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Accounting Integration

ZYNOFF
Updated

Overview

This guide will walk you through connecting your accounting software with ZYNOFF, enabling seamless synchronisation of financial data. ZYNOFF supports integration with Xero, QuickBooks, and Sage, allowing you to sync customer invoices, supplier invoices, and supplier credit notes automatically. By integrating your accounting system, you eliminate manual data entry and ensure your financial records remain accurate and up to date.

Getting Started

To access accounting integrations in ZYNOFF, navigate to Control Center > Integrations from the left sidebar. You must have administrator access to connect accounting software to your ZYNOFF workspace.

Step 1: Navigate to Integrations

From your ZYNOFF dashboard, locate the Control Center section in the left sidebar and click on Integrations. The Integrations page displays all available third-party connections organised by category.

Understanding the Integrations Page

The Integrations page is organised into several categories:

  • Accounting: Xero, QuickBooks, and Sage integrations
  • Integration Suppliers: Third-party supplier connections
  • Productivity Tools: Additional tools to enhance your workflow

You can filter the view by clicking the All or Connected tabs at the top of the page. The Connected tab shows only the integrations you've already set up, whilst the All tab displays all available options.

Step 2: Select Your Accounting Software

ZYNOFF offers three accounting integration options: Xero, QuickBooks, and Sage. Each platform has its own strengths, so select the one that best matches your existing accounting system.

Available Accounting Platforms

Xero

  • Cloud-based accounting platform for small and medium businesses
  • Comprehensive features including invoicing, bank reconciliation, and reporting

QuickBooks

  • Intuit's accounting software available as QuickBooks Online
  • Offers robust features for small business accounting

Sage

  • Well-established accounting software with multiple versions
  • Sage Business Cloud Accounting is suitable for small businesses

Connecting Your Accounting Software

  1. Locate your preferred accounting software in the Accounting section
  2. Click the green Connect button next to your chosen platform
  3. You will be redirected to the login page of your selected accounting software

Step 3: Complete the Authentication Process

Once you click Connect, you'll be redirected to your accounting software's login page. The authentication process varies slightly depending on which platform you're connecting.

Xero Authentication

  1. Enter your Xero email address and password
  2. Click Log in
  3. Review the permissions that ZYNOFF is requesting
  4. Click Allow access to authorise the connection

The permissions screen will show that ZYNOFF needs access to:

  • View and manage your contacts
  • View and manage attachments
  • View and manage business transactions
  • View your organisation settings
  • View your user profile

QuickBooks Authentication

  1. Enter your QuickBooks email or user ID
  2. Tick the Remember me checkbox if desired
  3. Click Sign in
  4. Review and accept the connection permissions
  5. Complete any two-factor authentication if enabled on your account

Sage Authentication

  1. Choose your country or region from the available options
  2. Enter your Sage account email address
  3. Click Continue
  4. Complete the login process
  5. Authorise ZYNOFF to access your Sage account

Note: If you don't have an account with your chosen accounting platform, you'll need to create one before connecting it to ZYNOFF. Look for the "Create an account" link on the login page.

Step 4: Configure Account Mapping

After successful authentication, you'll be returned to ZYNOFF to complete the integration setup. This involves mapping your ZYNOFF accounts to the corresponding accounts in your accounting software.

Setting Up Account Mappings

You'll need to map the following accounts:

  • Sales of Labour Account: Select the income account where labour charges should be recorded
  • Sales of Materials Account: Select the income account for materials and product sales
  • Purchases Account: Select the expense account for purchases
  • Bank Account: Select the bank account for transaction records
  1. Click on each dropdown field
  2. Select the appropriate account from your accounting software's chart of accounts
  3. Review your selections to ensure accuracy

Additional Configuration Options

Depending on your accounting software, you may see additional configuration options:

  • Use invoice numbering sequence: Toggle this on if you want your accounting software to generate invoice numbers automatically
  • Send files: Enable this option to automatically send invoice PDFs to your accounting software

Completing the Setup

Once you've configured all account mappings:

  1. Review your selections
  2. Click the green Save button at the bottom of the page
  3. Wait for the confirmation message

If you need to change your settings later, click Cancel and return to reconfigure when ready.

