Getting started with Robaws

Welcome to Robaws!

We are happy to guide you through your new ERP package with this concise guide.

Good luck, and do contact us if you have any questions!

Quickly navigate to:

Logging in
Initial setup
Creating users
The various modules
Handy tips
Possible integrations
Importing your data
Do you have questions?

Logging in to Robaws

Robaws is an online software package. You log in via Google Chrome for the best experience.

Go to the website app.robaws.com
Log in with your username and password.
TIP: you can also use these details to log in to the Robaws app, which you can download from the Apple Store or Play Store.

Your username is usually your e-mail address.
Do you not have a password, or have you forgotten it? Set it via 'forgot password'

Do you want to log in to Wappy? Then follow these instructions.

Initial setup

The first time you log in to Robaws, you have to complete the following steps once. Do not skip them, otherwise you will not be able to use Robaws properly.

Billing

Click your name in the top right > billing and check your invoicing and licence details here.
Complete everything correctly before the trial period expires, so that you do not lose access to Robaws.

Profile

Click your name in the top right > profile and go through your own user details.
Change your password if you wish, check your user role, and set up multi-factor authentication if you wish
Link your e-mail to your profile. This is important in order to send e-mails (quotations, invoices, ...) from Robaws

Company details

Click your name in the top right > settings > company and enter your company details here.
Enter your VAT number, IBAN and BIC: these are needed to generate your invoices correctly
Enter your address: this is needed to calculate the distance to a project address
Add background: this serves as the background for all the documents you send
Activate Peppol; you will need this to send and receive invoices

VAT tariffs and Payment conditions

Stay in the settings > general for a moment
Click VAT tariffs: check whether all the VAT tariffs you use yourself are listed here. If not, you can add them
Click Payment conditions: delete the payment conditions you do not use and add the payment conditions you need.

Accounting software

Stay in the settings > general for a moment
Click Journals: set here how your sales invoices and incoming invoices are grouped and numbered
Make sure your invoices and incoming invoices can be sent to your accountant. Depending on the accounting software you work with, this can be done via an integration, by forwarding them in UBL format, or by downloading your invoices.

You have to save the changes you make in the settings by clicking 'Activate settings' at the bottom right.

Creating and managing users

You can add your colleagues or employees to Robaws yourself by creating them as a user, assigning them a user role so that everyone only sees the modules they need, and giving them access to Robaws or Wappy.
Then link their e-mail address so that they can send e-mails from Robaws too.

If you activate a Robaws and/or Wappy licence for a new user, you will receive an invoice for this extra user the next day.

Getting started with the various modules

For every module there is a short Helpcenter article that gives you a general picture of everything that module can do.
If you click through in the article, you will find the detailed explanation for each part.
We have created a separate page with an overview of all modules so that you can quickly find your way around.

Tips to get the most out of Robaws quickly

Robaws has a number of built-in conveniences that help you make the package fit your company as closely as possible. You can discover them below!

Extra fields > create extra fields as you wish in every module to keep data in a structured way, to see it in your overview, to copy it automatically to another module or to show it on a document via a replacement code.
Statuses** **> determine the status of your quotations, projects, etc. yourself so that you have a quick overview of the state of affairs in your company
Activities > if you want to consult a cost overview per phase for calculation and recalculation purposes, using activities can be useful for this.
Document layout > customise your documents (quotations, work orders, supply orders, etc.) entirely as you wish, so that you only show the data you want, where you want it, in the layout you want
Templates > create templates for quotations, orders, projects, etc. so that a basis is already filled in.
E-mail templates > write a standard e-mail text and add the documents you want to it automatically, e.g. general terms and conditions, an information brochure, etc.
Personal overviews > in every module you can set up several personal overviews, with filters, custom columns, analysis, etc.
Bulk changes > on the overview screen you can select several lines and change a field in bulk via the right mouse click
Analysis options > at a glance you find the recalculation of one or more projects, you see the outstanding amount of quotations with a success percentage, etc.
Tasks** **> assign tasks to yourself or to your colleagues from any record and follow them up in your task overview
Remarks** **> keep remarks on a record so that everyone is aware of what is important
Files > keep the useful files in the right place
Replacement codes** **> almost all fields, including extra fields you have created yourself, can be used automatically on documents, in e-mails, etc. via a replacement code
Standard documents > if you want to generate a different document from Robaws, you can do this with a standard document with replacement codes and your own layout
Forms** **> draw up standard checklists for your colleagues on site
Longlist / shortlist > most settings in Robaws are built up as a list that you can adjust as you wish by adding or removing items
Automation > you can automate a number of processes in Robaws via a workflow
Keyboard shortcuts that make using Robaws so much more convenient

Integrations

Robaws integrates with a great many other software programs. This includes accounting software, webshops, track & trace platforms as well as other systems.
You will find the overview of the existing integrations via settings > integrations (right at the bottom).
In this Helpcenter there is a page for each integration, on which we explain how to set it up and use it.

Is there a webshop we do not integrate with yet? Then pass this information on to the wholesaler / supplier so that they can build a webshop integration with Robaws.

Importing and updating data

You start with an empty environment, but you probably have a number of lists to hand that you would like to import into Robaws. You can do this using our import template.
You will find all the information about the import options here, along with the specifics for each module. This template also makes it possible to update existing data in Robaws afterwards.

Tip: are you not familiar with importing? Then ask our support staff for help. We can only undo the most recent import, not the earlier ones.

Do you still want to import yourself? Then we recommend trying this out on a test environment first, so that you do not make mistakes in your own environment. Do this via staging.robaws.com.

Do you have questions?

Do you have a question, do you need training or guidance, do you need extra hands to get Robaws ready for use, or are you looking for a specialist to develop an integration?
We will listen and put you in touch with the right person.

Updated on: 04/09/2026

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