# Billing
Source: https://docs.cloudify.biz/billing

Complete your billing setup — add billing info, select a plan, invite team members, and update your company profile.

<img alt="942d537d 9717 421a 9939 1f98e795a8f7" />

<Frame />

<CardGroup>
  <Card title="01 Billing Info" icon="file-text" />

  <Card title="02 Select a Plan" icon="circle-check" />

  <Card title="03 Members" icon="users" />

  <Card title="04 Profile" icon="building" />
</CardGroup>

***

## 01 — Billing Information

<sub>Billing → Show/Edit billing information</sub>

Enter your payment and company details so every invoice is correctly addressed and tax-compliant.

<Steps>
  <Step title="Open the sidebar and go to Billing" />

  <Step title="Click Show / Edit your billing information" />

  <Step title="Complete all required fields in the form" />

  <Step title="Click Save — takes effect on your next invoice cycle" />
</Steps>

**Watch: Editing Your Billing Information**

<div>
  <iframe />
</div>

| Field | Required | Description |
| - | :-: | - |
| **Name** | ✅ | Billing or company name as it should appear on invoices |
| **Email Address** | ✅ | Invoices and billing notices are sent here — keep current |
| **Street Address** | ✅ | Your registered billing street address |
| **City** | ✅ | City of your billing address |
| **Country** | ✅ | Select from dropdown — determines tax treatment |
| **Zip / Post Code** | ✅ | Postal or ZIP code |
| **Phone Number** | Optional | Billing contact number |
| **State / Region** | Optional | Required for certain countries |
| **VAT / GST No.** | Optional | Ensures correct tax treatment on invoices. Click **Change** to update |

### Updating Your VAT/GST Number

Click **Change** next to the VAT/GST info field to open the update popup.

<Frame>
  <img alt="Image" />
</Frame>

| Field | Notes |
| - | - |
| **Country** | Select the country your VAT is registered in |
| **VAT/GST Number** | Enter your registration number |

Click **Save** to update.

<Warning>
  Billing updates apply on your next invoice cycle. Contact Cloudify directly if you need a change before an upcoming charge.
</Warning>

### Changing Your Payment Card

**Watch: Changing Your Payment Card**

<div>
  <iframe />
</div>

***

## 02 — Select a Plan

<sub>Billing → Current Subscriptions</sub>

Choose the subscription tier that matches your expected monthly workflow run volume.

<Steps>
  <Step title="On the Billing page, locate the Current Subscriptions panel" />

  <Step title="If no plan is active, click Select a Plan" />

  <Step title="Choose your payment method — Credit/Debit Card or Invoice (Bank Transfer)" />

  <Step title="Click Confirm" />

  <Step title="Review available tiers — each shows included  workflow run volume and price" />

  <Step title="Toggle between Monthly and Annual billing using the frequency toggle" />

  <Step title="Click Activate to confirm your subscription" />
</Steps>

<Frame>
  <img alt="Chat GPT Image Jul 14, 2026, 05 28 44 PM" />
</Frame>

<CardGroup>
  <Card title="Credit / Debit Card" icon="credit-card">
    Payments are processed automatically each cycle. No manual action needed.
  </Card>

  <Card title="Invoice (Bank Transfer)" icon="file-text">
    Receive an invoice and pay manually. An **administrative fee applies** — review Terms & Conditions for details.
  </Card>
</CardGroup>

### Billing Frequency

| | Monthly | Annual |
| - | - | - |
| **Rate** | Standard per-month rate | Discounted rate vs monthly |
| **Flexibility** | Cancel or change anytime | Best value for ongoing use |

**Watch: Switching from Monthly to Annual Billing**

<div>
  <iframe />
</div>

<Tip>
  Annual billing offers a lower per-month rate. Ask your Cloudify account manager about annual plan options before selecting.
</Tip>

<Warning>
  Keep your payment method up to date. If a payment fails, Cloudify will contact you — an outdated card may cause service interruption.
</Warning>

***

## Invoice History

The **Invoice History** table lists all invoices generated for your Lighthouse subscription.

<Frame>
  <img alt="Screenshot 2026 07 14 004542" />
</Frame>

| Column | Description |
| - | - |
| **Billing Date** | The date the invoice was generated |
| **Amount** | The amount charged for that billing period |
| **Platform** | The Lighthouse plan the invoice relates to |
| **Status** | Whether the invoice has been paid or is outstanding |

Click **View** in the top-right to show or hide columns: `CreatedAt`, `Amount`, `Platform`, `Status`.

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="I don't see an active subscription but my integration is running. Is something wrong?">
    This can happen if your subscription is managed at the organisation level or is being provisioned by Cloudify. Contact your account manager to confirm your billing status.
  </Accordion>

  <Accordion title="Can I switch between Credit Card and Invoice payment?">
    Yes. Contact Cloudify to change your payment method. Note that switching to Invoice billing carries an administrative fee.
  </Accordion>

  <Accordion title="Can I switch between monthly and annual billing?">
    Yes. Contact Cloudify to switch your billing cycle. Annual billing typically offers a discounted rate.
  </Accordion>

  <Accordion title="Can I change my currency (DKK / EUR / USD)?">
    Yes. Contact Cloudify to update the billing currency on your account.
  </Accordion>

  <Accordion title="Where can I download a specific invoice?">
    Find the invoice in the Invoice History table and click the row to view or download it. Contact Cloudify support if you need invoices in bulk or a specific format.
  </Accordion>

  <Accordion title="What happens if my payment fails?">
    Cloudify will contact you if a payment fails. Keep your billing information and payment method up to date to avoid service interruption.
  </Accordion>
</AccordionGroup>

***


# Choose your Subscription Plans
Source: https://docs.cloudify.biz/choose-your-subscription-plans



The integration offers two plans. Start on the **Free Trial** to test the full workflow, then move to **Premium** to keep syncing without limits.

***

## Free Trial

Try the integration with **15 free syncs** — no charge.

* 15 trial syncs
* Create draft invoices / draft orders in Tripletex
* Create products & customers in Tripletex
* Replay option for errors
* Tailored sync rules

<Note>
  The trial gives you the full feature set, capped at 15 syncs. It's meant for testing how Shopify orders flow into Tripletex before you go live.
</Note>

***

## Premium

**\$15/month, plus a usage fee of 0.15 per invoice**.

* Create draft invoices / draft orders in Tripletex
* Create customers & products in Tripletex
* Replay option for errors
* Tailored sync rules

Click **Upgrade** on the Premium card to activate the plan.

<Frame>
  <img alt="Screenshot 2026 07 03 023030" />
</Frame>

***

## Custom Integration

Looking for a custom integration? Contact us at [**support@cloudify.biz**](mailto:support@cloudify.biz) or [**book a meeting**](https://meetings.hubspot.com/steveklein/custom-integration) with our team to discuss your requirements and scope the best solution for your business.


# Fortnox OSS Configuration Guide
Source: https://docs.cloudify.biz/configurations/fortnox/fortnox-configuration

Set up EU OSS (One Stop Shop) VAT in Fortnox so Shopify orders post to the correct VAT account per country.

<div>
  <h1>Fortnox OSS Configuration Guide</h1>

  <p>Set up EU OSS (One Stop Shop) VAT in Fortnox so Shopify orders post to the correct VAT account per country.</p>

  <p>Last updated: July 20, 2026</p>

  <Info>
    This guide walks you through setting up EU OSS (One Stop Shop) VAT in Fortnox for the Shopify–Fortnox integration. Once configured, Shopify orders will automatically post to the correct VAT account per country. **Follow the steps in order.**
  </Info>

  <Steps>
    <Step title="Create VAT Codes">
      **Path:** `Settings → Accounting → VAT Codes → Create New`

      Create one VAT code for each EU country you sell to.

      * Fortnox names the VAT code automatically — you only set the VAT rate.
      * Create a **separate VAT code per country**, even if two countries share the same rate (e.g. Denmark and Croatia are both 25%, but need different codes).

      **Example reference:**

      | VAT Code | VAT Rate | Country |
      | - | - | - |
      | `MP4_KUND` | 25% | Denmark |
      | `MP5_KUND` | 25% | Croatia |
      | `MP6_KUND` | 19% | Germany |
      | `MP7_KUND` | 20% | France |
      | `MP8_KUND` | 27% | Hungary |

      Follow the reference images below to create the VAT codes correctly:

      <div>
        <Frame>
          <img alt="Fortnox settings — navigating to VAT Codes" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Creating a new VAT code in Fortnox" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Setting the VAT rate" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Saving the VAT code" />
        </Frame>
      </div>
    </Step>

    <Step title="Create Sales Accounts">
      **Path:** `Register → Chart of Accounts → Create Account`

      Create a sales account for each country and link it to the VAT code from Step 1.

      <Note>
        If you don't need country-by-country sales tracking, skip this step and keep using the default account **3106** for all EU OSS sales.
      </Note>

      **Example reference:**

      | Sales Account | Recommended Name | VAT Code |
      | - | - | - |
      | `3109` | Sales acc. to OSS (Denmark 25%) | `MP4_KUND` |
      | `3110` | Sales acc. to OSS (Croatia 25%) | `MP5_KUND` |
      | `3111` | Sales acc. to OSS (Germany 19%) | `MP6_KUND` |
      | `3112` | Sales acc. to OSS (France 20%) | `MP7_KUND` |
      | `3113` | Sales acc. to OSS (Hungary 27%) | `MP8_KUND` |

      Follow the reference images below to create the sales accounts correctly:

      <div>
        <Frame>
          <img alt="Navigating to the Chart of Accounts in Fortnox" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Creating a new sales account" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Linking the sales account to the VAT code" />
        </Frame>
      </div>
    </Step>

    <Step title="Create VAT Accounts">
      Create the accounts that will hold the VAT collected for each EU country.

      * Leave the **VAT Code** field **blank**.
      * Set **Suggest Debit/Credit** to **Credit**.

      **Example reference:**

      | VAT Account | Recommended Name |
      | - | - |
      | `2661` | VAT acc. to OSS (Denmark 25%) |
      | `2662` | VAT acc. to OSS (Croatia 25%) |
      | `2663` | VAT acc. to OSS (Germany 19%) |
      | `2664` | VAT acc. to OSS (France 20%) |
      | `2665` | VAT acc. to OSS (Hungary 27%) |

      <Tip>
        Navigate to the **Create Account** section by following the first two images in **Step 2**, then use the image below as a reference to create the VAT accounts.
      </Tip>

      <div>
        <Frame>
          <img alt="Creating a VAT account in Fortnox" />
        </Frame>
      </div>
    </Step>

    <Step title="Link VAT Codes to VAT Accounts">
      **Path:** `Settings → Accounting → Default Accounts`

      Under the **VAT** section, find each VAT code you created in Step 1 and enter its matching VAT account from Step 3 next to it.