Step 5: Verify Connection Status

After saving your configuration, ZYNOFF will establish the connection with your accounting software. You'll be redirected back to the Integrations page.

Checking Your Connected Integrations

  1. Navigate to Control Center > Integrations
  2. Click the Connected tab at the top of the page
  3. Verify that your accounting software appears under the Accounting section
  4. Look for the green "Connected" badge next to the integration name

The connected integration card will display:

  • The platform name and logo
  • A brief description
  • A green "Connected" status indicator
  • Configuration options (accessible via the menu icon)

Managing Your Accounting Integration

Once connected, you can manage your integration settings and synchronise documents between ZYNOFF and your accounting software.

Syncing Documents

After integration, the following documents can be synced automatically:

  • Customer invoices: Invoices created in ZYNOFF sync to your accounting software
  • Supplier invoices: Purchase order invoices sync to track expenses
  • Supplier credit notes: Credit notes for returned items or adjustments sync automatically

Documents sync according to your configuration settings. Check your accounting software to verify that synced documents appear correctly.

Modifying Integration Settings

To modify your integration settings:

  1. Navigate to Control Center > Integrations
  2. Click the Connected tab
  3. Locate your connected accounting software
  4. Click the three-dot menu icon on the integration card
  5. Select Configure or Settings
  6. Update your account mappings or configuration options
  7. Click Save to apply changes

Disconnecting an Integration

If you need to disconnect your accounting integration:

  1. Navigate to Control Center > Integrations
  2. Click the Connected tab
  3. Locate your connected accounting software
  4. Click the three-dot menu icon on the integration card
  5. Select Disconnect
  6. Confirm your decision when prompted

Warning: Disconnecting an integration will stop automatic synchronisation of documents. Historical data already synced will remain in your accounting software.

Best Practices

  • Map accounts carefully: Take time to select the correct accounts during initial setup. Incorrect mappings can cause financial reporting issues and require manual corrections later.
  • Keep credentials secure: Never share your accounting software login credentials. ZYNOFF uses secure OAuth authentication that doesn't expose your password.
  • Monitor for sync errors: Check for any error notifications in ZYNOFF that might indicate synchronisation issues, and address them promptly to maintain accurate records.

Troubleshooting

Connection fails during authentication

If your connection fails while logging into your accounting software:

  • Verify that you're entering the correct email address and password for your accounting software
  • Check that you have administrator access to your accounting software account
  • Ensure your accounting software subscription is active and not expired
  • Try clearing your browser cache and cookies, then attempt the connection again
  • If using two-factor authentication, ensure you complete all authentication steps

Account mapping options don't appear

If the account mapping dropdown menus are empty or don't show your accounts:

  • Confirm that your accounting software has a chart of accounts set up
  • Check that the accounts in your accounting software are active, not archived
  • Log into your accounting software directly and verify that your chart of accounts is properly configured
  • Try disconnecting and reconnecting the integration
  • Contact ZYNOFF support if the issue persists after reconnection

Documents aren't syncing automatically

If invoices or purchase orders aren't appearing in your accounting software:

  • Verify the integration shows as "Connected" in ZYNOFF
  • Check that you've saved your account mapping configuration
  • Review your document status in ZYNOFF - some documents may require specific statuses before syncing

Wrong accounts are being used

If synced documents are appearing under incorrect accounts in your accounting software:

  • Navigate to Control Center > Integrations and click on your connected accounting software
  • Review your account mappings and correct any errors
  • Click Save to update the configuration
  • Note that changing account mappings only affects future synced documents, not historical ones

Integration shows "Disconnected" unexpectedly

If your integration status changes to disconnected without your action:

  • It can also happen if your accounting software subscription expires or is suspended
  • Reconnect by clicking Connect again and completing the authentication process
  • Review and reconfirm your account mappings after reconnecting

Need More Help?

If you encounter any issues with your accounting integration, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.

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