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Implementation guide — Processos

The step-by-step to get Processos working in Tenka (Brazil), with the modules that come before it: 60 steps, about 17 h 5 min of work.

2weeks
60steps
3gates
14min read
  1. 1Brazil
  2. 1Settings module
  3. 2Administration module
  4. 2Processes module

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1What Tenka does for this operation

Each module in the guide shows its status in the country, in the order one depends on another. The guide shows the way; the account plan is what unlocks the screens.

Already works in Tenka: Configurações, Administração, Processos

Week 1Brazil

Country: Brazil is Tenka's in-production country: invoicing, payroll and banking work through the country's adapters.

  1. Tenant settings
    account menu (your avatar, at the right end of the top bar)Tenant settings
    What to check: legal name, CNPJ, state and municipal registration and the tax regime — they appear on every invoice; logo, brand color and the company data (legal name, tax ID, address) — they appear on the documents · Who does it: Account administrator · Time: 30 min
  2. Outbound e-invoice (NF-e)
    DeliverSales and shippingOutbound e-invoice (NF-e)
    What to check: a test invoice in the test environment, with key, protocol and status · Who does it: Finance · Time: 30 min
  3. Tax assessment
    ReceiveUp to date with the governmentTax assessment
    What to check: the month's tax assessment checked by the accountant before paying the payment slip · Who does it: Accountant · Time: 30 min
  4. eSocial
    Open in the systemSee the screen help
    ReceiveUp to date with the governmenteSocial
    What to check: the payroll events checked before sending · Who does it: Accountant · Time: 30 min
  5. Connected accounts
    ReceiveMoney on the moveConnected accounts
    What to check: if the bank has Open Finance, the connected account: the statement and balance arrive on their own · Who does it: Finance · Time: 20 min

How to make up for the missing adapter

  • Service invoice in a city hall that the issuer does not cover yet: issue it on the city hall's portal and record the invoice number on the receivable — finance and margin do not depend on the issuer.
  • Bank without Open Finance: import the statement (OFX or CSV) in Bank reconciliation once a week.

Week 1Settings module

What this module does: Company, AI and integrations

The steps below apply to every company that uses the module; your industry's block adds what is specific to your operation.

