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Accounting integration guide

How our accounting integrations work and some tips on how to best use them

Integrated accounting services

FreshBooks icon FreshBooks

Xero icon Xero

KashFlow icon KashFlow

FreeAgent icon FreeAgent

Sage icon Sage Business Cloud

Connecting an accounting integration

Super Administrators and Administrators can set up an integrations with your preferred accounting tool by going to Account Settings Integrations then click Configure next to the relevant service.

Once connected the contacts from your accounting tool will be brought over to Capsule automatically. The integration will look for exact name matches of your accounting contacts in Capsule. When an exact name match is found the contacts will be linked and the invoice history displayed in Capsule. For the contacts where no exact name match is found a new Capsule contact will be created and this is where you will see the invoice history.

Alert

The Xero integration works slightly different to all other accounting integrations as only Xero contacts with at least one non-draft invoice will be automatically brought over to Capsule.

With the integration up and running we suggest that you add new contacts to Capsule and export the contact to your accounting service as and when you are ready to raise an invoice.

Where to update your contacts

When using the accounting integrations you should always update contact details in Capsule and then the integration will push those changes over to your integrated accounting service.

When dealing with people for accounting integrations we split contacts into B2C contacts (people not associated with an organization) and B2B contacts (people associated with an organization).

When exporting a B2C contact the persons details are exported to the accounting system. We are expecting invoices will be issued to this person. When exporting a B2B contact we export only the organization’s details. We do this because in a B2B relationship invoices are almost always issued to an organization rather than a person. At the time of creating the export if you are attempting to export a person who is part of a company, Capsule will display export organization.

Tip

If you are a B2C business then check out these handy details on how to set up your contacts with a reference company name without actually creating an organization record.

Using accounting integrations on the Teams plan for Capsule

All accounting integrations for Capsule respect the roles and teams you have assigned to your users. This means that if a user does not have access to a contact in Capsule they will not be able to raise invoices, view invoice history or export a contact to the accounting service you integrate with.

It is important to note that with an accounting integration set up new contacts created by the integration will be added to Capsule as Unassigned contacts and therefore visible to all users in the account except restricted users. If you need to control access to contacts created by an accounting integration you will need to assign the contacts as they are added to Capsule.