      <Warning>
        This is what makes invoices post automatically to the right VAT account — without it, Steps 1–3 won't connect to each other.
      </Warning>

      **Example reference:**

      | VAT Code | VAT Account |
      | - | - |
      | `MP4_KUND` | `2661` |
      | `MP5_KUND` | `2662` |
      | `MP6_KUND` | `2663` |
      | `MP7_KUND` | `2664` |
      | `MP8_KUND` | `2665` |

      Follow the reference images below to link the VAT codes to their VAT accounts:

      <div>
        <Frame>
          <img alt="Opening Default Accounts" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Locating the VAT section under Default Accounts" />
        </Frame>
      </div>

      <div>
        <Frame>
          <img alt="Entering the VAT account for each VAT code" />
        </Frame>
      </div>
    </Step>
  </Steps>

  <Check>
    Setup complete. Shopify orders for each EU country will now post sales to the correct sales account and VAT to the matching OSS VAT account in Fortnox.
  </Check>

  <Tip>
    **Need help getting started?**\
    Our team is here to guide you through the setup process.

    [Book a free consultation](https://meetings.hubspot.com/cloudify/app-assistance)
  </Tip>
</div>


# Connections
Source: https://docs.cloudify.biz/connections-1

View and manage all applications connected to Lighthouse — your CRM, accounting software, e-commerce platform, and more.

The **Connections** page shows every application linked to Lighthouse as part of your integration setup. Each connection is the authenticated bridge that allows Lighthouse to send and receive data between your systems.

<Frame>
  <img alt="Screenshot 2026 07 14 004136" />
</Frame>

<Note>
  Connections are set up by the Cloudify team during onboarding. You do not need to configure them manually — this page is for viewing status and managing existing connections.
</Note>

***

## Reading a Connection Card

Each card on the Connections page shows one linked application.

<Frame>
  <img alt="Screenshot 2026 07 14 004227" />
</Frame>

| Element | What It Shows |
| - | - |
| **Name** | The label for this connection — e.g. `HubSpot - cloudify`, `Visma e-conomic cloudify` |
| **ID** | The unique internal ID — e.g. `ID: 538`. Reference this in support requests |
| **Status badge** | **Connected** (green) = active and authenticated. Ready to process runs |
| **App logo & name** | The external application this connection links to |
| **Auth method** | How Lighthouse authenticates — `OAuth2`, `Custom`, or `Credentials` |

***

## Auth Methods Explained

| Method | What It Means |
| - | - |
| **OAuth2** | Standard secure login flow — used by HubSpot, Xero, QuickBooks, Pipedrive |
| **Custom** | A proprietary method for apps like Visma e-conomic — managed by Cloudify |
| **Credentials** | API key or username/password — used by apps like Stripe and Pipedrive |

***

## Your Connections

Every app connected to your Lighthouse account appears here as a card. The exact connections you see will depend on your integration setup — each client account is different.

<Note>
  Connections are configured by Cloudify during your onboarding. You will only see the apps that are part of your specific integration. Contact Cloudify if you expect to see a connection that isn't listed here.
</Note>

***

## The Three-Dot Menu

Every connection card has a **⋯** menu in the bottom-right corner with two actions.

<Frame>
  <img alt="Screenshot 2026 07 14 004309" />
</Frame>

<CardGroup>
  <Card title="Reauthorize" icon="refresh-cw">
    **Use this when a connection has lost its authentication** — for example, after a password change or an expired OAuth token.

    Reauthorizing restores the connection without deleting it or affecting your workflows.
  </Card>

  <Card title="Delete" icon="trash">
    **Permanently removes the connection from Lighthouse.**

    Only delete a connection if you are certain it is no longer needed. Any workflow using a deleted connection will immediately stop working.
  </Card>
</CardGroup>

<Warning>
  **Before deleting a connection, contact Cloudify.** If an active workflow depends on it, deleting the connection will cause those runs to fail immediately. Cloudify will deactivate the affected workflows first.
</Warning>

<Tip>
  If your workflows are failing with authentication errors, try **Reauthorize** first — this resolves most connection issues without needing a support ticket.
</Tip>

***

## Adding a New Connection

Click **+ Add New** in the top-right corner to request a new app connection.

<Frame>
  <img alt="Screenshot 2026 08 03 011520" />
</Frame>

<Info>
  Adding a connection does not automatically create a workflow. Contact Cloudify after adding a new connection so they can build and deploy the workflow that uses it.
</Info>

***

## Searching & Pagination

* Use the **Search for your connections** field to find a connection by name.
* If you have more than one page of connections, use the **pagination bar** at the bottom to navigate.

<Frame>
  <img alt="Screenshot 2026 08 03 011553" />
</Frame>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="My workflows are failing — could it be a connection issue?">
    Check the Connections page and confirm all connections show a **Connected** badge. If any are missing or show a different status, use the **⋯ → Reauthorize** option or contact Cloudify with the connection ID and the affected workflow name.
  </Accordion>

  <Accordion title="When should I use Reauthorize vs raising a support ticket?">
    Try **Reauthorize** first — it resolves most authentication failures instantly. If the connection still shows as broken after reauthorizing, then raise a support ticket with Cloudify including the connection ID.
  </Accordion>

  <Accordion title="What does 'Custom' authentication mean?">
    Some apps like Visma e-conomic use a proprietary method instead of standard OAuth2. Cloudify sets up and maintains these connections on your behalf — you do not need to manage them manually.
  </Accordion>

  <Accordion title="Why do I see multiple connections for the same app?">
    Multiple connections for the same app (e.g. two Xero connections) are normal when you have separate credentials for different accounts or environments. Each has its own ID and status.
  </Accordion>

  <Accordion title="Can I delete a connection I no longer need?">
    Contact Cloudify before deleting any connection. They will confirm whether any active workflows depend on it and deactivate them first to prevent failures.
  </Accordion>
</AccordionGroup>

***


# Flows Requests
Source: https://docs.cloudify.biz/flow-requests

A full log of every webhook request received by Lighthouse Flows — filter by time, method, path, and trigger type.

The **Request History** page shows every inbound request received by Lighthouse Flows. Each row is a single HTTP request — capturing its ID, method, path, trigger type, and the exact time it arrived.

<Frame>
  <img alt="Screenshot 2026 07 09 173717" />
</Frame>

Use this page to:

* Confirm that a specific webhook reached Lighthouse Flows
* Investigate missing or unexpected requests by time range or trigger type
* Copy a Request ID to share with Cloudify for troubleshooting

***

## Reading the Requests Table

Each row represents one inbound request.

| Column | What It Shows |
| - | - |
| **Request ID** | Unique identifier — e.g. `req_01......rycf6c4n`. Click the copy icon on the left to copy the full ID. Click the ID link to view full details |
| **Method** | The HTTP method used — typically `POST` for webhook payloads |
| **Path** | The URL path the request was sent to. Shows `No Path Provided` when no path was included |
| **Trigger Type** | How the request was initiated — shown as a colour-coded badge |
| **Received At** | The exact date and time the request arrived — format `MM/DD/YYYY, HH:MM:SS AM/PM` |

### Trigger Type Badges

| Badge | What It Means |
| - | - |
| **webhook** | Request received via a webhook trigger |
| **schedule** | Request initiated by a scheduled trigger |
| **polling** | Request received via a polling-based trigger |

***

## Filtering Requests

The left-hand **Filters** panel lets you narrow the list across five dimensions.

<Frame>
  <img alt="Screenshot 2026 07 09 173756" />
</Frame>

| Filter | How to Use |
| - | - |
| **Time Range** | Click **Pick a date** to select a date or range — filters by `receivedAt` |
| **Request ID** | Paste or type a Request ID to find a specific request |
| **Method** | Check one or more HTTP methods: `ANY`, `DELETE`, `GET`, `HEAD`, `OPTIONS`, `PATCH`, `POST`, `PUT` |
| **Path** | Search for requests sent to a specific URL path |
| **Trigger Type** | Check one or more: `polling`, `schedule`, `webhook` |

<Tip>
  To investigate a specific webhook delivery issue, start by setting **Time Range** to the relevant window and **Trigger Type** to `webhook`. This immediately narrows the list to the relevant requests.
</Tip>

***

## Table Controls

| Control | What It Does |
| - | - |
| **Hide Controls** | Collapses the left filter panel to give the table more horizontal space |
| **X of Y row(s) filtered** | Live count of rows matching current filters — e.g. `1142 of 1142 row(s) filtered` |
| **Rows per page** | Dropdown to set how many rows display per page — default is **10** |
| **Page navigation** | `<<` first · `<` previous · `>` next · `>>` last — shows current page and total |

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="A webhook was sent but I can't find it in Request History — what should I check?">
    Set the **Time Range** filter to the window when the webhook was sent, then filter **Trigger Type** to `webhook`. If the request still doesn't appear, it may not have reached Lighthouse — check the webhook URL is correct and the request was not blocked at the network level. Raise a support ticket if the issue persists.
  </Accordion>

  <Accordion title="What does 'No Path Provided' mean in the Path column?">
    This means the webhook request did not include a URL path beyond the base trigger endpoint. This is normal for webhooks that send payloads directly to the root trigger URL without a path suffix.
  </Accordion>

  <Accordion title="How do I copy a Request ID to share with Cloudify?">
    Click the **copy icon** on the left of the row. The full Request ID is copied to your clipboard. Include it in your support ticket so Cloudify can locate the exact request immediately.
  </Accordion>

  <Accordion title="What is the difference between webhook, schedule, and polling trigger types?">
    **Webhook** — an external system pushed data to your Flow trigger URL in real time. **Schedule** — the trigger fired automatically at a configured time. **Polling** — Lighthouse checked a source system at regular intervals for new data.
  </Accordion>

  <Accordion title="Can I export the Request History?">
    Export is not available directly from this page. Contact Cloudify support if you need request history records for audit or analysis purposes.
  </Accordion>
</AccordionGroup>

***


# Lighthouse Flows
Source: https://docs.cloudify.biz/flows

Reliable webhook management — route, filter, transform, and deliver payloads from any trigger to one or multiple targets.

**Lighthouse Flows** is your webhook management layer inside Lighthouse. It receives incoming webhook payloads, applies filtering and transformation rules, and delivers the data reliably to one or more target endpoints.

<Frame>
  <img alt="Screenshot 2026 07 09 173604" />
</Frame>

<Note>
  Lighthouse Flows handles **webhook routing and delivery**. It is separate from your integration workflows — Flows focuses on where data goes and how it gets there, not on the business logic that transforms it.
</Note>

***

## How It Works

Every Flow is built on three layers that work in sequence.

