First Steps

After onboarding, here are the most common first actions by role.

For Admins

1. Configure approval workflows

Go to Settings → Workflows to set up approval flows for:

• Invoice approval (e.g. amounts over $1,000 require manager sign-off)
• Purchase order approval
• Leave request approval
• Expense claim approval

2. Set up email templates

Go to Settings → Email Templates to customize the automated emails your team and customers receive — invoices, payment confirmations, welcome messages, etc.

3. Configure roles and permissions

Go to Settings → Roles to create custom roles with specific module permissions beyond the built-in Admin/Manager/Member/Viewer roles.

For Sales Teams

Start in CRM

1. Go to CRM → Contacts and import your customer list (CSV import supported)
2. Create your first Lead in CRM → Leads and move it through your pipeline
3. Convert a lead to a Quotation in Sales → Quotations

For Finance Teams

Set up your chart of accounts

1. Go to Accounting → Chart of Accounts and verify the default accounts
2. Add bank accounts under Finance → Bank Accounts
3. Set your tax rates under Finance → Tax Rates

Create your first invoice

1. Go to Finance → Invoices → New Invoice
2. Select a customer (or create one on the fly)
3. Add line items and set payment terms
4. Send it directly from XBuddy via email

For HR Teams

Set up your org structure

1. Go to HR → Departments and create your departments
2. Add positions under HR → Positions
3. Go to HR → Employees and add your team members

Configure leave policies

1. Go to HR → Leave Types and set up leave categories (Annual, Sick, etc.)
2. Assign leave balances under HR → Leave Balances
3. Team members can then request leave via HR → My Leave

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Need help?

• Browse the Module Guides for step-by-step walkthroughs
• Use the in-app AI Copilot for instant answers
• Contact support at hello@xbuddy.co