Tracking implementations
What an implementation is, why an initiative needs them to split its costs, its types and statuses, adding one, and how a cost is attributed to one.
Answered from these docs only, by a model that cannot see your account. Check the pages it cites.
Checked against the product on September 22, 2026
An implementation records how an initiative is delivered: the tool, platform or build doing the work. An initiative can have several, such as an automation platform handling one workflow and a custom agent handling another, each with its own status.
Why an initiative needs them
An initiative is the business case — the budget, the costs, the value. An implementation is the thing that actually does the work.
Without one, every cost on an initiative lands in a single lump, and the initiative can tell you what it spent but not which build the money went to. Name your implementations and each cost can be attributed to one, so a single initiative running a Zapier workflow and a custom agent can say what each of them costs.
You don't have to attribute every cost. A cost left unattributed still counts towards the initiative's total and its ROI in full — attribution only splits that total further. See "What a cost is attributed to" below.
Where they are
- One initiative's: open the initiative and choose its Implementations tab.
- Every initiative's: Initiatives → Implementations lists them all, with the initiative each belongs to.
You can search either list and filter it by type, status, platform and owner. Export downloads what you're looking at as CSV or Excel. Click a row to open the implementation.
Adding one
Choose New Implementation on either list. From Initiatives → Implementations, pick the Initiative first. Then fill in:
- Type (required):
- Native AI tool: direct use of an AI model API (OpenAI, Claude, Gemini) in an existing workflow or product
- Automation platform: no-code or low-code orchestration (Zapier, Make, n8n) connecting existing tools with AI steps
- Custom agent: an AI agent built for this initiative
- Custom build: an AI model, pipeline or integration built in-house
- Vendor solution: a licensed, packaged AI product deployed with little customization
- Manual assist: people review and act, with AI assisting
- Status (required): see below.
- Platform: the tool it runs on, such as OpenAI or Zapier. See "Implementations and connections" below for why it's worth filling in.
- External Reference: a repo URL, a ticket, or the tool's own ID for it.
- Owner: the member responsible for it. The list's Owner filter reads this.
- Launched At: the day it went live, in your own time zone.
- Notes
- Config: key and value pairs (Add entry) for settings such as endpoint URLs, model parameters or workflow IDs. Everyone in the account can read them on the implementation's page, so keep API keys and passwords out.
Then choose Create Implementation. Adding an implementation, changing its status and deleting it each show on the initiative's Activity tab.
Statuses
- Planned: not started yet. This is the implementation's own status. It has nothing to do with the initiative's planned figures.
- Active, Paused, Completed and Canceled record where the rollout stands.
Completed At isn't on the form. Roiva fills it in when you set the status to Completed, and clears it if you move the status off Completed again.
An implementation's status is separate from the initiative's stage. Marking one Completed doesn't move the initiative. See The initiative lifecycle.
Editing and deleting
Edit and Delete are on the implementation's page and in the menu at the end of its row. Deleting asks you to confirm, and there's no undo.
Anyone in the account (Owner, Admin or Member) can add, edit and delete implementations on any initiative. No plan is needed.
Placeholders from a template
When an initiative is created from a template, Roiva adds a Planned implementation for each system the template runs on that your account has already connected. This also happens when Create manually adopts a template that fits. A paused connection, or one with errors, still counts. A disconnected one doesn't. For example, a template that can run on Salesforce, HubSpot or Pipedrive gets one HubSpot placeholder in an account that has connected only HubSpot, and none in an account that has connected none of them.
A placeholder's type comes from its platform:
- OpenAI, Anthropic or Gemini give Native AI tool.
- Zapier, Make or n8n give Automation platform.
- Anything else gives Vendor solution.
Edit placeholders like any other implementation. See Using initiative templates.
Implementations and connections
An implementation doesn't connect anything, and it books no value. Its Platform does two things, both by matching the platform a connection bills from — ignoring case, spaces and punctuation, so "HubSpot" matches a HubSpot connection.
The first is suggesting where a connection belongs: when you link a connection on the same platform, this initiative is suggested first. On Integrations → Unlinked and on a connection's link form, the initiative picker shows "Suggested:" with the initiative and "runs on" the platform.
The second is attributing that connection's costs to this implementation once the connection is linked. See "What a cost is attributed to" above.
- Activity links: when this is the only suggestion, the picker opens with it already chosen.
- Value and cost links: the initiative is suggested but never chosen for you.
- No suggestion comes from a Canceled implementation, or from one on a Completed, Rejected or Dismissed initiative.
- Cost links on QuickBooks, Xero, NetSuite, Brex and Ramp get no suggestions at all, because those book by vendor.
See Linking connections to initiatives.
What a cost is attributed to
On the Costs tab, a cost entry's Attributed To says which implementation it paid for. It's optional: "The initiative as a whole" leaves it unattributed, which is what every cost recorded before this was, and what a cost that genuinely covers the whole initiative should stay.
You can set it three ways:
- On the cost entry, when you record or edit one.
- On a recurring cost, where it's carried onto every entry that schedule generates. Set it once rather than on each month's row.
- Automatically, from a connection's bills. If an implementation's Platform matches the platform a connected tool bills from, costs arriving from that connection attribute themselves to it.
The automatic match stays out of the way when it can't be sure. It attributes nothing when two implementations on the initiative share a platform, and nothing to a Canceled implementation. Anything you set by hand is kept, so a later sync won't overwrite your answer.
An implementation's own page adds up what it has cost, split into CapEx and OpEx. The Costs tab's Attributed To filter narrows to one implementation, or to Unattributed — the costs no build accounts for yet.
Deleting an implementation doesn't delete its costs. They stay on the initiative, unattributed.
What else reads them
Attribution splits an initiative's costs; it doesn't change them. ROI, approved value, total cost, budget against actual, the Setup tab and board reports all read the initiative's costs as a whole, whether or not they're attributed.
Implementations are included in exports: the list's Export, and the whole-account export. Neither export includes Config. See Your data: exports and deletion.