  1. Users and access groups
    Registers and settingsPlatform and securityUsers and access groups
    What to check: one group per role, starting from the suggested groups (Finance, Sales, Operations, Purchasing and inventory, HR, Executive board); whoever works in two companies has a single login — and a group is valid per company: apply the group to both, or copy it from the group record (Copy to another company); one user for each process owner · Who does it: Account administrator · Time: 20 min
  2. Access matrix
    Registers and settingsSettingsAccess matrix
    What to check: whoever operates sees the operation; cost and margin stay with whoever decides price · Who does it: Account administrator · Time: 15 min
  3. My preferences
    (user menu, at the top)
    What to check: language, theme and "Show values" for each person · Who does it: Account administrator · Time: 15 min
  4. Group units
    Registers and settingsFinanceGroup units
    What to check: optional: only if you want to group companies in reports (consolidated management income statement and cash flow); no operations screen depends on a unit, and whoever has one or two companies without consolidating skips this step · Who does it: Account administrator · Time: 15 min
  5. Integrations
    the search bar at the top: type "Integrations"
    What to check: connect your systems in one click: the integration recipe asks only for the credential · Who does it: Account administrator · Time: 15 min
  6. API keys
    Registers and settingsPlatform and securityAPI keys
    What to check: the key of each integrator; the SDK comes ready at /api/v1/sdk and the OpenAPI specification has a frozen version · Who does it: Account administrator · Time: 15 min
  7. Platform access
    Registers and settingsPlatform and securityPlatform access
    What to check: transparency · Who does it: Account administrator · Time: 15 min
  8. Approval limits
    Registers and settingsFinanceApproval limits
    What to check: approval flow by event and step · Who does it: Account administrator · Time: 15 min
  9. Environment / Sandbox
    Registers and settingsPlatform and securityEnvironment / Sandbox
    What to check: put the account in TEST mode to train the team and test processes without affecting production · Who does it: Account administrator · Time: 15 min
  10. Automations
    Registers and settingsPlatform and securityAutomations
    What to check: create automations without programming · Who does it: Account administrator · Time: 15 min
  11. WhatsApp channels
    Registers and settingsPlatform and securityWhatsApp channels
    What to check: the company's WhatsApp connection (official Cloud API or Evolution) · Who does it: Account administrator · Time: 15 min
  12. Approval delegations
    Registers and settingsFinanceApproval delegations
    What to check: temporarily transfer your approval authority to someone else (vacations, absences) · Who does it: Account administrator · Time: 15 min
  13. Approval events
    Registers and settingsPlatform and securityApproval events
    What to check: catalog of events that may require approval · Who does it: Account administrator · Time: 15 min
  14. Migrate from the previous system
    Registers and settingsGetting startedMigrate from the previous system
    What to check: bring from the garment maker what is in the previous system or in a spreadsheet, straight into Tenka · Who does it: Account administrator · Time: 15 min
  15. Connected apps
    Registers and settingsPlatform and securityConnected apps
    What to check: the external applications (Claude, ChatGPT, IDEs) authorized by OAuth to talk to your account through MCP. Here whoever… · Who does it: Account administrator · Time: 15 min
  16. Shareholding
    Registers and settingsFinanceShareholding
    What to check: how much of each company the group holds and by which method it enters the consolidation (full with minorities, or… · Who does it: Account administrator · Time: 15 min
  17. Access recertification
    Registers and settingsPlatform and securityAccess recertification
    What to check: the periodic review of who can do what · Who does it: Account administrator · Time: 15 min
  18. SSO / SAML
    Open in the systemSee the screen help
    Registers and settingsPlatform and securitySSO / SAML
    What to check: federated login by SAML: the customer uses its own identity provider (Azure AD/Entra, Okta, Google Workspace) to… · Who does it: Account administrator · Time: 15 min
  19. Operations rails
    Registers and settingsOperationsOperations rails
    What to check: the document RIDES on a rail, and the rail defines what the operation means and does · Who does it: Account administrator · Time: 15 min
  20. Storage usage
    Registers and settingsPlatform and securityStorage usage
    What to check: how much space the account's files take up · Who does it: Account administrator · Time: 15 min
  21. Tenkai on the website
    Registers and settingsPlatform and securityTenkai on the website
    What to check: the support chat that your website shows to visitors · Who does it: Account administrator · Time: 15 min
  22. Team journey
    Registers and settingsGetting startedTeam journey
    What to check: who else is in · Who does it: Account administrator · Time: 15 min
  23. Implementation journey
    Registers and settingsGetting startedImplementation journey
    What to check: guided implementation · Who does it: Account administrator · Time: 15 min
  24. Mirror month
    Registers and settingsGetting startedMirror month
    What to check: prove that Tenka reproduces the accountant's closing · Who does it: Account administrator · Time: 15 min
  25. Migrate from another system
    Registers and settingsGetting startedMigrate from another system
    What to check: bring customers, suppliers, items, chart of accounts and payables/receivables from Omie, Conta Azul, Bling, Nibo or a spreadsheet · Who does it: Account administrator · Time: 15 min
  26. Connector monitoring
    Registers and settingsIntegrationsConnector monitoring
    What to check: the health of the integration, hiding nothing · Who does it: Account administrator · Time: 15 min
  27. Connector reconciliation
    Registers and settingsIntegrationsConnector reconciliation
    What to check: one month at a time · Who does it: Account administrator · Time: 15 min
  28. Integration connector
    Registers and settingsIntegrationsIntegration connector
    What to check: connect Tenka to an ERP that remains the owner of the operation (e.g., Sankhya) and mirror the data here · Who does it: Account administrator · Time: 15 min
  29. Orders sent to the ERP
    Registers and settingsIntegrationsOrders sent to the ERP
    What to check: the queue of what goes from Tenka to the ERP: waiting, accepted with the ERP number, rejected with the ERP's reason, gave up · Who does it: Account administrator · Time: 15 min
  30. Assisted implementation
    Registers and settingsPlatform and securityAssisted implementation
    What to check: the follow-up of the system switch, end to end and on a single page · Who does it: Account administrator · Time: 15 min
  31. Tax setup assistant
    account menu (your avatar, at the right end of the top bar)Tax setup assistant
    What to check: state, tax regime, NFC-e security code (CSC) and A1 certificate, with the SEFAZ test at the end · Who does it: Account administrator · Time: 5 min
  32. WhatsApp usage
    Registers and settingsPlatform and securityWhatsApp usage
    What to check: the month's allowance by message type and, if needed, the credit package · Who does it: Account administrator · Time: 5 min

