Set up your XpressFlow

Tell us about your plant and how you work today. It takes about ten minutes, you can do it on your phone, and there are no passwords to enter - we arrange sign-in and any credentials with you separately. 61 questions in 10 short cards, then a review before you send.

Step 1 of 10

Company
Your registered company name. It goes on your tenant record, invoices, COA and letterheads exactly as typed.

A 3 to 4 letter short name. It labels tight screens and print headers where the full name will not fit.

3 to 4 letters, e.g. ACME.
Your registered address. It prints on documents such as invoices and certificates.

Sets your tenant defaults in one go: currency, tax, time zone and language. You can adjust any of them after.
Your plant's local time. The scheduler, timestamps and daily resets all run on this zone.
The currency your prices and invoices are shown in. It drives number formatting across the suite.
The symbol shown before amounts. We fill it from the currency you pick, so there is nothing to type.
What your tax is called on documents: GST, VAT or none. It labels the tax line on invoices and COA.

The tax rate you print on documents. Used on invoices and in billing totals.
Your tax registration number (GSTIN, VAT number). It prints on invoices and certificates for your customers.

As printed on your invoices.
The language your team sees on screen. Used for the interface and printed labels.
The address your own staff should contact if they are ever locked out. We show it on the sign-in screen.

Logo
Your main brand colour. It tints buttons and headers so the suite looks like your company.
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Pick your main brand colour.
People
The Google account that becomes the main sign-in for your company. This is required and cannot be changed casually.

A second owner or manager Google account, if you want one. They get the same owner access.

Roughly how many people will sign in. It sets the seat count on your licence; we confirm it with you.
A number is fine; we confirm it on your licence.
People who need a login and their role. Used to set up seats and HR access on day one.

One per line: name, email, role.
Shop-floor operators who use phones, with their WhatsApp numbers. Used for Crew and PIN sign-in.

One per line: name, WhatsApp number.
Plant
Your machines in the order a job flows through them. This builds the machine list the scheduler and Production Flow use.

One machine per line: ID, Name, STAGE, type, rate m/h, order. Order matters. Only ID and name are required.
Typical material lost at each stage. The scheduler and costing use it to plan quantities.

One per line: STAGE, % (e.g. PRINT, 3).
Your normal working hours on weekdays. The scheduler uses them to work out capacity.
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Set the start and end time.
Sunday working hours. Leave blank if you are closed on Sunday; the scheduler plans around it.
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Leave blank if you are closed on Sunday.
When the first shift starts. Used to lay out the day for the scheduler and Crew.
Whether you run a night shift. It doubles scheduler capacity for the hours it covers.
The usual path a job takes through your stages. It seeds the stage chain jobs follow.

e.g. PREPRESS > PRINT > DIE > SLIT.
What you make. It tailors the estimator and order screens to your product types.
The materials you print on. Used by the estimator and job setup.

e.g. paper, film, board.
Order register
Where your live orders are today.
I do not have a sheet yet - create one for me

Use XpressFlow's ready-made orders sheet. The copy lives in your own Google Drive and the column layout is already set, so day one is faster.

  1. Make my copy of the templateOpens Google Sheets and makes your own copy in your Drive.
  2. Paste your existing orders under the headers on the Orders tab, then share the sheet (Viewer is enough) with the reader address we give you.
  3. Paste your new sheet link into How we get access above, then press Find my tabs - or just use .
How we can reach that Sheet, file or export. Used only to set up the connector; credentials are arranged separately.

Share to which account, or the file path.
The tab or worksheet your orders sit on. Pick it from the list once your sheet is linked; we map your columns to it.
Usually the first row. Change it only if your headings are lower down.
Your job number series and who assigns it. Used by orders and the estimator.

Prefix, next number, and whether it resets each year.
Order register sample A recent export of your orders lets us map your columns before setup, so day one is faster.
Accounting
Your accounting software, if any. It picks the Money adapter we use to read receivables and rates.

The version you run. It helps us match the right connector to your setup.

Whether a small sync agent can run on your office PC. It lets Money pull figures from your accounts.

What you want from the accounting side. It scopes the Money station to only what you use.


Tick what you need; leave all clear if not using accounting.
The bank details you print on statements and reminders. Used in payment reminder templates.

As it should appear on statements and reminders.
How you will give us your customer list with tax numbers and contacts. Used for contacts and reminders.

e.g. an export, a Sheet, or we type it in together.
WhatsApp
Whether you want a WhatsApp number for customers. It switches on the order and dispatch bot.

Your Meta Business account, if you have one. Needed to set up WhatsApp on your own number and credentials.

How you will supply customers' WhatsApp numbers. Used to map messages to the right customer.

Email
A mailbox the suite may read and send from for approvals, COA and reminders. Its access is arranged with your consent.

How artwork approvals happen now. It shapes the approval workflow we set up.

Quality & dispatch
Whether your customers require a Certificate of Analysis. It switches on the COA module.

Which tests or values appear on your COA. Used to lay out the certificate.

e.g. GSM, thickness, migration.
Which audit standards you work to (ISO, BRCGS). It configures the Quality station.
How dispatch happens today: transporter, pack numbering, shipping documents. Used for dispatch and labels.

Transporter, pack numbering, any shipping documents.
Devices & IT
Your attendance device make and IP, if any. Used to pull punches into HR.

Phones, tablets, scanners or PCs on the floor. Used to plan Crew and the point-of-scan setup.

Your office PC details and whether it stays on. Used for the accounting and Sheets sync agent.

How reliable the plant internet is. It informs LAN and tunnel decisions for your site.

The web address you want, like yourname.xpress-flow.com. Used to set up your DNS and certificate.

Just the first part, e.g. acme.
Go-live
How much past data to load and from where. It sets the scope of your first import.

e.g. open orders only, or the last 6 months.
Who we should talk to for setup and training. Kept on your onboarding record.

Name and phone number.
When you would like to go live. We plan the rollout around it.

A time that suits you for training. Used to book your session.

e.g. weekday mornings.
Review and submit

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