Plixo Documentation

Guidance for onboarding, billing administration, troubleshooting, and production operations.

Onboarding Playbook

Last Updated: 2025-12-03 20:30 UTC

Platform Feature: This guide is for the full Plixo A/R Automation Platform. Using Sniper? Go to Sniper Documentation →

Personas: Controller / A/R Manager / Billing Admin

What you'll learn

  • Validate data quality using the Plixo Data-Ready checklist.
  • Configure segments and prepare your first outbound cadence.
  • Run effective weekly checkpoints during the first two weeks.

Onboarding Wizard

The streamlined Onboarding Wizard (/onboarding) guides you through setup in 5 quick steps:

Step 1: Workspace

  • Name your workspace and set your company details
  • This information appears in collection emails and the payer portal

Step 2: Import Your AR Data

Connect your data source to start syncing customers and invoices:

Source Setup Time Notes
QuickBooks Online ~2 minutes OAuth connection, real-time sync
NetSuite ~15 minutes Token-based auth, configure in Admin > Connectors
CSV Upload Varies Download templates, upload via Import Manager

Tip: QuickBooks is the fastest path to getting started. NetSuite requires token credentials from your NetSuite admin panel.

Step 3: Connect Finance Email

Link your Gmail or Microsoft 365 inbox to enable:

  • AI-drafted outreach sent from your email address
  • Automatic dispute detection from customer replies
  • Reply tracking and thread continuity

Step 4: Configure Guardrails

Set your collection policies:

  • Tone: Professional, Friendly, or Firm
  • Frequency: How often to send reminders
  • Escalation: When to flag accounts for manual review

Step 5: Activate

Review your setup and launch. You can start in Shadow Mode (drafts only, no sends) to validate before going live.

Launch Control (Advanced)

For larger deployments, the Launch Control dashboard breaks the journey into five detailed phases with owners and sign-offs:

1. Foundations

Owner: Controller

  • Goal: Establish the legal and financial baseline.
  • Tasks: Complete company profile, invite the core team (Admins + Controllers), and connect Stripe for payments.
  • Success: All three tiles (Basics, Team, Stripe) are marked complete.

2. Data Ingestion

Owner: A/R Manager

  • Goal: Connect your ERP and validate the initial sync.
  • Tasks: Select your source (QuickBooks, NetSuite, or CSV), run the import, and resolve any rejection errors.
  • Success: Source connected and initial import committed without critical failures.

3. Guardrails & Policies

Owner: Controller

  • Goal: Define how Plixo interacts with your customers.
  • Tasks: Configure collection policies (tone, frequency), set up segments, and approve the initial customer lists.
  • Success: At least one active policy and segment created.

4. Readiness Validation

Owner: Controller

  • Goal: Prove the system is safe for production.
  • Tasks: Clear the Data-Ready Checklist:
    • Contacts ≥95%: Ensure invoices have valid email destinations.
    • Aging parity ±1%: Verify Plixo matches your ERP totals.
    • Stability: 72 hours of consistent data feeds.
    • Stripe & Disputes: Verify webhooks and dispute intake.
  • Success: All guardrails green + Controller sign-off captured.

5. Launch & Shadow

Owner: Controller

  • Goal: Turn on the engine safely.
  • Tasks: Schedule the "Shadow Mode" run where Plixo generates drafts for review without sending them.
  • Success: Shadow run scheduled and monitoring enabled.

Managing the Launch

  • Assign Owners: On the dashboard, assign a team member to each phase to drive accountability. They'll see their phase highlighted.
  • Track Progress: Use the timeline widget to see recent activity (steps completed, guards cleared).
  • Resolve Blockers: If a phase is blocked (e.g., by a failed guardrail), the dashboard will highlight the specific issue and link to the fix.

Success checks

  • Data-Ready indicators are green for three consecutive days before launch.
  • The first cadence sends on schedule with Controller approval and zero policy violations.
  • Week 1 checkpoint shows >=70% coverage and <24h latency for the pilot segment.
  • Trial countdown emails only arrive after KPI targets are hit; canceling within the 24-hour window keeps the workspace read-only for 30 days.

Common pitfalls

  • Ignoring aging parity deltas. Small data mismatches compound quickly--reconcile before enabling Autopilot.
  • Launching with a single catch-all segment. Start with focused segments so messaging stays relevant.
  • Skipping cross-functional reviews. Include Sales and CSM in checkpoints to resolve contact gaps quickly.

Changelog

2025.10
  • Ops console readiness dashboard
  • Maintenance toggle + cron pause commands
  • Docs portal initial release
2025.09
  • Deliverability warmup scheduler
  • Cash App Assist enhancements