The go-live is the moment you switch from practising to working with Bas for real. Use this checklist to check that everything is ready. Go through every point before you run your first real job.
Important: the go-live is not a one-day event. It's a period of 1-2 weeks in which you switch over gradually. Plan a parallel run period of at least a month: run your old way of working and Bas side by side. That way you can always fall back on the old system if something goes wrong.
Step 1 - Packages configured and tested
Your packages are the basis of your invoicing. Check that you have at least these packages:
Basic residential package (direct removal)
Additional packages for your other services (commercial, storage, etc.)
Test each package by creating a practice case file and going through the whole flow: from quote to invoice. Check that the amounts are correct, the VAT is right, and the revenue groups are linked correctly.
Note: packages are the most complex part of Bas. If you're not sure whether a package is set up correctly, create a test quote and compare the amounts with how you currently calculate them. Doesn't it match? Get in touch before you go live.
Step 2 - Templates approved
Check your document templates for the following points:
Template | What you check |
Quote | Logo correct, colours match, text approved, variables work |
Invoice | Same branding as the quote, VAT lines visible, payment button present |
Job sheet | All relevant job fields visible |
Credit note | Layout is correct, amounts are correct |
Create a sample PDF for each template and look at it on your screen and on paper. Check:
Does the text fit on one page, or does it run onto page 2?
Are the variables correct? (no empty fields or error messages)
Is the logo and its positioning correct?
Tip: send a test quote and test invoice to your own email address. See what it looks like in your customer's inbox. That's the real test.
Step 3 - Account cleaned up
After the practice period, your account is full of test case files, fake quotes and practice invoices. These need to be removed before the go-live. The Bas team does this for you.
What we remove: - All test case files and practice jobs - Test invoices (that haven't been sent to your accounts) - Practice quotes - Test customers (fake customers with fictitious email addresses) - Test storage case files
What stays: - All settings (packages, templates, notifications, integrations) - Employees and vehicles - Boxes, materials, storage facilities - Revenue groups and the accounting integration
Note: don't try to clean up the account yourself. Deleting case files is deliberately restricted in the system. Always have the Bas team do this.
Step 4 - Run through practice scenarios
Before you go live, you need to have gone through the most important scenarios at least once. Make sure you've been through these scenarios:
Creating a new case file - entering the customer, creating the job, filling in the details
Creating and sending a quote - selecting a package, drawing up the quote, sending it to the customer
Processing quote approval - recording the approval, updating the status
Scheduling the job - assigning vehicle and employees, setting date and time
Creating and sending an invoice - drawing up the invoice, checking it, sending it
Processing payment - receiving a Mollie payment or manually recording payment
Additional scenarios (if applicable): - Creating a storage case file and sending a storage invoice - Processing a commercial case file with a reference number - Requesting a warranty certificate via Schouten Zekerheid - Creating a credit note
Tip: you don't need to know everything perfectly. Knowing 70% at go-live is enough. But you do need to be able to work through the basic flow (case file, quote, invoice) independently. A good exercise: during the test period, enter every quote request twice - once in your old system and once in Bas. This way you practise with real data and can compare the results.
Step 5 - Prepare the guide and your employees
Your employees need to be ready for the go-live. That doesn't mean they need to know everything, but they do need to understand the basics.
What you prepare:
Create an A4 guide with screenshots for your removal crew. Keep it simple: how do I open the app, how do I see my schedule, how do I navigate to the address.
Start with 1-2 ambassadors: choose digitally savvy employees who are open to new things. Have them trial the app. They become your ambassadors who explain it to colleagues later.
Make sure fictitious email addresses have been changed to real addresses. If you used fake addresses while practising, they need to be correct now.
Managing expectations: - "We're going to work with a new system. The first few weeks will take some getting used to." - "You don't need to get everything right straight away. Knowing 70% is enough." - "If you get stuck, ask [the ambassador] or call the office."
Tip: schedule a short 10-minute app demonstration with your team. Show them how to view their schedule, how to navigate to the address, and how to view the job. They don't need to know more than that on day 1.
The complete checklist
Here is the complete go/no-go checklist. Everything must be "yes" before you go live.
System and data
Account has been cleaned up (test data removed by Bas)
All employees have been created with the correct details
Vehicles are entered with the correct type (lorry/vehicle)
Boxes and materials have been entered
Storage facilities and storage locations are configured (if applicable)
Templates and packages
Quote template(s) have been approved (preview reviewed and approved)
Invoice template(s) have been approved
At least the basic package (direct residential) is configured
Additional packages are configured (commercial, storage, etc.)
Revenue groups have been created and linked to general ledger accounts
Integrations
Accounting integration is working (test invoice successfully sent and checked)
Accounting integration start date has been changed to the go-live date
Mollie has been switched from test mode to live
Mollie payment button works in the invoice email
Schouten Zekerheid is linked (if applicable)
Website/lead integration works (if applicable)
Notifications
All notifications are switched off except for the quote and invoice
Branding (logo, colours) is correct in all messages
Text has been approved
BCC address is set up (if required)
Employees
At least 1-2 employees have tested the app
A4 guide is available for the removal crew
Fictitious email addresses have been changed to real addresses
Transition period
Paper job sheets are available as a backup for the first few days
Parallel run period is planned (running both systems for at least a month)
1-2 ambassadors have been appointed and have tested the app
Practice
You can create a new case file independently
You can create and send a quote independently
You can create and send an invoice independently
You can schedule a job independently
You know how to reach support (chat bubble, email)
You have entered quote requests twice as practice
Tips
Keep paper job sheets as a backup for the first few days. Even if the app works, a paper backup gives your team confidence. After a few days you can let go of the paper sheets.
Run in parallel for at least a month. Enter jobs in both your old system and Bas. That way you can always fall back and compare the results.
Knowing 70% is enough. You don't need to master everything on day 1. You need to know the basic flow (case file, quote, invoice); you'll learn the rest along the way.
Start with 1-2 ambassadors. Choose digitally savvy employees and have them work with the app for a week first. They then tell their colleagues about it - that works better than one big group presentation.
Enter every quote request twice. During the test period, you also enter every real request into Bas. That way you practise with real data and quickly notice where you get stuck.
Choose a quiet moment for the go-live. Not in the middle of peak season or just before the holidays. Mid-month or the start of a new month works best.
Be available to your team in the first few days. The removal crew will have questions, the schedule won't be quite right, an invoice will look different than expected. That's normal.
Start with simple jobs. Plan your first real job in Bas as a relatively simple removal. Not straight away the complex commercial move with storage.
Don't expect perfection in week 1. The first few weeks feel unfamiliar. That's normal. After 2-3 weeks the system runs smoothly and it feels like the new routine.
Please note
Wanting to do everything at once is a pitfall. Start with the basics (case file, quote, invoice, scheduling) and expand later with HRM, time tracking and more notifications.
Not turning off notifications before the data import means existing customers receive unexpected emails. Always turn off all notifications first before you start entering existing case files.
Next article: Switching integrations from test to live