Setup guide

Every Stebby company setup starts with a personal account for the administrator. This account will be used to manage your company’s group and settings.

Step 1: Create Your Personal Stebby Account

1. Go to the Stebby website.
2. Click on “Sign up.”
3. Recommended: Use Google, Apple or Facebook for a quick and easy setup.
4. Alternatively, you can sign up using your email address and create a password.
5. Verify Your Email Address: Check your email inbox for a verification message from Stebby and click the verification link in the email. This is crucial to activate your account.
6. Add your personal identification code: In order to use your account at Service Providers, please provide your personal identification code.

Now that your personal account is ready, let’s create your company’s group within Stebby. You will be the first admin of this account, but you can add other admins later on.

Step 1: Navigate to Create a New Group

1. Log in to your newly created Stebby account.
2. In the top right corner, click on your name/profile icon.
3. From the dropdown menu, select “Create new group“.

Step 2: The Group Setup Wizard – Let’s Walk Through It

You’ll now see a guided setup. Here’s how to navigate it for the best results:

• Select Group Type: Choose “Employer“. This designates your group as a business providing benefits.
• Company Legal Name: Enter your company’s official registered name.
• Your First Employee: The wizard may ask who your first employee is.
  • Tip: If you’re unsure or just setting things up, you can usually skip this step for now and add employees later.
• Initial Compensation Plan:
  • The wizard might suggest common plans like €33/month or €100/quarter. These are just examples.
  • Important: We’ll be setting up your actual detailed compensation plan in the next phase. For now, you can skip, as we’ll refine this shortly.
• Choosing Categories:
  • The wizard will ask you to select service categories.
  • Our Recommendation: Skip this step. We advise setting up categories later. Making choices here might create a temporary plan that isn’t quite right.
• Cost Calculation Preview: The wizard will show a summary of potential costs. Remember, this will change once we configure your plan properly.
• Summary & Close Wizard: You can now close the wizard.

Takeaway for the Wizard: Don’t worry about getting the compensation plan perfect within the wizard itself – we’ll handle that with more precision in the next steps! Our goal here is just to get the company group created.

Now that your company group is created, let’s fill in all the necessary administrative, billing, payment method details, and learn how to add funds. Accurate information and understanding the funding process are vital for smooth operations.

Step 1: Navigate to Your Group’s Settings

1. Log in to your Stebby account.
2. In the top right corner, click on your name/profile icon. In there you can always see all your groups and personal profile and can choose the one you currently need to manage.
3. A dropdown menu will appear. Click on the name of the company group you just created (or want to edit).
4. You should now be on the dashboard for that group. Look for a “Settings” option in the top menu bar of the group’s interface and click on it.

Step 2: Fill Out “General Settings”

This section covers basic identification and contact information.

• Profile name *: How your company appears in Stebby. Legal name or brand name.
• Contact e-mail address: For important Stebby updates and admin notifications.
• Phone number: (Optional) Direct contact number.
• Country, Address, City, Postal code: Your company’s location details. Use your legal address.
• Website: (Optional) Your company’s official website.

Action: After filling in, click “Save” in the “General settings” section.

Step 3: Complete “Billing Details”

Accurate billing information is essential. All invoices will be sent to e-invoicing, and PDF invoices can be turned off if needed.

• Billing company name: Must be your company’s official legal name.
• Payment deadline for automatic invoices (days): Set payment term. Stebby uses prepayment. These invoices often reflect used services or suggest top-up amounts for your prepaid balance.
• Company’s country of registration, Registration nr., VAT nr.: Official business registration details.
• Purchase order number: (Optional) For your internal tracking.
• Billing address is different from physical address: Check and fill if applicable. Use this for example if you’d like your invoices to be emailed to a different email than the one in general settings.
• I want to receive PDF invoices via email: Check for PDF invoices.

Action: After completing, click “Save” in the “Billing details” section.