Week 2Administration module

What this module does: Logs, audit, queues and experience (technical)

The steps below apply to every company that uses the module; your industry's block adds what is specific to your operation.

  1. Adoption scoreboard
    ImproveWhere work gets stuckAdoption scoreboard
    What to check: how much the team uses each part — and what is NOT being used · Who does it: Account administrator · Time: 15 min
  2. Auditor package (SOC 2)
    ImproveGovernance and complianceAuditor package (SOC 2)
    What to check: check the package handed to an auditor · Who does it: Account administrator · Time: 10 min
  3. Trust Center
    ImproveGovernance and complianceTrust Center
    What to check: check your account's trust showcase · Who does it: Account administrator · Time: 10 min
  4. Whistleblowing channel
    ImproveGovernance and complianceWhistleblowing channel
    What to check: check the ethics committee's inbox · Who does it: Account administrator · Time: 10 min
  5. Email queue
    ImproveGovernance and complianceEmail queue
    What to check: check the asynchronous email sending queue · Who does it: Account administrator · Time: 10 min
  6. Business graph
    KnowExploreBusiness graph
    What to check: check the whole business as a navigable map · Who does it: Account administrator · Time: 10 min
  7. Error log
    ImproveGovernance and complianceError log
    What to check: check the view of system errors · Who does it: Account administrator · Time: 10 min
  8. Risk matrix
    ImproveGovernance and complianceRisk matrix
    What to check: check the company's corporate risk matrix · Who does it: Account administrator · Time: 10 min
  9. Documents (DMS)
    DeliverThe day's workDocuments (DMS)
    What to check: the company's living documents · Who does it: Account administrator · Time: 15 min

Week 2Processes module

What this module does: Process management: living value chain, organization X-ray and synchronism dashboard — the layer between strategy and execution.

The steps below apply to every company that uses the module; your industry's block adds what is specific to your operation.

Who it is for: the company that wants to use Tenka only to organize and improve processes — map how the work happens, find where it gets stuck, standardize and keep the standard alive — even if finance and operations still run on another system.

What you have at the end: the value chain drawn with owners, the processes prioritized by data, the real flow discovered, the root cause with an action plan and a routine that shows whether the standard is holding.

Rhythm: 4 weeks. In each step there are two buttons: Open in the system and See the screen's help, both in a new tab.