<CardGroup>
  <Card title="1. Trigger" icon="zap">
    Receives the incoming webhook payload. Validates the signature and accepts the event into the Flow.
  </Card>

  <Card title="2. Flow" icon="filter">
    Applies your rules — filter which payloads pass through, transform the data shape, and configure retry and rate-limiting behaviour.
  </Card>

  <Card title="3. Target" icon="send">
    Delivers the processed payload to one or more HTTP endpoints — securely and reliably.
  </Card>
</CardGroup>

***

## Triggers

The Trigger layer is where your Flow begins. It listens for incoming webhook events and validates them before they enter the pipeline.

<CardGroup>
  <Card title="Webhook-based Triggers" icon="webhook">
    Accepts real-time data through webhook inputs. Any system that can send an HTTP POST can act as a trigger source.
  </Card>

  <Card title="Signature Validation" icon="shield-check">
    Verifies the authenticity of each incoming payload — ensuring only legitimate events enter your Flow.
  </Card>

  <Card title="Multiple Trigger Types" icon="layers">
    Supports webhook, polling, and schedule trigger types to match different source systems and use cases.
  </Card>

  <Card title="Custom Headers" icon="code">
    Add custom headers to your trigger configuration for source systems that require specific authentication or metadata fields.
  </Card>
</CardGroup>

***

## Flows

The Flow layer sits between your trigger and your targets. This is where you control what data passes through, how it's shaped, and how delivery failures are handled.

<CardGroup>
  <Card title="Payload Filtering" icon="filter">
    Use Google's CEL (Common Expression Language) to write filter conditions — only payloads that match your rules are passed to the target. Irrelevant events are dropped before delivery.
  </Card>

  <Card title="Data Transformation" icon="shuffle">
    Modify payloads before they reach the target — add calculated fields, reformat values, or restructure the JSON shape to match what your target expects.
  </Card>

  <Card title="Retry Strategies" icon="rotate-cw">
    Configure how failed deliveries are retried. Choose between **linear** back-off (fixed intervals) or **exponential** back-off (increasing intervals) to handle temporary target unavailability.
  </Card>

  <Card title="Rate Limiting" icon="gauge">
    Cap the delivery rate to protect downstream systems from overload. Set limits per second, minute, hour, or day to match your target's capacity.
  </Card>
</CardGroup>

***

## Targets

The Target layer defines where your processed payload is delivered. You can route a single trigger to multiple targets simultaneously.

<CardGroup>
  <Card title="HTTP Endpoints" icon="globe">
    Configure any HTTP endpoint as a delivery target. Supports standard REST endpoints that accept POST requests.
  </Card>

  <Card title="Multiple Destinations" icon="git-fork">
    Send the same payload to multiple targets from a single trigger — useful when the same event needs to reach more than one system.
  </Card>

  <Card title="Secure Delivery" icon="lock">
    All payloads are delivered over encrypted connections. Data in transit is protected from origin to destination.
  </Card>

  <Card title="Response Handling" icon="arrow-left-right">
    Lighthouse Flows captures and processes responses from your target endpoints, giving you visibility into delivery outcomes.
  </Card>
</CardGroup>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="How is Lighthouse Flows different from Workflows?">
    **Workflows** execute your integration business logic — they read data from a source app, transform it, and write it to a destination app (e.g. HubSpot deal → Xero invoice).

    **Flows** handle webhook routing and delivery. They receive a raw webhook payload, apply filtering and transformation rules, and deliver it to HTTP targets — without executing integration logic. Use Flows when you need to fan-out, filter, or reliably relay webhook events between systems.
  </Accordion>

  <Accordion title="What is CEL and how do I use it for payload filtering?">
    CEL (Common Expression Language) is an open-source expression language developed by Google. In Lighthouse Flows, you write CEL expressions to define which incoming payloads should pass through to the target. Contact Cloudify if you need help writing filter expressions for your use case.
  </Accordion>

  <Accordion title="What happens if delivery to a target fails?">
    Lighthouse Flows retries the delivery according to the retry strategy configured in your Flow — either linear or exponential back-off. If all retries are exhausted, the delivery failure is logged and visible in Events History.
  </Accordion>

  <Accordion title="Can I send the same webhook to more than one target?">
    Yes. A single Flow can have multiple targets configured. The same payload — after filtering and transformation — is delivered to all targets.
  </Accordion>

  <Accordion title="How do I set up a new Flow?">
    Navigate to **Flows** in the Lighthouse sidebar. Click **Get Started** or **New Flow** to begin configuration. You will need to define your Trigger, configure any Flow rules, and add at least one Target. Contact Cloudify if you need assistance setting up your first Flow.
  </Accordion>

  <Accordion title="What trigger types does Lighthouse Flows support?">
    Lighthouse Flows supports three trigger types: **Webhook** (real-time push from an external system), **Polling** (Lighthouse pulls data from an external API on a schedule), and **Schedule** (a time-based trigger using AWS EventBridge rate or cron expressions).
  </Accordion>
</AccordionGroup>

***

## Next Steps

<CardGroup>
  <Card title="Flows Requests" icon="clock" href="/flows-requests">
    View every inbound request received by your Flow triggers.
  </Card>

  <Card title="Flows Events" icon="list" href="/flows-events">
    Track the delivery outcome of every event processed through your Flows.
  </Card>

  <Card title="Polling" icon="radio" href="/polling">
    Configure scheduled API polling for source systems that don't support webhooks.
  </Card>

  <Card title="Schedule" icon="clock" href="/schedule">
    Set up time-based triggers using rate or cron expressions.
  </Card>

  <Card title="Support" icon="headset" href="/support">
    Contact Cloudify to set up a new Flow or get help with filtering and transformation rules.
  </Card>
</CardGroup>


# Flows Events
Source: https://docs.cloudify.biz/flows-events

A full log of all events processed through your Flows — including delivery status, attempt tracking, and filtering outcomes.

The Flow Events page shows every event processed by Lighthouse Flows — from the moment a request entered a Flow through to its final delivery outcome.

<Frame>
  <img alt="Screenshot 2026 07 09 174021" />
</Frame>

<Note>
  **Events History vs Request History**

  **Request History** records every raw inbound HTTP request received at your trigger endpoints.

  **Events History** records what happened to each request *after* it entered a Flow — whether it was delivered, filtered, retried, or failed. Use this page to understand the outcome of each event.
</Note>

***

## Reading the Events Table

Each row represents a single event processed through a Flow. Scroll horizontally to see all columns.

| Column | What It Shows |
| - | - |
| **Event ID** | Unique identifier for this event — e.g. `evt......9pcxb`. Click the copy icon to copy the full ID |
| **Flow ID** | The Flow that processed this event — e.g. `flw......pyybp`. Click the link to open the Flow |
| **Type** | How the event was initiated — `http`, `polling`, or `schedule` |
| **Status** | The current outcome — see status reference below |
| **Latest Attempt ID** | The ID of the most recent delivery attempt — e.g. `atm......s1rwb` |
| **Next Attempt At** | When the next retry is scheduled. Shows `Not Available` when no further retries are planned |
| **First Attempt At** | Timestamp of the first delivery attempt |
| **Attempt Count** | How many delivery attempts have been made for this event |

***

## Event Status Reference

| Status | Meaning | What To Do |
| - | - | - |
| **successful** | The event was delivered to all targets without error | No action needed |
| **failed** | All delivery attempts were exhausted — the event could not be delivered | Contact Cloudify with the Event ID and Latest Attempt ID |
| **filtered** | A CEL filter rule in the Flow blocked this event from delivery — this is intentional | Review your Flow's filter rules if this was unexpected |
| **pending** | The event is queued and waiting for its next delivery attempt | No action needed — it will process automatically |

<Tip>
  Filter by **Status → failed** to immediately surface all events that exhausted retries and need attention.
</Tip>

<Note>
  A **filtered** status is not an error. It means an event was intentionally stopped by a rule configured in the Flow. Contact Cloudify if you are seeing unexpected `filtered` results.
</Note>

***

## Filtering Events

The left-hand **Filters** panel lets you narrow results across four dimensions.

<Frame>
  <img alt="Screenshot 2026 07 09 174057" />
</Frame>

| Filter | How to Use |
| - | - |
| **Time Range** | Click **Pick a date** to filter by when the next delivery attempt is (or was) scheduled |
| **Event ID** | Paste or type an Event ID to locate a specific event |
| **Flow ID** | Search by Flow ID to show only events processed by a specific Flow |
| **Type** | Check one or more: `http`, `polling`, `schedule` |
| **Status** | Check one or more: `failed`, `filtered`, `pending`, `successful` |

<Warning>
  The **Time Range** filter is based on `nextAttemptAt` — the scheduled time of the next retry. To investigate by when an event first arrived, use the **First Attempt At** column as your reference point in the table.
</Warning>

***

## Table Controls

| Control | What It Does |
| - | - |
| **Hide Controls** | Collapses the left filter panel to give the table more horizontal space |
| **X of Y row(s) filtered** | Live count of rows matching current filters vs total — e.g. `1142 of 1142` |
| **Rows per page** | Dropdown to set how many rows display per page — default is **10** |
| **Page navigation** | `<<` first · `<` previous · `>` next · `>>` last — shows current page and total |

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="What is the difference between an event and a request?">
    A **request** is the raw inbound HTTP call received at your trigger endpoint — logged in Request History. An **event** is created when a Flow processes that request and attempts delivery. If a request was received but no event was created, the Flow may have rejected it before processing (e.g. failed signature validation).
  </Accordion>

  <Accordion title="An event shows 'filtered' — is something broken?">
    No. `filtered` means a CEL filter rule in the Flow determined this event should not be delivered. This is working as designed. If events are being filtered that you expected to go through, review the filter conditions in that Flow with Cloudify.
  </Accordion>

  <Accordion title="An event shows 'failed' — what do I do?">
    Check the **Attempt Count** to see how many retries were made, then note the **Latest Attempt ID**. Raise a support ticket with Cloudify including both the **Event ID** and **Latest Attempt ID**.
  </Accordion>

  <Accordion title="Next Attempt At shows 'Not Available' — does that mean retries are finished?">
    Yes. For `successful` events this is expected — delivery succeeded so no retry is needed. For `failed` events, it means all configured retry attempts have been exhausted.
  </Accordion>

  <Accordion title="How do I find all events for a specific Flow?">
    Use the **Flow ID** filter. Copy the Flow ID from the Flows page and paste it into the search field. The table will show only events processed by that Flow.
  </Accordion>
</AccordionGroup>

***


# Adding a Company
Source: https://docs.cloudify.biz/hubspot/company-vat/configuration/adding-company

Search official VAT data from inside HubSpot and add the selected company information to an existing HubSpot company record.