Step 4: Configure “System Settings”

• The default language for invoices and new users in group: Choose primary language.
• Company identifier in URL: Unique URL slug for your company.
• Show up in search: Enable if you want employees to find your company and request to join. If this is enabled, anyone can send requests to join company group but only admin can confirm who is accepted. Recommended for discoverability.

Action: After configuring, click “Save” in the “System settings” section.

Step 5: Select Your Company Payment Method

This determines how automated deposit invoices are managed. Navigate to “Payment Method” in Settings.

We recommend choosing:

• Personal responsibility: Set thresholds: “Send invoice when balance drops below” and “Send invoice in the following sum.”

Action: Select your preferred method, configure amounts, and save.

Step 6: Manually Adding Money to Your Company Account (Initial Funding & Top-ups)

First, navigate to the “Money and Invoices” view from the left-side menu. From there, select the “Add money” option.

How Much Money Should You Add?

Before adding funds, it’s important to calculate the amount your company will need. Remember that the funds on your company account are used to cover both the compensation used by employees and the monthly Stebby service fee (+ VAT). Our recommendation is to calculate the maximum possible cost for one full compensation period when making your first deposit.

Example Calculation:

• Let’s say your company has 10 employees, you offer a €100/quarter compensation plan, and the service fee is €4.50/month per employee.
• 1. Quarterly Compensation Budget: 10 employees x €100 = €1000
• 2. Quarterly Service Fee: 10 employees x €4.50/month x 3 months = €135 (+ VAT)
• 3. Total Recommended Deposit for the Quarter: You would need €1000 for compensation and €135 (+ VAT) for service fees, so you should deposit at least that total amount to cover all potential costs for the period.

Funding Options

Once you have determined the amount, enter it in the field. You have two options for adding the funds:

1. Option A: Request a Deposit Invoice for Bank Transfer
   • Review the “Regular payment info” to see Stebby’s bank details.
   • Enter the appropriate email address under “Email deposit invoice to.”
   • Click “Send deposit invoice.”
   • You will receive an invoice. Use the details on the invoice to make the payment via a standard bank transfer.
2. Option B: Use Instant Payment
   • For immediate funding, click “Or use instant payment.”
   • This will redirect you to an online payment gateway to complete the transaction through your bank.

This process is essential for the initial funding of your account and for any future manual top-ups.

Define the actual compensation plan(s) for your employees: budget, period, and service access.

Step 1: Access Compensation Plan Settings

1. From your group dashboard, navigate to “Compensation Plans.” Click “Create New Compensation Plan.”

Step 2: Define Your Plan Details

• Plan Name: Enter a clear, descriptive name (e.g., “All Employees Standard”). This name helps you differentiate between the different plans you create.
• Usage Percentage: Recommended: 100%. This setting allows you to create a co-payment system for employees. For example, if you set it to 80%, the employee must always pay 20% of each purchase from their own funds.
• Compensation Type: Recommended: Limited (specific budget for a period).
• Compensation Period & Amount:
  • Period Length: Recommended: Quarterly (3 months).
  • Amount Per Period: Your defined budget per employee. For a quarterly plan, this could be €100; for a monthly plan, it could be €33.33.
  • Next Compensation Reload: This is the date your next compensation period begins. For a quarterly plan, you should choose the first day of the next calendar quarter. For a monthly plan, choose the first day of the next month.
  • Note: If you want the plan to start immediately for everyone, select the start date of the next period and also check the “Default Compensation Plan” box below. This combination will apply the compensation instantly.
• Account Balance Logic:
  • Option A: Balance raised to sum (top-up). At the start of each new period, the employee’s balance is set to the amount defined in the plan (e.g., €100). Any unused balance from the previous period is forfeited.
  • Option B: Sum added to existing balance (roll-over + new). The amount for the new period is added to the employee’s existing balance. This allows employees to accumulate funds, typically up to a limit you can define.
• Service Categories: Recommend: Check the box for “Allow to buy tax-exempt services only” if you want to provide solely tax-free benefits. If you wish to offer a wider range of services, and are prepared to handle the associated payroll taxes, leave this box unchecked and choose the categories as you wish.
• Accept Receipts: (Optional) Allows reimbursement for external purchases. Consider disabling initially for simplicity if unsure about tax rules.
• Default Compensation Plan: Check this box to make this the primary plan. All new employees added to the company group will automatically be assigned this plan and its budget, allowing them to use their benefits immediately. This also activates the plan instantly for all current employees.

