PilotOS / Guides
Implementation guide
Plan your move to PilotOS.
A working guide for UK ISOs bringing sales, onboarding, risk, finance and merchant service together. Use it to structure the implementation conversation.
07
steps to an agreed implementation plan
We will agree the work, timings and commercial terms with you. Use these seven steps to plan what moves first, who is responsible and what must be checked before the switch.
1. Decide what moves first
List the teams, merchant records, acquirers and services you want to move. Agree what must be ready for the first switch and what can follow later. Name the people making each decision and note any dependencies that could affect the date.
Bring: a workflow map, your current systems and a list of required provider relationships.
Provider connections →2. Map records before moving them
List your merchant, contact, application and partner records, including the IDs that link them. Find duplicates, missing fields and old adjustments. Where two systems disagree, decide which value to use and who checks the exception before the import.
Bring: anonymised sample exports, field definitions and examples of records that need investigation.
Merchant onboarding →3. Set up branding and user access
Choose what staff, partners and merchants can see and do, then check the branding and domains they use. Test normal tasks and restricted actions, including attempts to open another merchant’s or partner’s records.
Bring: user roles, approved brand assets and examples of each account type.
Identity and access →4. Confirm each provider workflow
Confirm the exact acquirer or provider service you need and what the connection supports. Check account setup, credentials, fields and status updates. Test a successful exchange and what happens when the provider rejects or delays it.
Bring: provider contacts, connection requirements and normal, rejected and delayed examples.
APIs and webhooks →5. Compare financial outputs
If you are adding residuals or commissions, compare the results with your current process using the same periods and rules. Investigate differences, record agreed adjustments and keep unresolved items open for the finance reviewer.
Bring: source files, commercial agreements, expected totals and named reviewers.
Commission management →6. Test the work your teams will do
Test a complete sale, application or service request, then test what happens when something goes wrong. Include missing documents, duplicate records, provider failures and a change of owner. Record the results and fix failures that would prevent the team from doing its work.
Bring: a test checklist for staff, partners and merchants, with someone assigned to each outstanding action.
Audit and governance →7. Agree the switch and support plan
Agree the switch date, who authorises it and how to handle work already in progress. Record what would delay the move and how to return to the previous process if needed. Confirm training, support contacts, data export, retention and recovery requirements.
Bring: the proposed switch date, support contacts, training needs and the test sign-off.
Service workflows →Start with the workflow you have today.
Tell us what you use today and what you want to change. We will walk through the product, the data to move and the setup your team needs.