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Use this sequence when setting up a workspace for real operations. Do not start with QuickBooks. Start by making operational records reliable, then connect accounting handoff.

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Setup sequence

  1. Confirm workspace name, time zone, billing contact, and plan access. See Settings and roles.
  2. Create locations for receiving, storage, production, shipping, quarantine, and any plant-specific areas.
  3. Create units and unit conversions used by items, recipes, and movements.
  4. Assign roles for owners, admins, operations, QA, bookkeepers, and viewers.
  5. Load or create customers and suppliers in Address book.
  6. Load the item catalog before receiving live lots. See CSV imports.
  7. Agree on internal lot code rules before the first production run.
  8. Receive a small set of current lots and review the resulting COA queue. See Receiving and Documents and QA.
  9. Build one active recipe for a product that will run soon. See Recipes.
  10. Run one real production batch from schedule through signoff. See Production.
  11. Allocate finished output to one customer order and post a shipment. See Orders.
  12. Run a backward trace from the shipped finished lot. See Traceability.
  13. Review inventory valuation, expiry exposure, and export jobs. See Reports.
  14. Connect and map QuickBooks only after operational records are clean. See QuickBooks setup.

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Acceptance check

A workspace is ready for broader rollout when the team can:
  • Receive stock with supplier lot, expiry, quantity, location, cost, and COA state.
  • Find the lot in Inventory and explain the movement history.
  • Build and activate a recipe with correct ingredients, packaging, yield, and units.
  • Schedule and sign off a production run.
  • Attach or review required documents.
  • Allocate and ship finished goods.
  • Trace a shipped finished lot backward to inputs and forward to the customer shipment.
  • Explain which report or QuickBooks record finance should use.

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Rollout warnings

  • If imports produce row-level errors, fix the source data before queueing jobs. See CSV imports.
  • If production shows shortages, fix receiving, inventory status, or recipe quantities before signoff. See Production.
  • If QuickBooks mappings are not clear, keep the integration disconnected until ops and finance agree on the handoff. See QuickBooks handoff.
Related pages: How Batchlane works, Common errors, FAQ.