Overview
Getting started with Tropic involves a few key setup steps that your Implementation Consultant (iCon) will guide you through. This article outlines those steps so you always know where you are in the process and what comes next.
Your implementation typically runs over several weeks and covers six main phases: uploading your contracts, connecting integrations, setting up your organization, configuring procurement settings, building request workflows, and preparing to go live.
💬 Your iCon is with you every step of the way. If something feels unclear or you get stuck, reach out to them directly - that's what they're there for.
Onboarding Checklist
Use this checklist to track your progress throughout implementation.
- Upload your contracts
- Connect your integrations
- Add users and departments
- Configure procurement settings
- Build request workflows
- Invite users and go live
Step 1 - Upload Your Contracts
Start by uploading your existing contract documents into Tropic. Contracts are the foundation of the platform - once they're in, Tropic extracts key details like renewal dates, spend, and supplier information to create contract records automatically.
This is what makes features like renewal tracking, spend visibility, and contract management possible from day one.
Success looks like:
- Contract documents uploaded
- Contract records created in Tropic
- Metadata extraction in progress
💡 The more complete your contracts are when you upload them, the more accurate your data will be. If you're unsure which contracts to start with, ask your iCon - they'll help you prioritize.
Step 2 - Connect Your Integrations
Next, connect any integrations your organization uses. Integrations allow Tropic to sync data from systems like your ERP or HRIS platform, which helps populate users, departments, and financial information automatically - so you're not entering everything by hand.
Common integrations include tools like Okta, Google, NetSuite, and others depending on your tech stack.
Success looks like:
- Integration connected
- Data syncing successfully
- Users or departments imported automatically
💡 If you're not sure which integrations apply to your organization, your iCon can walk you through the options during your setup call.
Step 3 - Set Up Your Organization
Once your integrations are connected, it's time to configure your internal structure in Tropic. This step makes sure the platform reflects how your organization actually operates - with the right departments, users, and team assignments in place.
Typical setup includes:
- Adding departments
- Adding users
- Assigning users to the right departments
Success looks like:
- Departments created
- Users added to the platform
- Teams correctly organized
Step 4 - Configure Procurement Settings
This is where you define how your organization purchases software and services. Your iCon will help you configure the settings that guide procurement decisions and approvals - making sure every purchase follows your company's policies from the start.
This step typically includes:
- Setting procurement policies
- Configuring approval routing rules
- Adding contract signatories
- Setting up billing details
Success looks like:
- Approval routing configured
- Procurement policies defined
- Signatories and billing details added
💡 Not sure what your approval routing should look like? Start with how purchases get approved today - even if it's informal - and your iCon can help translate that into a Tropic workflow.
Step 5 - Build Your Request Workflows
Now it's time to set up how purchase requests move through your organization. Workflows make sure every request follows the right approval path before anything is finalized - so nothing slips through the cracks.
Tropic's Workflow Studio lets you build workflows visually, with tasks that can run one after another or at the same time. You can set up approval tasks, to-do tasks, document uploads, questionnaires, and more - and even add conditional steps based on spend thresholds or request details.
If you're not sure where to start, Tropic has pre-built workflow templates for common use cases like software purchases, renewals, hardware, and contractor onboarding.
Success looks like:
- Request workflows configured
- Approval paths validated
- Request process tested successfully
💡 Start with one or two of the most common request types your team handles, get those workflows working, then expand from there.
Step 6 - Prepare for Launch
You're almost there. In the final phase, your team gets ready to start using Tropic across the organization. This is when you do a final review of your configuration, invite your users to the platform, and communicate the rollout internally.
This step typically includes:
- Final configuration review with your iCon
- Inviting users to Tropic
- Sharing purchasing guidelines with your team
- Communicating the rollout internally so everyone knows what's changing and why
Success looks like:
- Users invited to the platform
- Teams ready to submit requests
- Tropic officially live in your organization 🎉
💡 A short internal announcement goes a long way. Let your team know why Tropic is being rolled out, what they'll use it for, and where to go if they have questions.
Ready for the detailed setup steps?
Find step-by-step instructions, CSV templates, and configuration details here: Onboarding Guide: Setup, Uploads, and Configuration.
Need Help?
Throughout onboarding, your Tropic Implementation Consultant is your go-to resource. If a step feels unclear or something isn't working as expected, reach out to them directly.
You can also find answers in the Tropic Help Center, search for any topic or browse by feature to find step-by-step guides, FAQs, and video walkthroughs.
💬 If you need technical support, contact our Support team.Â