Step 3: Save Your Compensation Plan!

Click “Save” or “Create Plan”.

Add your employees so they can start using their Stebby benefits!

Step 1: Navigate to the Employee Management Section

1. From your Company Group dashboard, click on “Employees” in the main menu.

Step 2: Choose Your Method for Adding Employees

Option A: Adding Employees Individually

1. Click “Add new employee“.
2. Fill in the form:
   • Personal data: First Name*, Last Name*, Email*, Resident country, Personal ID code*, “User is from a different country than company”.
   • Compensation plan: Select plan.
   • Role and labels: User role, optional Labels.
   • Bookkeeping values: Optional Dim 1, Dim 2, Dim 3.
3. Click “Save“. Employee gets notified.

Option B: Importing Employees from a File (Bulk Add)

1. Click “Import from file“.
2. “Download template CSV file“.
3. Fill the template with employee data (first_name, last_name, email, pin, phone).
4. Upload the completed CSV file.
5. Follow on-screen import prompts. Employees get notified.

• Ensure the CSV file is tidy and contains no formulas.
• For large imports (e.g., over 1,000 employees), split the file into smaller parts.
• Labels and bookkeeping (DIM) tags can be added directly in the import file.

Option C: Employees Requesting to Join

(If “Show up in search” is enabled in Phase 3, Step 4)

1. Navigate to “Employees” section, then “Requests” or “New requests” tab.
2. For each request: Click “Accept” (and assign to a plan) or “Decline“.

Step 3: Post-Addition Checks

• Review employee list for accuracy and plan assignments.
• Communicate with employees about their new Stebby access.

This phase focuses on the ongoing strategy for managing your company’s funds within Stebby.

• Understanding Stebby’s Prepayment Model (Funds are loaded into your company account in advance to cover employee spending.): Stebby operates on a prepayment model. Your company must have a sufficient balance to cover employee benefits and service fees.
• How Employee Spending and Service Fees Are Deducted: For every user that has been made active and allowed compensation in the system, a service fee will be taken from the balance monthly. In addition to that every purchase amount from the users will be deducted from the balance and only once a user makes a purchase and not once the reload happens on their account.
• Monitoring Your Company Account Balance: Regularly check your company’s account balance within the Stebby platform to ensure it remains positive. You can usually find this on your group dashboard.
• Reconciling Invoices with Payments: Compare the deposit invoices received from Stebby with your company’s bank statements to reconcile payments and ensure accurate funding.
• Importance of Maintaining a Positive Balance: A positive balance is crucial for uninterrupted benefit access for your employees. Refer to Phase 3, Steps 5 & 6 for funding methods.

Once everything is set up and employees are added, you’re ready to launch!

• Communicate Stebby to Your Employees!
• Monitoring Usage and Funds: Keep an eye on reports and account balance.
• Ongoing Administration:If needed, you can change the compensation plan rules, add and remove employees.
• Managing Receipts: If you have enabled receipt submission in the compensation plan, receipts submitted by employees will appear in the “Receipts” view of your company account. Your task is to review the receipts, determine if the service is tax-exempt, and then approve or reject them. Upon approval, the amount is transferred to the employee’s bank account and deducted from your company’s account balance. Keep in mind that any unmanaged receipts from the previous month are automatically rejected on the 15th of each month.