Value chainPrioritizationReal flow (AS-IS)Root causeStandard (TO-BE)SDCA routine
  1. Value chain
    ImproveWhere work gets stuckValue chain
    What to check: the 4-level architecture (macro-process → process → subprocess → activity), each with an owner and a type · Who does it: Process owner · Time: 30 min
  2. Process prioritization
    ImproveWhere work gets stuckProcess prioritization
    What to check: the performance × strategic importance matrix: the 3 processes that start first · Who does it: Process owner · Time: 30 min
  3. Process AS-IS
    ImproveWhere work gets stuckProcess AS-IS
    What to check: the SIPOC sheet, the swimlane flow and the measured performance: lead time, rework, SLA adherence and cost per execution · Who does it: Process owner · Time: 30 min
  4. Process mining (real flow)
    ImproveWhere work gets stuckProcess mining (real flow)
    What to check: the real flow discovered from the history the operation has already recorded — without importing any log · Who does it: Process owner · Time: 30 min
  5. Breakdowns
    ImproveWhere work gets stuckBreakdowns
    What to check: where the process tears, prioritized (GUTIF) and with the Pareto curve · Who does it: Process owner · Time: 30 min
  6. Root cause and 5W2H plan
    ImproveWhere work gets stuckRoot cause and 5W2H plan
    What to check: the 5 whys down to the root cause and the 5W2H plan with owner and deadline · Who does it: Process owner · Time: 30 min
  7. Process documents
    ImproveWhere work gets stuckProcess documents
    What to check: the new standard (TO-BE) on the 4 levels: policy, procedure, SOP and work instruction · Who does it: Process owner · Time: 30 min
  8. Assisted operation
    ImproveWhere work gets stuckAssisted operation
    What to check: 1 to 3 months following the process: the KPI at the start, at the end and the measured gain · Who does it: Process owner · Time: 30 min
  9. SDCA routine
    ImproveWhere work gets stuckSDCA routine
    What to check: the control and verification items, the ritual on the calendar with generated agenda and the traffic light · Who does it: Process owner · Time: 30 min
  10. Agile Coach
    Open in the systemSee the screen help
    ImproveWhere work gets stuckAgile Coach
    What to check: check reads the team's real flow, the registered ceremonies, the open retrospective actions and the pulse notes, and returns a… · Who does it: Process owner · Time: 10 min
  11. Coherence checks
    ImproveWhere work gets stuckCoherence checks
    What to check: check the continuous audit of the management model · Who does it: Process owner · Time: 10 min
  12. Context map
    ImproveWhere work gets stuckContext map
    What to check: check the organization's X-ray · Who does it: Process owner · Time: 10 min
  13. Synchronism
    ImproveWhere work gets stuckSynchronism
    What to check: check 3-level × 4-pillar matrix marked by evidence from the system itself, % synchronism, process maturity by… · Who does it: Process owner · Time: 10 min
  14. Automation radar
    ImproveWhere work gets stuckAutomation radar
    What to check: the process that best pays for its own automation: each one’s score, the recommendation (native, AI agent, integration or robot) and how much is saved per month, with the calculation open · Who does it: Process owner · Time: 10 min

How the menu is organized (read before you start) (Processes module)

Everything about processes lives in Improve ▸ Where work gets stuck. The rest of the menu (Sell, Deliver, Receive) feeds the real data that processes measure: the more the operation runs on Tenka, the more the map shows what actually happens.

Where What lives there
Improve ▸ Where work gets stuck Value chain, Process prioritization, Process AS-IS, Process mining, Root cause and 5W2H plan, Process documents, SDCA routine, Breakdowns, Assisted operation, Adoption scoreboard
Registers and settings users, roles and access

Where process management usually goes wrong

  • Map without an owner. A process without an owner does not improve: the Value chain asks for an owner at each level.
  • Improvement without measurement. Without the AS-IS measured at the start, there is no way to prove the gain at the end. Measure before changing.
  • Standard that nobody reviews. A document published without an SDCA routine goes back to being ignored within weeks.

Questions Tenkai answers after the implementation

  • "Which processes have the most rework?"
  • "Where does the purchasing process get stuck the most?"
  • "Is the action plan for process X on track?"

The gates and the routine (Processes module)

Week 1 — the map

Week 1 gate: the value chain with an owner for each macro-process and the 3 priority processes chosen.

Week 2 — how the work really happens

Week 2 gate: the 3 priority processes with the AS-IS measured and the breakdowns recorded.

Week 3 — the cause and the standard

Week 3 gate: one 5W2H plan under way and the new standard published for the first process.

Week 4 — the standard that holds

The manager's routine (30 minutes a week): SDCA routine (the traffic light of the control items), Breakdowns (what tore again) and Assisted operation (the measured gain). ✅ Go-live gate: the first process with a published standard, the SDCA routine running and the gain measured by data, not declared.