Use **Company VAT Lookup** inside a HubSpot company record to search official VAT data and apply it to the company you are currently viewing.

## What This Feature Helps You Do

* Reduce Manual Data Entry
* Improve Data Accuracy
* Work More Efficiently Inside HubSpot
* Verify Company Details In Real Time
* Support Better VAT Compliance

## How It Works

<Steps>
  <Step>
    Open a company inside your HubSpot CRM.
  </Step>

  <Step>
    On the right side of the record, find the **Company VAT Lookup** CRM card.

    <Frame>
      ![Find the Company VAT Lookup CRM card](https://framerusercontent.com/images/VgZYPi1Lv34KwUXbK7Ijo2lM5Q.png?height=916\&width=1920)
    </Frame>
  </Step>

  <Step>
    Click **Search Company**.

    <Frame>
      ![Click Search Company](https://framerusercontent.com/images/vn80iygk9gcGQ9jQ4qpD8TACQeo.png?height=892\&width=1920)
    </Frame>
  </Step>

  <Step>
    Select a country, then search by VAT number or company name.

    For Denmark, use the CVR number when searching by VAT number.

    <Frame>
      ![Search company modal](https://framerusercontent.com/images/vn80iygk9gcGQ9jQ4qpD8TACQeo.png?height=892\&width=1920)
    </Frame>
  </Step>

  <Step>
    Click **Add** for the company you want to apply to the current HubSpot company record.

    <Frame>
      ![Add the selected company](https://framerusercontent.com/images/01Av9sXz3PPhWMwuxufrLzYbuc.png?height=892\&width=1920)
    </Frame>
  </Step>

  <Step>
    After the company is added successfully, close the window and refresh the page to view the inserted data.

    <Frame>
      ![Updated company record in HubSpot](https://framerusercontent.com/images/mkIC5F4htmeF1Km0lgEotajLAs4.png?height=892\&width=1920)
    </Frame>
  </Step>
</Steps>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored workflows, mappings, and specialised integration requirements.
</Card>


# Bulk Update
Source: https://docs.cloudify.biz/hubspot/company-vat/configuration/bulk-update

Update multiple HubSpot companies at once with the latest official VAT data.

Use **Bulk Update** to refresh multiple HubSpot company records with the latest official VAT information.

## What This Feature Helps You Do

* Update Multiple Company Records At Once
* Improve CRM Data Accuracy
* Support Compliance With Current VAT Registrations
* Scale Better As Your Data Volume Grows
* Exclude Invalid Entries Automatically

## How It Works

<Steps>
  <Step>
    Navigate to the **Bulk Update** screen in the Company VAT Lookup app.

    <Frame>
      ![Open Bulk Update from app settings](https://framerusercontent.com/images/riJ3SqwKv6PFB63UMjSfuqGfeU.png?height=876\&width=1896)
    </Frame>
  </Step>

  <Step>
    You will see a table with company information such as Name, Number, Domain, Country, and Create Date.

    Use the search bar if you need to find specific companies.

    <Frame>
      ![Review the bulk update table](https://framerusercontent.com/images/upuw4fO5TNqzVliZomVm2BxD64.png?height=883\&width=1891)
    </Frame>
  </Step>

  <Step>
    Tick the checkbox next to each company you want to update.

    <Frame>
      ![Select companies for bulk update](https://framerusercontent.com/images/EdJjPeGQkuk5huINxKxCJbUQeCc.png?height=877\&width=1893)
    </Frame>
  </Step>

  <Step>
    Once the correct companies are selected, click **Bulk update**.

    <Frame>
      ![Click the Bulk update button](https://framerusercontent.com/images/rejFdwML7Y2RAhicQHvcbELjPY.png?height=883\&width=1891)
    </Frame>
  </Step>

  <Step>
    Confirm the selected companies and let the app run the update.

    <Frame>
      ![Confirm selection and review progress](https://framerusercontent.com/images/zIqNvNilS98aCHHM4AM0hBAkACw.png?height=900\&width=1600)
    </Frame>
  </Step>
</Steps>

<Note>
  Companies with invalid CVR, ABN, UID, Organisation, or Company numbers are excluded from the update.
</Note>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/company-vat/configuration/getting-started

Open the Company VAT app settings after installation and access the main configuration areas.

Now that the app is installed and connected, you can customise how information flows between HubSpot and Company VAT.

## Open The Settings Page

<Steps>
  <Step>
    In HubSpot, click the marketplace icon and open **Connected apps**.

    <Frame>
      ![Open Connected Apps in HubSpot](https://framerusercontent.com/images/m6G1LSMf8vFQ8yTmb0hST988.png?height=873\&width=1882)
    </Frame>
  </Step>

  <Step>
    Click the **Company VAT** app and choose **Go to settings**.
  </Step>

  <Step>
    Click **Customize Mapping** to access the configuration area.

    <Frame>
      ![Open Customize Mapping](https://framerusercontent.com/images/m6G1LSMf8vFQ8yTmb0hST988.png?height=873\&width=1882)
    </Frame>
  </Step>

  <Step>
    You are now in the main Company VAT configuration area.
  </Step>
</Steps>

## Main Configuration Areas

* Customize Mapping
* Manage Plan
* Bulk Update

<Note>
  Each area affects how your company data is synchronized and how your business processes are automated.
</Note>

<Card title="Next Step" href="/support/setup-guide/setting-up-the-mapping-window">
  Continue to the detailed mapping configuration guide.
</Card>


# Setting Up the Mapping Window
Source: https://docs.cloudify.biz/hubspot/company-vat/configuration/setting-up-the-mapping-window

Configure country-specific VAT field mappings and create any missing HubSpot properties.

Use this page to configure country-specific VAT field mappings in more detail.

## Why This Matters

* Compliance With Country-Specific VAT Rules
* Better Data Integrity Between VAT Data And HubSpot
* More Efficient Workflows
* Flexibility For Unique Business Requirements
* More Accurate Reporting
* Easier Scaling Across Countries

## Supported Countries

The source page lists support for these country mappings:

* Denmark
* United Kingdom
* Sweden
* Australia
* Norway
* Switzerland
* Finland

## Country-Specific Fields

Some data fields vary by country:

* **Australia:** State, Zip Code
* **Finland:** City, Language
* **Denmark:** Registration Number, Phone, Email
* **Norway:** Municipality, Industry Description, State, Zip Code, Extra Information
* **Sweden:** Industry Description
* **Switzerland:** State, Zip Code, Capital Nominal
* **United Kingdom:** Capital Nominal

## How It Works

<Steps>
  <Step>
    Choose the country from the dropdown.

    <Frame>
      ![Choose a country](https://framerusercontent.com/images/AWjeyYoWOU5XS7TL85c7jyGA5k.png?height=758\&width=1600)
    </Frame>
  </Step>

  <Step>
    Review the VAT fields shown for the selected country and make sure they map to the correct HubSpot properties.
  </Step>

  <Step>
    Use **Actions** to update any field mapping.

    <Frame>
      ![Edit VAT field mappings](https://framerusercontent.com/images/PeQBpgKfIAD7HZJYqmNuTluMGI.png?height=752\&width=1600)
    </Frame>
  </Step>

  <Step>
    If a required field does not exist in HubSpot yet, click **Create a new HubSpot property**.

    <Frame>
      ![Create a new HubSpot property](https://framerusercontent.com/images/HVHR85UnvAJQR1m8oO903bIls.png?height=752\&width=1600)
    </Frame>
  </Step>

  <Step>
    If you have many fields to review, use the search bar to find them more quickly.

    <Frame>
      ![Search within mapping fields](https://framerusercontent.com/images/7XNVCnsaH8uIeVzvYZSNxMGR2c.png?height=752\&width=1600)
    </Frame>
  </Step>

  <Step>
    Click **Save Mappings** when you are done.

    <Frame>
      ![Save mappings](https://framerusercontent.com/images/AdZXmKsm05eiOEZAHfXfPbM8MBo.png?height=1438\&width=1600)
    </Frame>
  </Step>
</Steps>

<Note>
  You can configure mappings for only one country at a time from this screen.
</Note>

<Card title="Next Step" href="/support/setup-guide/adding-a-company">
  Continue to the guide for updating a HubSpot company using Company VAT Lookup.
</Card>


# Best Practices and Support
Source: https://docs.cloudify.biz/hubspot/company-vat/get-the-most/best-practices

Follow recommended setup practices, troubleshoot common issues, and find support options for Company VAT Lookup.

Use these recommendations to validate your setup, reduce errors, and know where to get help when needed.

## Best Practices

* Start By Testing With A Small Set Of Company Records
* Review Your First Few Updates Carefully
* Keep Track Of Any Manual Adjustments You Need
* Document Your Configuration Choices For Internal Reference And Team Training

## Troubleshooting

### Connection Problems

* Verify Login Credentials
* Check Account Permissions
* Ensure A Stable Internet Connection

### Sync Issues

* Verify Matching Fields Are Mapped Correctly
* Check For Duplicate Entries
* Review Error Logs

<CardGroup>
  <Card title="Book A Meeting" href="https://meetings.hubspot.com/cloudify">
    Get help directly from Cloudify’s integration team.
  </Card>

  <Card title="Support Contact">
    **Email:** [support@cloudify.biz](mailto:support@cloudify.biz)

    **Support Hours:** Monday–Friday, 5:30 AM – 2:00 PM CET
  </Card>
</CardGroup>

## Next Steps

* Run A Test Integration
* Monitor The First Few Updates
* Train Your Team On The Workflow
* Schedule A Review After The First Month

<Note>
  You can adjust these settings at any time by visiting the app settings.
</Note>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Explore tailored integration options based on your evolving business needs.
</Card>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/company-vat/get-the-most/faqs

Common questions about using the Company VAT Lookup app in HubSpot.

