Hesabi dashboard walkthrough: first week setup

The first week on Hesabi determines whether your team treats it as the system of record or as a side tool they bypass with spreadsheets. Tunisian PMEs that front-load company setup, user roles, and accountant access avoid painful rework when TTN clearance volume increases.

This walkthrough assumes a VAT-registered PME moving from Excel or informal PDFs. Adjust pace if you are already TTN-enrolled—skip to certificate and clearance steps on day four. Hesabi is Tunisia-only; confirm product capabilities on hesabi.tn before planning integrations we do not ship.

Day 1 — Company profile and fiscal identity

1. Enter legal name, tax ID, and registered address exactly as on DGI records
2. Configure default VAT regime and currency (TND)
3. Upload logo and invoice footer text your accountant approves
4. Invite one backup admin besides the primary owner

Typos in legal name or tax identifier propagate into every TTN submission. Compare against your RNE extract and last VAT declaration before saving.

Day 2 — Customers, suppliers, and catalog

Import your top 20 customers and 10 recurring suppliers manually first—do not bulk-import a messy Excel without deduplication. Define products and services with correct VAT rates; ambiguous line items cause clearance rejections later.

Day 3 — Users and approval rules

Map real jobs to Hesabi roles: who drafts invoices, who approves, who can view reports only. Sales should rarely hold clearance credentials. Finance owns submission to TTN when integration is active.

• Owner or GM: full admin
• Finance manager: approve and export
• Sales/ops: draft only
• External accountant: read + export role if available

Day 4 — TTN readiness check

Confirm El Fatoora enrollment status, digital certificate installation, and test environment if TTN provides one. Issue one test invoice end-to-end: draft, approve, submit, store returned reference. See our TTN El Fatoora guide and submission errors article if clearance fails.

Day 5 — Accountant handoff

Schedule a 45-minute session with your expert-comptable. Export sample period data, agree on TEJ-related fields if you pay contractors, and document which exports replace email attachments going forward.

Days 6–7 — Parallel run and metrics

Run Hesabi parallel to your old process for one billing cycle. Track: time to issue cleared invoice, number of master data corrections, and support tickets from sales. Kill parallel run only when finance signs off.

What to defer until week two

• Advanced analytics and custom dashboards
• Full historical migration beyond 12 months
• Integrations with non-Tunisia tools
• Automated bank feeds if manual reconciliation is still stabilizing

Document your chart of accounts mapping even if Hesabi provides defaults—align revenue and VAT accounts with how your cabinet closes monthly books. Misaligned accounts create adjustment journals that waste time.

Set notification preferences so finance sees clearance failures immediately while sales only sees draft status changes. Alert fatigue is real; route TTN errors to people who can fix master data.

If you operate multiple establishments or brands under one tax ID, clarify with your accountant how to represent branches in Hesabi before issuing the first cleared invoice.

End week one with a written go/no-go checklist signed by owner and finance: master data spot-checked, roles assigned, test clearance succeeded or documented blocker, accountant export received.

Extended checklist before first production invoice

1. Bank RIB on invoices matches account used for customer payments
2. Default payment terms align with commercial contracts
3. Serial numbering scheme approved by accountant matches Hesabi configuration
4. Sample PDF layout reviewed for mandatory Tunisian mentions your sector requires
5. Sales team trained on draft vs cleared status language with customers
6. Backup finance contact added with approve permissions
7. TTN test clearance archived with reference screenshot in internal wiki

Week one success looks boring: no heroics, just correct master data and one clean cleared invoice. That boredom saves audit stress when volume scales in Q4 or before fiscal year close.

Revisit this walkthrough when adding a second business line or merging entities—setup debt from acquisitions shows up as TTN errors six months later if you skip re-validation.

Schedule a 15-minute Friday review in week one: what broke, what confused sales, what accountant asked twice. Capture answers in Hesabi internal notes or your wiki so week two starts faster than week one.

If TTN enrollment slips beyond week one, still complete customer and role setup—waiting on certificate is not an excuse to keep invoicing in shadow spreadsheets.

Celebrate week one with a cleared invoice screenshot in your team channel—not vanity, but signal that finance and sales share one system now.

Keep owner phone number of your expert-comptable in Hesabi admin notes for week-one questions—speed beats perfection when clearance deadline is near.