Onboarding terms
These terms describe what an onboarding programme includes, what it does not, and what we need from you for it to work. They are short on purpose. You will be asked to confirm you have read them before you can book, because almost everything that goes wrong in an onboarding goes wrong when the two sides expected different things.
1. What onboarding is
1.1 Onboarding is a guided programme that gets your business live on Qoblex. It is delivered remotely, by video call, by a named Qoblex specialist. The sessions in your package are listed on the onboarding page and that list is the scope of the work.
1.2 Onboarding is optional. Qoblex can be set up without us, and the knowledge base covers every step of doing so.
1.3 Onboarding is a separate, one-time service. It is not part of your subscription and is not included in it, other than the single kick-off call included on Business plans.
1.4 These terms sit alongside our general terms and conditions. Where the two cover the same ground, these ones apply to onboarding.
2. Before we start
2.1 You name one project owner. That person attends every session, moves the work between sessions, and is our single point of contact. Somebody who can approve a change to how your business works needs to attend the kick-off call.
2.2 You tell us what you need at the kick-off call. We will ask about your channels, your warehouses, whether you manufacture, how you cost stock, what you are moving off, and what has to be true on go-live day. Requirements that are not raised at that point are not part of the agreed scope. This is not a technicality: a programme is sized on what we are told, and a requirement that appears in week three displaces the sessions that were already booked.
2.3 You are responsible for getting us administrator access to any system you want connected, and for having the person who can grant it available when we need them.
3. Your data
3.1 Preparing your data is your responsibility. We provide the templates, we explain what each column means, and we review what you send us. We do not clean it. Deciding which of two near-identical SKUs is the real one, what a product is actually called, or which stock figure to trust is a question about your business, and we would only be guessing.
3.2 We review your completed templates before the import session and tell you what will fail: duplicates, missing units of measure, invalid characters, opening stock that does not reconcile. You fix it and send it back.
3.3 Once data is imported it is not reversed. Correcting an import afterwards is manual work and is charged under clause 6. This is why the review in 3.2 is not optional.
3.4 If your data is not ready when the import session comes round, we will reschedule that session once at no charge and tell you what still needs doing. If it is still not ready at the rescheduled session, the session is treated as delivered and further attempts are charged under clause 6. You will always be told this is about to happen before it happens.
3.5 You remain responsible for your own backups and for the accuracy of anything you send us. We handle your data under our privacy policy.
4. Integrations, and accounting in particular
4.1 For each connector in your package we will establish the connection, configure it on the Qoblex side, map the fields Qoblex needs, and run a test through it with you.
4.2 We do not configure the other system. Your store theme, your shipping carrier account, your marketplace listing settings and the configuration inside your accounting package are yours. We will tell you what Qoblex needs from them.
4.3 We are inventory specialists. We are not accountants, bookkeepers, auditors or tax advisers, and nothing we say during onboarding is accounting, tax or financial advice. For a Xero or QuickBooks connection this means we will connect it and map inventory, cost of goods, purchases, sales and tax rates to the accounts and codes that you or your accountant tell us to use.
4.4 We will not design your chart of accounts, choose your accounts or tax codes for you, decide how a transaction should be treated, reconcile your ledger, correct historical entries, or close a period. If you do not know which account something should post to, that is a question for your accountant, and we would rather pause the session than answer it. Your accountant or bookkeeper is welcome in the integration session and it usually goes faster when they are.
4.5 Where a connector has limits, we will tell you what they are before we build a workflow on top of it rather than after.
5. What is not covered
Unless it is written into your package, onboarding does not include:
- Cleaning, de-duplicating, translating or reconstructing your data.
- Accounting, bookkeeping, tax or financial advice of any kind, as set out in clause 4.
- Counting your physical stock, or producing opening balances you do not already have.
- Configuration inside any system that is not Qoblex.
- Custom development, bespoke reports, or an integration with a system we do not have a connector for.
- Data migration from a legacy system beyond importing the templates described in clause 3.
- Extracting your data from your previous provider, or anything that depends on their cooperation.
- Training beyond the sessions listed in your package, including training a new employee later.
- Writing your internal procedures, or any change management inside your business.
- Support outside your package, which is what your plan and the knowledge base are for.
Most of these are things we can do. They are simply not in the price, and clause 6 is how they get added.
6. Additional work
6.1 If something comes up that is outside your package, we will tell you at the time, describe what it involves, and give you a written quote. Additional work is charged at $199 per hour unless the quote says otherwise.
6.2 We will not start the work until you have accepted the quote in writing. You will never be invoiced for onboarding work you did not agree to in advance. If a request would be cheaper as an upgrade to a larger package, we will say so.
6.3 The published price of your package does not change because the work took us longer than we expected. Running over is our problem, not yours. The only thing that changes the price is a change in what you asked for, agreed under 6.2.
7. Sessions, rescheduling and attendance
7.1 Sessions are scheduled with you in advance. Each one has a purpose and a length, both published on the onboarding page.
7.2 You can move a session by giving us at least 24 hours notice, as often as you reasonably need to. A session cancelled with less than 24 hours notice, or one where nobody from your side attends within 15 minutes of the start, is treated as delivered.
7.3 If we have to move a session, we will offer you a new slot within five working days and it does not count against your package.
7.4 Sessions run to their scheduled length. If a session is running out of time we will either finish the remaining points by email or book a follow-up, and we will tell you which and whether it is chargeable.
8. Timeframe, payment and cancellation
8.1 A programme is valid for 90 days from the kick-off call. We will tell you in good time if you are at risk of running out of it, and we will extend it where the delay is ours or where something reasonable has happened to you. We are not looking to keep money for sessions you still want.
8.2 Onboarding is invoiced when you book and is payable before the kick-off call.
8.3 You can cancel before the kick-off call for a full refund. After the kick-off call, we will refund the sessions you have not used, less the sessions delivered, at the package rate. Sessions treated as delivered under clauses 3.4 or 7.2 count as used.
8.4 Cancelling onboarding does not cancel your Qoblex subscription, and cancelling your subscription does not automatically refund unused onboarding. Tell us if you want both and we will sort it out properly.
9. If something goes wrong
9.1 Tell your specialist first. If that does not resolve it, write to us and it will be reviewed by someone who was not on the call. We would much rather fix a programme in week two than argue about it in week six.
9.2 Our responsibility under these terms is limited to delivering the sessions in your package, and to re-running any session we did not deliver properly. Decisions about how your business runs, and the accuracy of the data you give us, remain yours.
9.3 Questions about any of this are welcome before you book. Use the help widget at the bottom of any page, or raise it on the kick-off call.
Last updated
These terms were last updated on 21 September 2026. If we change them, the version in force is the one published when you booked, and we will send you the new one rather than letting you find out on a call.
Ready to book?
The booking form will ask you to confirm you have read this page. If anything above is not what you expected, ask us first: that is considerably cheaper for both of us than finding out in week three.