<Note>
  Always check the mapping settings in your HubSpot account to ensure proper data synchronization.
</Note>

<Accordion title="How do I add a company’s information to my HubSpot CRM?">
  Open a company record in HubSpot, find the **Company VAT Lookup** CRM card, click **Search Company**, search by company name or VAT number, then click **Add** for the result you want to apply.
</Accordion>

<Accordion title="What exactly does this integration do?">
  The integration helps you search official VAT sources, validate company VAT data, enrich HubSpot company records, configure country-specific field mappings, and update multiple companies in bulk.
</Accordion>

<Accordion title="How do I install the integration?">
  Open the Company VAT Lookup app listing, choose the HubSpot account where it should be installed, and approve the requested permissions.
</Accordion>

<Accordion title="How does the mapping configuration work?">
  You choose a country, review the available VAT fields, assign them to HubSpot properties, create new properties when needed, and save the mappings.
</Accordion>

<Accordion title="What country-specific data fields are available?">
  The available fields vary by country. For example, Denmark includes registration number, phone, and email, while Australia includes state and zip code, and Finland includes city and language.
</Accordion>

<Accordion title="How do I find the integration settings after installation?">
  In HubSpot, open **Connected apps**, select the Company VAT app, choose **Go to settings**, and then click **Customize Mapping**.
</Accordion>

<Accordion title="Which countries’ databases does the integration support?">
  The source page lists support for Denmark, United Kingdom, Sweden, Australia, Norway, Switzerland, and Finland.
</Accordion>

<Accordion title="How does the bulk update feature work?">
  Open the Bulk Update screen, review or search the list of companies, select the records you want to update, click **Bulk update**, and confirm the update.
</Accordion>

<Accordion title="Can I create new custom properties through the integration?">
  Yes. The mapping window includes a **Create a new HubSpot property** option when a required field does not already exist in HubSpot.
</Accordion>

<Accordion title="How does VAT lookup and data updating work with VAT numbers?">
  You select the country, search by VAT number or company name, and then add the matching company data to the current HubSpot company record based on your saved mappings.
</Accordion>

<Accordion title="What types of company information can be synchronized?">
  The app can synchronize company identifiers, company name, country, address, legal and industry details, registration date, status, and other country-specific fields depending on the selected source country.
</Accordion>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Overview
Source: https://docs.cloudify.biz/hubspot/company-vat/getting-started/overview

Learn what the HubSpot Company VAT app does and how it helps keep company data accurate with official VAT lookup sources.

Use this guide to set up **Company VAT Lookup** in HubSpot and keep company information aligned with official VAT databases.

## Integration Benefits

* Automatic VAT Number Validation
* Real-Time Company Data Retrieval
* Seamless HubSpot CRM Updates
* Improved Data Accuracy And Compliance
* Time-Saving Bulk Update Capability

## Setup Overview

1. Install the Company VAT app
2. Customise your field mappings
3. Add or update company information
4. Perform bulk updates when needed

## Prerequisites

* An Active HubSpot Account
* A List Of Company VAT Numbers You Want To Validate
* A Basic Understanding Of Your Country’s VAT System

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Connect Company VAT Lookup Account
Source: https://docs.cloudify.biz/hubspot/company-vat/installation/connect-vat-account

Install the Company VAT Lookup app in HubSpot and connect it to the correct HubSpot account.

Use this guide to install the **Company VAT Lookup** app in HubSpot.

<Steps>
  <Step>
    Find the **Company VAT Lookup** app and click **Install**.

    <Frame>
      ![Open the Company VAT Lookup app listing](https://framerusercontent.com/images/pzTmVD9zVhZg6ecZaCYVJFy12o8.png?height=726\&width=1350)
    </Frame>
  </Step>

  <Step>
    Select the HubSpot account where you want to install the app.

    Then click **Choose Account**.

    <Frame>
      ![Choose the HubSpot account](https://framerusercontent.com/images/GzEGzlwuhUGBfDaiR5dgH4k86IY.png?height=743\&width=1600)
    </Frame>
  </Step>

  <Step>
    Review the requested permissions and click **Connect app**.

    <Frame>
      ![Approve permissions and connect the app](https://framerusercontent.com/images/0Gk08GVyoWcTsVLnlezcfuXDKU0.png?height=947\&width=1904)
    </Frame>
  </Step>

  <Step>
    Once permission is granted, the app is installed automatically on the selected HubSpot account.
  </Step>
</Steps>

<Card title="Next Step" href="/support/setup-guide/choose-your-subscription-plan-hubspot-vatlookup">
  Continue to plan selection after the app has been installed successfully.
</Card>


# Mapping Window
Source: https://docs.cloudify.biz/hubspot/company-vat/installation/mapping-window

Set up country-specific VAT field mappings between Company VAT Lookup and HubSpot.

Use the **Mapping Window** to tailor VAT field mappings to your business requirements and country-specific data structure.

## Why Use Custom Mapping

* Country-Specific Compliance
* Better Data Accuracy
* More Streamlined Operations
* Greater Flexibility For Your Business Structure

## How It Works

<Steps>
  <Step>
    Choose the country you want to configure from the dropdown.

    <Frame>
      ![Select a country in the mapping window](https://framerusercontent.com/images/AWjeyYoWOU5XS7TL85c7jyGA5k.png?height=758\&width=1600)
    </Frame>
  </Step>

  <Step>
    Review the pre-mapped fields such as Company Name and Address.

    <Frame>
      ![Review default field mappings](https://framerusercontent.com/images/0VdIVvDBEWggsi37TzfK19aMI.png?height=1438\&width=1600)
    </Frame>
  </Step>

  <Step>
    For fields marked **Not Mapped**, use **Actions** to assign the correct HubSpot property.
  </Step>

  <Step>
    If a required field does not exist yet in HubSpot, create a new HubSpot property from the mapping screen.
  </Step>

  <Step>
    Make sure all mandatory fields are mapped, then click **Save Mappings**.

    <Frame>
      ![Save the mapping configuration](https://framerusercontent.com/images/AdZXmKsm05eiOEZAHfXfPbM8MBo.png?height=1438\&width=1600)
    </Frame>
  </Step>
</Steps>

<Note>
  Company Name is mandatory for all countries supported in the dropdown.
</Note>

<Card title="Need Help With Installation?" href="https://meetings.hubspot.com/cloudify/30-min-discovery-meeting">
  Talk to Cloudify experts if you want help with installation and mapping setup.
</Card>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/company-vat/installation/subscription-plans

Select the Company VAT Lookup plan that matches your business requirements.

Select the subscription plan that fits your business requirements.

## Available Plans

### Free Trial

The trial plan is selected by default.

### Premium

You can upgrade to the Premium plan by clicking **Select**.

<Frame>
  ![Company VAT Lookup plan selection](https://framerusercontent.com/images/JjfDQeOYQBz1NSzVJs57v2NJsA.png?height=856\&width=1117)
</Frame>

## Finish The Setup

1. Click **Next**
2. Review the remaining setup guidance
3. Click **Finish**

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored workflows, mappings, and specialised integration requirements.
</Card>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/danish-cvr/configuration/choose-your-subscription-plans

Select the Danish CVR Lookup plan that matches your usage needs.

Choose the plan you want to use before continuing the setup.

## Available Plans

### Free Trial

The Free Trial includes **15 syncs** and lets you explore the integration without a time limit.

### Premium

The Premium plan costs **DKK 20 per month** and includes unlimited syncs plus advanced features such as:

* One-click updates
* Latest data from virk.dk
* Customised mapping
* Bulk data updates

<Frame>
  ![Danish CVR Lookup pricing](https://framerusercontent.com/images/8PcvyUMRXGRsXYxn5VuibY3j0.png?height=900\&width=1600)
</Frame>

## Finish plan selection

After selecting your plan:

1. Click **Next**
2. Review the new features shown during setup
3. Click **Finish**

<Card title="Need a Custom Setup?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored workflows, mappings, and specialised integration requirements.
</Card>


# Connect Danish CVR Account
Source: https://docs.cloudify.biz/hubspot/danish-cvr/configuration/connect-cvr-account

Install the Danish CVR Lookup app from the HubSpot Marketplace and connect it to your HubSpot account.

Use this guide to install the Danish CVR Lookup app in HubSpot.

<Steps>
  <Step>
    Search for **Danish CVR** in the HubSpot Marketplace.

    <Frame>
      ![Search for Danish CVR in HubSpot Marketplace](https://framerusercontent.com/images/CWpRiXHHWcbyXT353XA0OHrzYm4.png?height=601\&width=1432)
    </Frame>
  </Step>

  <Step>
    Open the **Danish CVR Lookup** app page and click **Install**.

    <Frame>
      ![Open Danish CVR Lookup app listing](https://framerusercontent.com/images/j6LdixlEcEF19ZlIOpr21sewd6E.png?height=616\&width=1474)
    </Frame>
  </Step>

  <Step>
    Select the HubSpot account where you want to install the application, then click **Choose Account**.

    <Frame>
      ![Choose HubSpot account](https://framerusercontent.com/images/E0e0azzNPSVa99wbpaQnCbkeOU.png?height=1016\&width=1920)
    </Frame>
  </Step>

  <Step>
    Review the requested permissions and click **Connect app**.

    <Frame>
      ![Connect Danish CVR app to HubSpot](https://framerusercontent.com/images/U6GK0emkWsbMISRY3IqhZL0m5I.png?height=1118\&width=1920)
    </Frame>
  </Step>
</Steps>

<Card title="Next Step" href="/support/setup-guide/choose-your-subscription-plan">
  Continue to plan selection after the app has been installed successfully.
</Card>


# Mapping Window
Source: https://docs.cloudify.biz/hubspot/danish-cvr/configuration/mapping-window

Map Danish CVR company and contact fields to HubSpot properties.

Use the mapping window to align Danish CVR fields with the correct HubSpot properties.

## Company Field Mappings

This step forms the foundation of your data integration. Proper mapping ensures that company information from Danish CVR aligns correctly with your HubSpot fields.

<Steps>
  <Step title="Edit a company field">
    Click **Edit** next to the field you want to map.

    <Frame>
      ![Edit company field mapping](https://framerusercontent.com/images/TUh0Q6Y0ZLj6NsJH2XXXUkJvjNA.png?height=903\&width=1900)
    </Frame>
  </Step>

  <Step title="Choose the HubSpot property">
    Select the correct HubSpot property from the dropdown.

    <Frame>
      ![Select HubSpot company property](https://framerusercontent.com/images/0DP4NZ2eeiY3oYeo7bwt1sGNhxg.png?height=899\&width=1901)
    </Frame>
  </Step>

  <Step title="Save the field">
    Click **Save**.

    <Frame>
      ![Save company field mapping](https://framerusercontent.com/images/kOtoOJiQ5qCGTT6r9j52iCKnCp8.png?height=907\&width=1900)
    </Frame>
  </Step>

  <Step title="Save all mappings">
    After completing your mappings, click **Save Mappings**.

    <Frame>
      ![Save all company mappings](https://framerusercontent.com/images/NShZlwwBLgDj2znnswMpeJrKhZ8.png?height=901\&width=1900)
    </Frame>
  </Step>
</Steps>

## Contact Field Mappings

This section helps enrich HubSpot with contact details associated with companies.

<Note>
  You must enable **Create Contacts** if you want to sync contact details for added companies.
</Note>

<Steps>
  <Step title="Enable contact creation and edit a field">
    Check **Create Contacts**, then click **Edit** on the contact field you want to map.

    <Frame>
      ![Enable create contacts](https://framerusercontent.com/images/gKR62kdM3bYaKzsc9ofOdCMJI.png?height=901\&width=1899)
    </Frame>
  </Step>

  <Step title="Choose the HubSpot contact property">
    Select the correct HubSpot property from the dropdown.

