
- Dedicated support team – After successful completion, our highly skilled support team is available for any queries, big or small.
- Multiple ways to connect – Reach us via email or phone for quick assistance.
- Customer portal access – Gain entry to a library of helpful content, tips, and resources designed to empower you on your Sage journey.
- Additional training – as you get used the system, you have options to undertake more training if needed. This can come in the form of our general Sage 200 Professional training course for the Financials or Commercials modules, or you can book time with the consultancy team for 1-1 training.
Life as a PKF Smith Cooper System Customer
Going live is just the beginning of your journey with us. As a PKF Smith Cooper Systems customer, you’re never on your own, we stay connected and proactive to help you get the most out of your Sage solution.
Here’s what you can expect:
- Strategic guidance – Regular check-ins with your dedicated Account Manager and the wider PKF SCS team to keep your system aligned with your goals.
- Flexible support – Help when you need it, plus access to additional consultancy and development services.
- Stay ahead – Updates on new Sage features and enhancements to keep your system performing at its best.
- Exclusive resources – Access to our customer portal, packed with helpful content, tips, and tools.
- Community & learning – Invitations to events, webinars, and training sessions designed to empower your team.
With PKF Smith Cooper Systems, you’re not just buying Sage software, you’re gaining a trusted partner who’s here for the long haul.
What our clients have to say...
Support, development, communication 100% amazing. Replies are sent to any enquiry. All issues are sorted in timely manner.
Alina Endruze
at RS Hydro Limited
PKF Smith Cooper Systems: absolutely fantastic from initial contact, webinar and finally conference. Met a number of key people after initial signpost from cheekily calling MD on his mobile – he took time to listen! Impressed by the process, presentations getting us to the right upgrade product. Looking forward to understanding what can be done on price for a growing SME charity ÂŁ8m to in 25/26. Had significant amount of time from Sam Pidgeon and Philippa. Including a demo on Intacct plus explanation of proof of concept. Excellent overall, well worth the time.
Bev Swift
Interim Finance Director at The National Forest Company
[PKF] Smith Cooper does not shy away from a challenge and they understand our industry needs and requirements. They bring their wealth of experience to the table when we are working on new business strategies. Sometimes, they may not know the answer there and then, but they will always try their hardest to find out a solution for you, no problem.
Rachel Coates
Retail Operations Manager at Dicksons
We can offer a comprehensive ecosystem of services to your business.
Support
Supporting your Sage software is our business.
Whether you're running Sage 200 or Sage Intacct, the smooth operation of your software is essential to the continuity of your business.
- Year-end assistance
- Access to our Customer Portal
- Remote connection software
Development
From Concept to Code, We Build What You Need.
Whether you're looking to streamline a business process, connect Sage to another system, or tweak how your software works day-to-day, our development team is here to make Sage work smarter for you.
- Accredited Sage Developers
- Award-winning team
- Proven track record of delivering solutions
Consultancy
Optimising your business with expert Sage consultancy
We’re a multi-award-winning Sage Business Partner, helping businesses across the UK get the very best from their Sage software. We combine expert knowledge.
- Technical Installation and Setup
- Data Migration
- System Training
Project Management
Stay Informed, Empowered and In Charge.
Project Management is a critical element to any software project. Regardless of the size and scale, working to an agreed plan and schedule is essential to achieving a successful outcome for all stakeholders.
- Enhanced Communication
- Risk Mitigation
- Quality Assurance
Client Services
Putting customers first, every step of the way.
Since our launch in 2014, we’ve driven significant growth by staying true to our core ethos: The Good Sage Guys to Deal With.
- Faster Response Times
- Better Communication
- Peace of Mind
Training
The right training plus the right partner, equals greatness
At PKF Smith Cooper Systems, we specialise in helping businesses like yours maximise the value of their financial systems, because we know that even small errors can have big consequences.
- Half day or full day sessions
- Group sessions or one-on-one deep dives
- Empower your team