How jobs flow through Zato — the 8 stages
The eight stages every job moves through, who does what at each stage, and what must be done before the next stage begins.
Overview
Every job in Zato moves through eight fixed stages in sequence. Each stage must be completed before the next begins.
The 8 stages
Stage 1 — Engage: Zato sends your client a Terms of Engagement and questionnaire through a branded portal — in your firm's name. Nothing goes to your client without your approval.
Stage 2 — Gather: Data is pulled from Xero, IRD, and Companies Office. Your team uploads any documents not auto-pulled.
Stage 3 — Scrutinise: Automation runs. Zato applies your GL scrutiny rules and materiality thresholds. Transactions meeting your rule criteria are flagged by severity — Critical, High Priority, or Warning.
Stage 4 — Compile: 40+ workpapers are automatically compiled — reconciliations, schedules, and supporting calculations. Variances are identified at individual and consolidated levels.
Stage 5 — Query: Flagged items are reviewed in the Command Centre. Your team raises internal queries or sends client queries from the platform. Nothing is sent to your client without your sign-off.
Stage 6 — Review: A Manager or Director reviews all workpapers, raises review points, and approves each workpaper individually. All review points must be resolved before the job can progress.
Stage 7 — Approve: Once all workpapers are approved, the Director signs off digitally. All features except Results become view-only.
Stage 8 — Finalise: Journals post to Xero. Job complete.
Common mistakes
Running automation before CoA mapping is saved — the Run Automation button won't activate until mapping is complete
Sending client queries without reviewing them first — always use the Command Centre batch process