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14-Day Integration Playbook: MainStem + Your Systems
A practical, zero-fluff path to a single dashboard and match-before-money—without a replatform.
Most teams start in a marketplace. It’s fast for carts—and rough on Finance. Approvals live in email, documents hide in drives, and AP reconciles after the fact. The fix isn’t heroics. It’s a clean, two-week rollout.
What “good” looks like
- One dashboard for the entire PO. PO, packing slip, invoice, tracking, and notes on a single thread.
- Controls by license/entity. Catalogs and approvals reflect your structure.
- Match before money. 2-way match (PO ↔ invoice) today; 3-way match in pilot where receiving data is captured—price/quantity variances flagged before voucher.
- Reorder without rebuild. Last approved price, GL coding, ship-to, and terms carry forward.
- Audit-ready by default. Search once. Share read-only. Move on.
The 14-Day Plan
Days 1–2: Map reality
List where PO docs actually live (marketplace, email, DMs, drives). Note who touches each step and where approvals “really” happen.
Days 3–4: Stand up the single thread
Create one live PO in MainStem. Attach the packing slip, invoice, and tracking to that record. Keep your current tools; centralize the record.
Days 5–7: Import what’s already in flight
Bring in open POs and vendor details. Turn on license/entity catalogs so the right teams see the right items.
Days 8–10: Turn on controls
Add role-based approvals and budget rails for out-of-policy items. Confirm approver notifications and audit trail.
Days 11–12: Enable matching
Start with 2-way match so AP sees mismatches early. If you capture receiving data, enroll in the 3-way match pilot to flag price/qty gapspre-voucher.
Days 13–14: Reorder test & sign-off
Re-issue a high-frequency order via Reorder—verify price, coding, and terms inherit cleanly. Have AP confirm voucher creation from the matched record.
What to measure (fast)
- PO cycle-time (request → approval → order)
- % invoices auto-matched on first pass
- Time spent chasing documents at close
- Count of price/qty variances caught pre-voucher
Quick signal before you start (60 seconds)
You don’t need a data project to see if this is worth exploring. Use one input in our ungated calculator for a directional read:
- Either your monthly indirect spend (cultivation/processing or accessories/office),
- or your location count (dispensaries or cultivation/processing facilities).
Run it: https://mainstem.io/roi
If the signal looks good, screenshot the result and email sales@mainstem.io. We’ll pressure-test assumptions with you and be blunt—if the numbers don’t pencil, we’ll say so.
Bottom line
Marketplaces move carts. A finance-grade procurement flow moves EBITDA.Two weeks is enough to see it.