    <Frame>
      ![Choose HubSpot contact property](https://framerusercontent.com/images/k4GFNppyVSZfkch10J0FsiXVeQ.png?height=904\&width=1901)
    </Frame>
  </Step>

  <Step title="Save the contact field">
    Click **Save**.

    <Frame>
      ![Save contact field mapping](https://framerusercontent.com/images/DnTYwVBmO7ZZ05uF7eVkxRi6Q.png?height=898\&width=1899)
    </Frame>
  </Step>

  <Step title="Save all contact mappings">
    Click **Save Mappings**.

    <Frame>
      ![Save all contact mappings](https://framerusercontent.com/images/pcb6bG2dtx9Zhl86H58Wlk8NSmg.png?height=904\&width=1899)
    </Frame>
  </Step>
</Steps>

<Card title="Next Step" href="/support/setup-guide/how-to-change-the-app-settings-after-installation-danish-cvr">
  Continue to the post-installation settings overview.
</Card>


# FAQs
Source: https://docs.cloudify.biz/hubspot/danish-cvr/get-the-most/faqs

Common questions about using Danish CVR Lookup inside HubSpot.

<Note>
  Always check the **Notes** section in your HubSpot CRM to view the status of company data synchronization.
</Note>

<Accordion title="What exactly does this integration do?">
  The Danish CVR Lookup app helps you search Danish companies, add them to HubSpot, update company records, enrich data, and refresh multiple companies in bulk.
</Accordion>

<Accordion title="I have installed the app, but how do I add or update company data now?">
  You can add or update company data using the **Search Company**, **Bulk Update**, or **Update Companies via HubSpot CRM Card** features.
</Accordion>

<Accordion title="I do not want to create contacts automatically when adding companies. Is there any other way?">
  Yes. Leave **Create Contacts** unchecked in the mapping settings if you only want to work with company data.
</Accordion>

<Accordion title="I am unable to update some specific company data using this app. What should I do?">
  Review your mappings, confirm the source company can be found in Danish CVR, and check the sync status in the HubSpot notes section.
</Accordion>

<Accordion title="What if a company is not found in the search results?">
  Try searching with a valid Danish company name or CVR number and verify that the company exists in the official registry data being used by the app.
</Accordion>

<Accordion title="What if financial data is not showing for a company?">
  Use the CRM card to update the company data, then refresh the record and review the notes section for sync status.
</Accordion>

<Accordion title="I have mapped the fields but I can't see the data in HubSpot.">
  Save the mappings, run the relevant update action, and refresh the HubSpot record to confirm the latest values.
</Accordion>

<Accordion title="How can I perform a bulk update of company data?">
  Select the companies you want to refresh, click **Bulk update**, confirm the selection, and review the progress window.
</Accordion>

<Accordion title="The synced company data is missing some information. How can I correctly update this information?">
  Review the mapping window and make sure the relevant Danish CVR fields are mapped to the correct HubSpot properties.
</Accordion>

<Accordion title="How do I find leads with this application?">
  Use **Find Leads** to filter Danish companies by location, employee count, industry, and company status.
</Accordion>

<Accordion title="How do I update the financial data from virk.dk in HubSpot?">
  Open the company record, use the **Danish CVR Lookup** CRM card, and run the company update action.
</Accordion>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored workflows, mappings, and specialised integration requirements.
</Card>


# Overview
Source: https://docs.cloudify.biz/hubspot/danish-cvr/getting-started/overview

Learn what the Danish CVR Lookup app does and how it helps enrich HubSpot company data with official Danish business information.

Welcome to the Danish CVR Lookup setup guide for HubSpot.

This app helps you bring official Danish company information into HubSpot so your team can work with more accurate and complete records.

## Integration Benefits

Implementing the Danish CVR integration offers several key advantages for your business:

* Automated Data Entry
* Enhanced Data Accuracy
* Professional Communication
* Regulatory Compliance

## What this helps you do

Use the Danish CVR Lookup app to:

* Eliminate manual input of customer and company details
* Source data directly from the official CVR register
* Maintain more professional and accurate records
* Align your CRM with official Danish business information more easily

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Prerequistes
Source: https://docs.cloudify.biz/hubspot/danish-cvr/getting-started/prerequisites

Check the required access and account setup before configuring the Danish CVR Lookup app in HubSpot.

Before beginning the integration process, make sure you have the following in place.

## Requirements

* An active HubSpot account with administrative access
* Access to install and configure apps in HubSpot
* The required authentication and permissions needed for setup

## Before you continue

Make sure the person performing the setup can:

* Install the app in the correct HubSpot account
* Access connected app settings
* Configure mappings and feature settings after installation

<Note>
  The source page contains some text that appears to belong to another setup guide. This page has been cleaned up to keep only the clearly relevant prerequisites for Danish CVR Lookup.
</Note>

<Card title="Need Help with Setup?" href="https://meetings.hubspot.com/cloudify">
  Talk to Cloudify if you want help getting the app configured correctly.
</Card>


# Bulk Update
Source: https://docs.cloudify.biz/hubspot/danish-cvr/installation/bulk-update

Update multiple HubSpot companies at once with the latest official Danish CVR data.

Use **Bulk Update** to refresh multiple HubSpot company records with the latest official Danish company data.

## What This Feature Helps You Do

* Update Multiple Company Records With The Latest Official Danish Data
* Reduce The Time And Effort Needed To Maintain CRM Accuracy
* Support Compliance And Better Decision-Making With Current Information
* Prepare Faster For Campaigns And Strategic Initiatives
* Scale Company Data Maintenance More Efficiently As Your Business Grows

## How It Works

<Steps>
  <Step>
    Select one or more companies by checking the box beside each company.

    <Frame>
      ![Select companies for bulk update](https://framerusercontent.com/images/WOVgW4SPQ64pwFmUbrmVXaWc.png?height=906\&width=1919)
    </Frame>
  </Step>

  <Step>
    Click **Bulk update** to begin the update flow.

    <Frame>
      ![Click Bulk update](https://framerusercontent.com/images/BwsvBioqg9GaujyJhfgcoKxz0o.png?height=906\&width=1919)
    </Frame>
  </Step>

  <Step>
    A new confirmation screen will appear.

    Review the company names, then click **Update**.

    <Frame>
      ![Confirm selected companies before update](https://framerusercontent.com/images/c6IEstGn19spHGKHlt8gZdfxMec.png?height=905\&width=1919)
    </Frame>
  </Step>

  <Step>
    The app will begin updating the selected companies and show the progress in a status window.

    <Frame>
      ![Bulk update progress window](https://framerusercontent.com/images/zyrdUhjE67y9hNqxdofipcLCbE.png?height=902\&width=1919)
    </Frame>
  </Step>
</Steps>

<Note>
  Companies with invalid CVR numbers will be excluded from the bulk update.
</Note>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Find Leads
Source: https://docs.cloudify.biz/hubspot/danish-cvr/installation/find-leads

Filter Danish companies by location, employees, industry, and status, then add matching companies to HubSpot.

The **Find Leads** feature helps you build targeted company lists using official Danish business data.

## What this feature helps you do

* Target prospects by location, company size, industry, and status
* Build lists of qualified leads based on specific criteria
* Work with accurate Danish company data
* Add selected companies to HubSpot more efficiently
* Use the results for market research and outbound planning

## How It Works

### Location

Choose how you want to define the location filter.

* Postal Code
* Municipality

Then choose the comparison type and the value.

<Frame>
  ![Choose location type](https://framerusercontent.com/images/hlfgznkITZ7tyULZJ5UjEFW4TpU.png?height=905\&width=1919)
</Frame>

<Frame>
  ![Choose location comparison](https://framerusercontent.com/images/F9f8kZi4gVHxZg32a6SpnfiNas.png?height=908\&width=1919)
</Frame>

### Number of Employees

Select a comparison operator and enter the employee count.

<Frame>
  ![Filter by number of employees](https://framerusercontent.com/images/jTkaSgNHEvm8Es2ujCttbWeEaE.png?height=901\&width=1919)
</Frame>

### Industry Type

Select the comparison type, then choose one or more industries.

<Frame>
  ![Choose industry comparison](https://framerusercontent.com/images/1t8djsGN1lBlw7ujEms6Q9ThGc.png?height=897\&width=1919)
</Frame>

<Frame>
  ![Choose industries](https://framerusercontent.com/images/iEIz194LglozxpDofjtouSkXbm8.png?height=898\&width=1919)
</Frame>

### Company Status

Choose the company status. The default shown in the source guide is **Normal / aktiv**.

<Frame>
  ![Set company status](https://framerusercontent.com/images/43Nrj1NxQcrPmzS2jBShYWcF0U.png?height=902\&width=1919)
</Frame>

### Show Result

After setting the filters, click **Show Result** to fetch matching companies.

<Frame>
  ![Run the lead search](https://framerusercontent.com/images/FkxPhduNP3CmcKUtFWZnFmh3IE8.png?height=901\&width=1919)
</Frame>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/danish-cvr/installation/getting-started

Open the Danish CVR app settings after installation and access the main configuration areas.

Now that the app is installed and connected, you can customise how information flows between HubSpot and Danish CVR.

## Open the settings page

<Steps>
  <Step>
    In HubSpot, click the marketplace icon and open **Connected Apps**.

    <Frame>
      ![Open Connected Apps in HubSpot](https://framerusercontent.com/images/4dospKHk8EwISgLYnNhDi9wjSq8.png?height=877\&width=1888)
    </Frame>
  </Step>

  <Step>
    Find the Danish CVR app and click **Actions** → **Go to settings**.

    <Frame>
      ![Open Danish CVR app settings](https://framerusercontent.com/images/fiFsYs4OdTvjtpBBwYpEL4p8U0.png?height=906\&width=1897)
    </Frame>
  </Step>

  <Step>
    Click **Customize mapping** to access the app configuration area.

    <Frame>
      ![Open customize mapping](https://framerusercontent.com/images/PSXhWYqJM9pFsUPoczPVpC2fWc.png?height=871\&width=1894)
    </Frame>
  </Step>

  <Step>
    You are now in the main Danish CVR configuration area.
  </Step>
</Steps>

## Main Configuration Areas

The setup is divided into three main areas:

* Bulk Update
* Search Company
* Find Leads

<Note>
  Each area helps control how company data is searched, updated, and added to HubSpot.
</Note>


# Search Company
Source: https://docs.cloudify.biz/hubspot/danish-cvr/installation/search-company

Search Danish companies by name or CVR number and add them to HubSpot.

Use **Search Company** to find official Danish company information and add the selected company to HubSpot.

