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Software implementation checklist for finance teams

Tick off what must be in place before you sign the contract, before you go live and in the months after, with an owner and a date for anything still open. This software implementation checklist is one Word document in nine stages for a new accounting, ERP, close, payables or expense system.

Finance teams and practices
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In the pack
Finance software selection kit
Files
5, Excel and Word

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What the checklist looks like

Implementation checklist template
What the checklist coversSection in the checklist
Contract terms
✓
Before you sign the contractTotal cost with a price increase cap, the statement of work, named consultants, service levels, the data processing agreement and exit terms
Team and decisions
✓
People and governanceSponsor, project lead with time freed up, backfill, a steering group with a decision log and a contingency budget
How the system is set up
✓
DesignChart of accounts and dimensions redesigned, approval rules and user roles, the reporting pack, process maps and agreed workarounds
Moving the data
✓
DataHow much history to bring, cleansed master data, opening balances agreed to the trial balance and at least two trial migrations
Connected systems
✓
IntegrationsEvery system listed with an owner, end-to-end tests with real volumes and alerts for failures
Proving it works
✓
TestingScripts written by users, a full month-end close and a payment run in test, access by role and high-severity issues fixed
People outside finance
✓
Training and changeTraining by role close to go-live, approvers and expense users told what changes, and super-users in each team
The switch-over
✓
Cutover and go-liveA cutover plan with owners and times, a go or no-go meeting, the old system kept read-only and hypercare support
The first months live
✓
After go-liveA review of the first close, benefits measured after 3 and 12 months, open issues logged and an access review

When you need it

Start the checklist once you have a preferred vendor and before the contract is signed. Each stage is ticked before the work it belongs to, and anything not ticked gets an owner and a date, or a decision to accept the risk. Use this one when:

  • You have chosen new finance software and are about to sign
  • The project lead also runs the month-end close and needs a clear list of what is left
  • A partner is implementing the system and you want your side of the work written down
  • The steering group needs a go or no-go decision on agreed criteria
  • A past implementation went live late or with data that didn't reconcile

How to use the software implementation checklist

  1. Fill in the header. Organisation, system name, project lead and the date you reviewed it.
  2. Set your own figures. Change the time the project lead gives the project, the steering group's meeting cycle, the contingency, how long the old system stays read-only and the hypercare period.
  3. Work through it stage by stage. Tick each item before the stage it belongs to. Give anything open an owner and a date.
  4. Take it to the steering group. Use the open items at each meeting and at the go or no-go meeting.
  5. Keep it after go-live. Review the first close and measure the benefits against the business case after 3 and 12 months.

Questions

What is a software implementation checklist?

A list of what must be done, by stage, to put a new system in place: contract, team, design, data, integrations, testing, training, cutover and the months after go-live. Each item is ticked or given an owner and a date.

What should you check before signing a software contract?

The total cost over the whole term with a cap on price increases, the scope and fee in the statement of work, named consultants, service levels, the data processing agreement, security assurance, exit terms and the references you called.

What is hypercare after go-live?

A period of extra support from the vendor or partner straight after go-live, when users raise the most questions and issues. This checklist suggests agreeing four to six weeks of hypercare before you go live.

What is a go or no-go meeting?

The meeting where the project team decides whether to switch to the new system on the planned date. The decision is made against criteria agreed in advance, such as testing complete and high-severity issues fixed.

How much contingency should a software project have?

This checklist suggests a contingency of at least 15% of the budget. Set it before you sign, so extra work does not need a fresh approval.

Also in the finance software selection kit

Selection workbookRequest for informationDemo scriptReference call questions

See the whole pack →

Who it's for

Finance teams and accounting practices putting in new finance software.

Last checked

Checked in November 2026.