Overview
Zarcore provides a structured, high-fidelity data onboarding service designed to transform your business operation into an automated, compliant, and fast system. We prioritize data integrity: we cleanse, map, and reconcile the data you provide so your new dashboard works correctly from day one.
This document is not a legal contract, see our Terms of Service for that. It is an operational guide explaining exactly what White Glove Onboarding includes, what it does not include, and how to prepare your data so your migration goes smoothly.
1. The Onboarding Protocol
Every White Glove Onboarding follows the same protocol:
- Data Health Audit: We review a sample of your legacy data to confirm it meets our structural requirements for automated mapping.
- AI-Assisted Ingestion & Mapping: We use AI-orchestrated pipelines to map your legacy records into the corresponding Zarcore module.
- Human Verification & Sign-Off: Before anything is ingested, a Zarcore engineer manually reviews and reconciles the completed AI remapping against your source files and signs off on its accuracy. No migration proceeds to your workspace without this human review.
- Client Reconciliation Period (14 days): You review the migrated data inside your Zarcore workspace.
- Cutover Sign-Off: Once confirmed accurate, you provide digital sign-off, making Zarcore your official system of record.
2. Standard Scope, $2,500 per Module
Our standard White Glove package covers the active, decision-relevant life of your business data.
- Time Horizon: Current Year-to-Date, plus up to 4 prior closed fiscal years, unless a different scope is specifically agreed to in writing.
- Data Format: Standardized exports (CSV or XLSX) that meet our "Ready-to-Map" specification below.
- Historical Archive: Records older than 4 years are not migrated into your live dashboard. They are instead stored in a secure, read-only Data Archive Vault for compliance/retention purposes.
- Mapping: AI-assisted field mapping into the target module, with human verification and sign-off before ingestion. This does not include manual data cleaning or sanitization, see Section 3.
3. Record Volume Caps (Standard Scope)
The $2,500 flat-rate migration fee per module covers up to the following total record volumes, spanning the full 4-year time horizon in Section 2. These caps exist to keep AI mapping accuracy and human reconciliation reliable for every client.
- CRM: Up to 10,000 Contacts
- Accounting: Up to 5,000 Invoices and 5,000 Bills/Expenses
- HR: Up to 500 Employee records
- Inventory: Up to 1,000 SKUs
- IT Assets: Up to 500 Devices/Assets
- Projects: Up to 1,000 Project/Task records
- Volumes above these caps require a separate scoping conversation before the migration is scheduled.
4. What This Service Does Not Include
White Glove Onboarding is a data migration service, not a data cleaning or sanitization service. We expect the files you provide to already be complete, accurate, and reasonably organized.
- We do not manually scrub, correct, deduplicate, or reconstruct your legacy data.
- We do not perform forensic repair of broken formulas, unbalanced ledgers, or missing/incomplete records.
- We do not migrate data older than 4 years into live modules, under any circumstances or for any additional fee, it is archived instead, as described in Section 2.
- If your sample data does not meet the "Ready-to-Map" standard during the Data Health Audit, we will ask your team to correct it before we proceed. We are not able to take this work on ourselves, even for an additional fee.
5. Data Submission Guide, "Ready-to-Map" Requirements
To qualify for our standard migration scope, please prepare your export files as follows:
- File Format: CSV or Excel (.xlsx) only. We cannot accept raw database dumps, proprietary software backups, or PDF exports.
- One File per Record Type: Keep each category of record in its own file (e.g., Contacts, Invoices, Employees) rather than combining everything into a single sheet.
- Clear Column Headers: The first row of every file must contain a plain-language header for each column (e.g., "Customer Name", "Invoice Total", "Due Date"), not internal codes or blank headers.
- One Row per Record: Each row should represent a single, complete record. Avoid merged cells, subtotal rows, or notes embedded inside data rows.
- Consistent Formatting: Dates, currency, and numbers should be formatted consistently throughout the file.
- No Broken References: Related records (e.g., invoices and the customers they belong to) should use a consistent name or ID so they can be matched during mapping.
- Time Horizon & Volume: Limit each export to the current year-to-date plus the prior 4 fiscal years, within the record volume caps in Section 3.
6. Frequently Asked Questions
Q: Does a human actually check the AI's work? Yes. Every migration job is reviewed and reconciled by a Zarcore engineer, who signs off on the completed remapping before it is ingested into your workspace. AI accelerates the mapping process, it does not replace human verification.
Q: What happens to my data older than 4 years? We do not discard it. It is stored in an encrypted Data Archive Vault so you remain compliant with tax and audit retention requirements. It is not mapped, cleaned, or loaded into your live Zarcore modules.
Q: What if my record count exceeds the caps in Section 3? Raise it on your discovery call so we can discuss whether a larger scope is something we're able to take on separately.
Q: What if my data is messy? Your team is responsible for preparing and cleaning your legacy exports before delivery. If your data needs cleanup, this falls outside our standard scope.
Q: Why don't you offer data cleaning as a paid add-on? Manual data cleanup is open-ended, time-intensive work that we've made a deliberate decision not to offer, at any price. Keeping our scope narrow is what lets us deliver fast, reliable migrations for every client.
7. Client Commitment
To ensure a successful migration, the Client agrees to:
- Deliver clean, structured data files as defined in Section 5 above, within the record volume caps in Section 3.
- Complete the 14-day Reconciliation Period once data is loaded into the workspace.
- Provide final Cutover Sign-Off before relying on the Platform for official tax, payroll, or compliance purposes.