## What this feature helps you do

* Access and verify official Danish company data
* Enrich HubSpot with up-to-date company information
* Support sales research, partnerships, and due diligence
* Search by company name or CVR number

## How It Works

<Steps>
  <Step>
    Open the **Search Company** window from the app.

    <Frame>
      ![Search Company window](https://framerusercontent.com/images/8yt3nUcoYbUhIkepC5xE2vKgFA.png?height=903\&width=1919)
    </Frame>
  </Step>

  <Step>
    Enter the company name or CVR number in the search bar and run the search.
  </Step>

  <Step>
    Once you find the desired company, click **Create** to add it to HubSpot.

    <Frame>
      ![Create company from search results](https://framerusercontent.com/images/Pd5chKelqLp8zNPRyihnsDIze40.png?height=900\&width=1919)
    </Frame>
  </Step>
</Steps>


# Update Companies via HubSpot CRM Card
Source: https://docs.cloudify.biz/hubspot/danish-cvr/installation/update-companies

Use the Danish CVR CRM card inside HubSpot company records to update CVR data and enrich company information.

The CRM card lets you update and enrich company information directly inside HubSpot.

## What this feature helps you do

* Access up-to-date Danish company data without leaving HubSpot
* Verify and refresh CVR data for existing records
* Add Danish companies to your CRM with richer information
* View financial information directly in the company record
* Maintain more accurate company records over time

## How It Works

<Steps>
  <Step>
    In HubSpot, go to **CRM** and select **Companies**.

    <Frame>
      ![Open CRM in HubSpot](https://framerusercontent.com/images/fsy76MhTKNfdN5sLkTfShc0XqKk.png?height=910\&width=1919)
    </Frame>

    <Frame>
      ![Select Companies in CRM](https://framerusercontent.com/images/V7ErbAXVIsRmB0mZxZW3rORUDc.png?height=905\&width=1919)
    </Frame>
  </Step>

  <Step>
    Click the company you want to review or update.

    <Frame>
      ![Open a company record](https://framerusercontent.com/images/BDbCCzAXxc5GHrImZUNR4Y6w2ss.png?height=904\&width=1903)
    </Frame>
  </Step>

  <Step>
    On the right side of the record, find the **Danish CVR Lookup** CRM card.

    <Frame>
      ![Find the Danish CVR Lookup CRM card](https://framerusercontent.com/images/U0r3dyJHSvGb1aoEiXGVlzr67M.png?height=904\&width=1903)
    </Frame>
  </Step>

  <Step>
    Use **Search Company** to search and add company data, or use **Actions** to update CVR data.

    <Frame>
      ![Use Search Company or Actions](https://framerusercontent.com/images/8eYz0oCgGhatRi9SNZ2Hws1Y.png?height=905\&width=1919)
    </Frame>
  </Step>

  <Step>
    Search using a Danish company name or a valid CVR number.

    <Frame>
      ![Search Company window](https://framerusercontent.com/images/VYnIBonOqLiATRMy9kpWzBTb0l0.png?height=900\&width=1600)
    </Frame>

    <Frame>
      ![Add a company from search results](https://framerusercontent.com/images/tpjESUjEC6gOJED1VlISo6VTL4.png?height=900\&width=1600)
    </Frame>
  </Step>

  <Step>
    After successful addition or update, close the window and refresh the page.

    <Frame>
      ![Company updated successfully](https://framerusercontent.com/images/8eYz0oCgGhatRi9SNZ2Hws1Y.png?height=905\&width=1919)
    </Frame>
  </Step>
</Steps>


# Customer Settings
Source: https://docs.cloudify.biz/hubspot/e-conomic/configuration/customer-settings



## Customer Sync Rules

### **Define Search Parameters**

Set search preferences to match HubSpot companies with e-conomic customers using specific fields, reducing duplicates by verifying existing records. Select a field (such as Company Name) from a drop-down in HubSpot for the customer sync rules and select a corresponding field (Customer Name) from the drop-down in e-conomic. Click "**Save**".

<Frame>
  <img alt="Image" />
</Frame>

### **Enable Primary Sync Contact**

This feature is essential for businesses dealing directly with consumers, allowing seamless addition of individual contacts from HubSpot to e-conomic as customers when there's no associated company. Therefore, if this is the case, check “**Enable Primary Sync Contact**.” From the "**HubSpot Contact Identifier**" dropdown menu, select the HubSpot field that uniquely identifies your contacts, such as person name and email.

From the "**E-conomic Contact Field**" dropdown menu, select the corresponding field in e-conomic that should be used to match and identify the same contact. This should also be a unique identifier like an email address or customer number in e-conomic. Click "**Next**".

<Frame>
  <img alt="Image" />
</Frame>

* **Select one of two options for handling the customer number when a company is created in e-conomic**: You can select whether e-conomic creates the customer or takes the account number from Hubspot when creating new customer records.

<Frame>
  <img alt="Image" />
</Frame>

### e-conomic Customer Number Field

This option is conditional based on the previous selection.In this step, you will choose where the **e-conomic Customer Number** should be stored in HubSpot. This helps maintain a clear link between HubSpot records and customers created in e-conomic.

## Company Mapping

Select the **HubSpot company property** where the **e-conomic Customer Number** should be stored.

* Use the dropdown under **HubSpot** to select an existing company field.
* If you prefer **not to store the customer number in HubSpot**, select **“Do not add it anywhere.”**
* The selected value will map to **Customer Number** in e-conomic.

<Frame>
  <img alt="Image" />
</Frame>

## Contact Mapping

You can also choose to store the **e-conomic Customer Number** in a **HubSpot contact property**.

* Select the contact field from the dropdown under **HubSpot**.
* This will map to **Customer Number** in e-conomic.
* If you do not want to store the number in a contact field, select **“Do not add it anywhere.”**

<Tip>
  **Tip:** Storing the customer number in HubSpot makes it easier to track and sync customers between HubSpot and e-conomic in future updates.
</Tip>

After you have selected the parameters, scroll down and click "**Save**".

<Frame>
  <img alt="Image" />
</Frame>

## Customer Default Mappings

This step allows you to set **default values** that will automatically be applied when a **new customer is created in e-conomic from HubSpot**. These defaults help ensure that important fields are filled even if the data is missing in HubSpot.

**Configure the following fields according to your business requirements:**

* **Payment Terms**

Choose the **default payment terms** that will be assigned to new customers in e-conomic.<br />Example: *Netto 8 dage*.

* **Customer Group**

Select the **customer group** where newly created customers should be categorized in e-conomic.<br />Example: *Diverse*.

* **VAT Zone**

Select the **VAT zone** that will apply to the customer for taxation purposes.<br />Example: *Domestic*.

* **Currency**

Choose the **default currency** that will be used for invoices created for the customer.<br />Example: *Danske kroner*.

* **Invoice Layout**

Select the **invoice template/layout** that will be used when generating invoices for the customer in e-conomic.

<Tip>
  **Tip:** These values will be applied automatically whenever a new customer is created, ensuring consistent and error-free invoice creation.
</Tip>

Once you have configured the settings, click **Save** to apply the default mappings.

<Frame>
  <img alt="Image" />
</Frame>

## Company Field Mapping

Company field mapping controls how **customer data from HubSpot is transferred to e-conomic**. By mapping fields correctly, you ensure that company information from HubSpot is synced to the appropriate customer fields in e-conomic.

You can customize these mappings based on your business requirements.

<Frame>
  <img alt="Image" />
</Frame>

<Tip>
  Once all necessary mappings are configured, click "**Save Mappings"** to apply your changes.
</Tip>

## Contact Field Mappings

Define the field mapping between HubSpot contact and e-conomic customers. This step shows how customer data will flow from HubSpot to e-conomic during the creation of a new customer. You can customize these mappings according to your specific business requirements by clicking "**Edit**" > Select the HubSpot field from the drop-down box and click "**Save Mappings**".

<Frame>
  <img alt="Image" />

  <img alt="Image" />
</Frame>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/e-conomic/configuration/getting-started



##### **How to Change the App Settings After Installation**

<Steps>
  <Step>
    Click the Store icon and then **Connected Apps**.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Find the app and click **Actions > Go to settings.**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click **Sync Settings**.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    A Sync Settings dialogue box will open, and you can make preferred changes according to your requirements.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

###### **The setup process is divided into three main areas:**

1. Customer Settings
2. Product Settings
3. Invoice/Order Settings

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated. Let's start by looking at the Customer Settings.


# Invoice/Order/Quote Settings
Source: https://docs.cloudify.biz/hubspot/e-conomic/configuration/invoice-order-quote-settings

Configure how invoices and orders are automatically created in e-conomic based on your HubSpot pipeline stages, and map the right fields for accurate invoicing.

## Why Invoice/Order Sync Rules Matter

<CardGroup>
  <Card title="Automate invoice creation" icon="bolt">
    Trigger invoice or order creation in e-conomic at exactly the right moment in your sales process.
  </Card>

  <Card title="Ensure data consistency" icon="arrows-rotate">
    Automatically create or update customer information in e-conomic based on your HubSpot deals.
  </Card>

  <Card title="Save time" icon="clock">
    Eliminate manual data entry and reduce the risk of errors across both platforms.
  </Card>
</CardGroup>

***

## Setting Up Invoice/Order/Quote Sync Rules

<Steps>
  <Step title="Navigate to Invoice/Order sync rules">
    Go to the **Invoice/Order sync rules** tab in your integration settings

    <Frame>
      <img alt="Screenshot 2026 04 11 185228" />
    </Frame>
  </Step>

  <Step title="Define the three key elements for each rule">
    For each rule, configure the following:

    * **Pipeline** — select the HubSpot pipeline you want to trigger from.
    * **Deal Stage** — choose the specific stage in the pipeline that will trigger the integration.
    * **Generate** — decide whether to create a draft invoice, quote or a order in e-conomic.

    Once selected your preferred settings Click **"Add Pipeline**".

    <Frame>
      <img alt="Screenshot 2026 04 11 185319" />
    </Frame>
  </Step>

  <Step title="Add multiple rules if needed">
    You can add multiple rules for different pipelines or stages as needed.
  </Step>

  <Step title="Save your changes">
    <Note>
      You can attach PDFs of your successfully generated invoices to the deal by clicking "**Attach a PDF of the invoice in deal"**.
    </Note>

    After setting up your rules, **save** your changes to apply them.

    <Frame>
      <img alt="Screenshot 2026 04 11 185532" />
    </Frame>
  </Step>
</Steps>

***

## Invoice/Order/Quote  Field Mappings

#### Why Invoice/Order/Quote Field Mappings Matter

* **Ensure data consistency** — match the right information between HubSpot and e-conomic.
* **Customize for your needs** — adapt the integration to fit your unique invoicing process.
* **Save time** — automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy** — correct field mapping is crucial for ensuring accurate invoices in e-conomic.

