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KashFlow integration

The KashFlow integration allows you to keep your customers in sync and gives you an instant overview of what invoices you have for a contact without ever leaving their contact record in Capsule. It also makes it super simple to add new contacts from Capsule to KashFlow when you want to start invoicing them.

What does the integration do?

The integration with KashFlow will sync your contacts with Capsule in an instant. Any contact in KashFlow will automatically be added to your Capsule account and you’ll be able to see their invoices on their contact records in Capsule.

If a contact already exists in Capsule then it will be linked up with its counterpart to avoid creating duplicates. This matching is done based on the name of the contact.

If you need to update the details for a contact then make sure to make the changes inside Capsule and then the integration will sync them over to the corresponding contact in KashFlow.

Alert

Customers on the Teams plan for Capsule should note that new contacts added to your account from Kashflow will be Unassigned and therefore visible to all standard users in the account. You can learn how to assign the contacts to a team here.

Setting up the integration

If you don’t already have a KashFlow account then sign-up for one now at kashflow.com.

Enable API access in KashFlow

In the new KashFlow UI:

  1. Log in to KashFlow and click on Apps in the sidebar
  2. Click the API Settings button in the top righ hand corner
  3. Check the Enabled box and use the Update button to save the changes.

In the old KashFlow UI:

  1. Log in to KashFlow and go to the Settings > API Settings
  2. Check the box enable the API for my KashFlow account and uncheck the box Only allow specific IP addresses to access my account via the API.
  3. Save the changes

Setup the integration inside Capsule

  1. Go to the Account Settings Integrations KashFlow.
  2. Enter your KashFlow username and password where instructed.
  3. Click the button to Enable Integration and you’re all done.

When you do this, all KashFlow contacts will be synced with your Capsule contacts. Contacts who don’t already exist in your Capsule account will be added and those who already exist will be linked to the correct contact in KashFlow.

If you want to update a contact’s details just make the change in Capsule. Once a contact is linked with KashFlow, any changes you make to a contact within Capsule will be pushed out to KashFlow for you automatically, so you only need to apply your changes in one place.

Exclude supplier invioces

If you’d prefer to not share supplier invoices with your staff then it might be a good idea to exclude the supplier invoices from being displayed in Capsule.

To do that, go to the Account Settings Integrations KashFlow, check the box to exclude supplier invoices and click Save.

Note

Supplier contacts will still come through to Capsule however their invoices will not be visible.

Deleting a contact

If you delete a contact in Capsule which is linked to a contact in KashFlow, the contact in KashFlow won’t be deleted. Instead at the next sync per the integration, the contact will be re-created in your Capsule account.

Therefore if you want to remove a contact in KashFlow you are best to delete it in KashFlow first and then delete it in Capsule if you don’t want to keep it in Capsule either.