### Setting Up Invoice/Order/Quote Field Mappings

<Steps>
  <Step>
    Click "**Edit**"

    <Frame>
      <img alt="Screenshot 2026 04 11 190006" />
    </Frame>
  </Step>

  <Step>
    Select the option from the drop-down box.

    <Frame>
      <img alt="Screenshot 2026 04 11 190052" />
    </Frame>
  </Step>

  <Step>
    Click "**Save**" once you have edited your preferred options.

    <Frame>
      <img alt="Screenshot 2026 04 11 190140" />
    </Frame>
  </Step>

  <Step>
    Click **“Save Mappings”** to confirm your settings and apply the configured field mappings.

    <Frame>
      <img alt="Screenshot 2026 04 11 190312" />
    </Frame>
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in e-conomic. Review and optimise these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, [contact our support team](https://meetings.hubspot.com/cloudify/app-assistance) — we're here to help you get the most out of your integration.
</Note>


# One-click Invoices/Orders/Quotes
Source: https://docs.cloudify.biz/hubspot/e-conomic/configuration/one-click-invoice-order-quote

Access the manual sync window directly within HubSpot through UI Extensions to create and sync invoices, orders, or quotes to e-conomic.

You can access the manual sync window directly within HubSpot through UI Extensions. Follow the steps below to add this panel to your HubSpot view.

***

## Setting Up the UI Extension

<Steps>
  <Step title="Open a Deal in HubSpot">
    <Frame>
      ![Open any Deal in HubSpot](https://framerusercontent.com/images/vbZbHpsgoeQtut0KAEPoBXfqoI0.png)
    </Frame>
  </Step>

  <Step title="Customize the Default view">
    Click **Customize** and select **Default view**.

    <Frame>
      ![Click Customize in the Deal view](https://framerusercontent.com/images/vK9i7hqnnQlTHgfZcC6SygPOgc.png)
    </Frame>

    <Frame>
      ![Select Default view from the Customize menu](https://framerusercontent.com/images/UdMaxpY16KX8hEEFjSK12Rbtcw8.png)
    </Frame>
  </Step>

  <Step title="Add a new card">
    Under **Edit layout**, click the **+** icon where you want to place the card.

    <Frame>
      ![Click the + icon in Edit layout to add a new card](https://framerusercontent.com/images/7Q6GYJUVE4n01fKTpXA6KeLKY.png)
    </Frame>
  </Step>

  <Step title="Search for and add the Cloudify card">
    Search for **Visma e-conomic by Cloudify** in the Card Library, then click **Add card**.

    <Frame>
      ![Search for Visma e-conomic by Cloudify in the Card Library and click Add card](https://framerusercontent.com/images/hKaNpiG5iKpY50AmTHOSme3tJpE.png)
    </Frame>
  </Step>

  <Step title="Save and Exit">
    Click **Save and Exit** to apply the layout changes.

    <Frame>
      ![Click Save and Exit to save the layout](https://framerusercontent.com/images/m79OClGDgBuamarXVwMUwUDOWLo.png)
    </Frame>
  </Step>
</Steps>

***

## Creating an Invoice, Order, or Quote

<Steps>
  <Step title="Access the UI extension">
    Access the UI extension under the **Overview** tab of any Deal.

    <Frame>
      ![Access the Visma e-conomic by Cloudify UI extension under the Overview tab](https://framerusercontent.com/images/o2ppeC2e1WS6ABs3U05GchylZc.png)
    </Frame>
  </Step>

  <Step title="Create or update a record">
    Use **Update** or **Create Invoice, Order or Quote** to manually sync your records to e-conomic.

    <Frame>
      ![Use Update or Create Invoice, Order or Quote to sync records to e-conomic](https://framerusercontent.com/images/It17yfpKmby14sCNaYd1rUDJafY.png)
    </Frame>
  </Step>

  <Step title="Finalize and sync">
    Finalize the changes, select **Sync** to synchronize the invoice, order, or quote, then select **Proceed**.

    <Frame>
      ![Select Sync to synchronize the record](https://framerusercontent.com/images/DmEH1SX0VNUTFiEX4R0Dy88eQB8.png)
    </Frame>

    <Frame>
      ![Click Proceed to confirm the sync](https://framerusercontent.com/images/XiqYw7ohxHIP9k8a2ybfRVfY4.png)
    </Frame>
  </Step>

  <Step title="Confirm success">
    A success window will appear confirming that the sync has been triggered. Wait a few seconds and reload the page to check the updated status.

    <Frame>
      ![Success window confirming the sync has been triggered](https://framerusercontent.com/images/IAUwuVaTd0RI75D3liqSAMG5Y.png)
    </Frame>

    <Frame>
      ![Reload the page to see the updated sync status](https://framerusercontent.com/images/67nWowtfblOouq7GGwBGW7BBSOg.png)
    </Frame>

    Your invoice, quote, or order has been successfully created in e-conomic!
  </Step>
</Steps>

***


# Product Settings
Source: https://docs.cloudify.biz/hubspot/e-conomic/configuration/product-settings



## Why Product Sync Settings Matter

Define how products from HubSpot are matched with those in e-conomic, enabling field-based matching or direct connection for accurate product syncing and invoicing.

<CardGroup>
  <Card title="Accurate product matching" icon="magnifying-glass">
    Ensure products are correctly matched between HubSpot and e-conomic every time.
  </Card>

  <Card title="Streamlined invoicing" icon="file-invoice">
    Automatically create invoices and orders without manual product lookups.
  </Card>

  <Card title="Consistent product data" icon="arrows-rotate">
    Maintain uniform product information across both platforms at all times.
  </Card>

  <Card title="Handle mismatches gracefully" icon="triangle-exclamation">
    Define fallback behavior for scenarios where products don't match exactly.
  </Card>
</CardGroup>

***

## Setting Up Product Sync Settings

<Steps>
  <Step title="Navigate to Product sync rules">
    Go to the **Product sync rules** tab in your integration settings.

    <Frame>
      <img alt="Screenshot 2026 04 11 233118" />
    </Frame>
  </Step>

  <Step title="Searching for Products">
    This method is best when you have a large number of products and want to automatically match them based on a unique identifier.

    1. Go to the **Product sync rules** tab.
    2. Select **Select search parameters**.
    3. Choose a HubSpot field (e.g., SKU) and match it with an e-conomic field (e.g., Product Number).
    4. When creating an invoice or order, the integration will use this identifier to find the correct product in e-conomic.

    <Frame>
      <img alt="Screenshot 2026 04 11 233225" />
    </Frame>

    <Note>
      **Example:** If you set SKU (HubSpot) to match with Product Number (e-conomic), a product with SKU `ABC123` in HubSpot will be matched with a product that has Product Number `ABC123` in e-conomic.
    </Note>
  </Step>

  <Step title="Handling Products Not Found in e-conomic">
    Scroll down in the **Product sync rules** tab and choose one of the three fallback options:

    <AccordionGroup>
      <Accordion title="Do not generate invoice">
        If no matching product is found in e-conomic, the invoice will not be generated.
      </Accordion>

      <Accordion title="Use a default product">
        When a product is not found, the integration will fall back to a default product from e-conomic to generate the invoice.
      </Accordion>

      <Accordion title="Create a new product">
        The integration will automatically create a new product entry in e-conomic using product details from HubSpot.
      </Accordion>
    </AccordionGroup>

    <Frame>
      <img alt="Screenshot 2026 04 11 233546" />
    </Frame>

    Follow the on-screen prompts to set up the necessary details for your chosen option.
  </Step>

  <Step title="Deals Without Line Items">
    At the bottom of the **Product sync rules** tab, find the **Deal Syncing When Products Are Unavailable** section.

    1. Check the box to **Sync the deals which do not have products associated with them**.
    2. Select a default product from e-conomic to use in these cases.

    <Frame>
      <img alt="Screenshot 2026 04 11 233646" />
    </Frame>
  </Step>

  <Step title="Click &#x22;Save&#x22; to apply your preferred mappings" />
</Steps>

***

## Product Field Mappings

### Why Product Field Mappings Matter

* **Ensure data consistency** — align product information between HubSpot and e-conomic.
* **Customize for your needs** — tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy** — ensure essential product information is correctly represented in e-conomic for proper accounting.

### Setting Up Product Field Mappings

<Steps>
  <Step title="Navigate to Product field mappings">
    Go to the **Product field mappings** tab in your integration settings.

    <Frame>
      <img alt="Screenshot 2026 04 11 234004" />
    </Frame>
  </Step>

  <Step title="Review and edit existing mappings">
    For each e-conomic field, the default HubSpot field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.
  </Step>

  <Step title="Prioritize required fields">
    Pay special attention to these required fields:

    * **Name** *(default mapped to Name in HubSpot)*
    * **Product Number** *(typically mapped to SKU in HubSpot)*
    * **Product Group**
  </Step>

  <Step title="Save your mappings">
    After setting your preferred mappings, click **Save Mappings** to apply your changes.

    <Frame>
      <img alt="Screenshot 2026 04 11 234048" />
    </Frame>
  </Step>
</Steps>


# Cloudify Dashboard
Source: https://docs.cloudify.biz/hubspot/e-conomic/get-the-most-out-of-the-app/cloudify-dashboard

The Cloudify Dashboard brings you complete visibility and control over your HubSpot–e-conomic integration all in one place.

***

## How to Access the Integration Dashboard

<Steps>
  <Step title="Navigate to Visma e-conomic Settings">
    Click **Connected Apps** → **Visma e-conomic**→ **Settings**.

    <Frame>
      <img alt="Click Connected Apps, then Xero, then Settings in HubSpot" />

      <img alt="Click Connected Apps, then Xero, then Settings in HubSpot" />
    </Frame>
  </Step>

  <Step title="Open the Cloudify Dashboard">
    Under the **Settings** tab, go to **Cloudify Dashboard** and click the **View Dashboard** button on the right side.

    This will open the full Cloudify HubSpot–e-conomic dashboard, where you can monitor sync statuses, manage invoices, and take action on your deals in real time.

    <Frame>
      <img alt="Screenshot 2026 04 11 171932" />
    </Frame>
  </Step>
</Steps>

***

## Benefits

<CardGroup>
  <Card title="Filter by Pipeline, Owner, Contact, or Company" icon="filter">
    Effortlessly refine your view by filtering deals based on Pipeline, Deal Owner, Contact, or Company — helping you find exactly what you need in seconds.
  </Card>

  <Card title="Choose invoice or quote type" icon="file-invoice">
    Select the invoice or quote type you'd like to create in e-conomic directly from the dashboard, saving time without switching screens.
  </Card>

  <Card title="Real-time deal and sync status" icon="circle-check">
    View all your HubSpot deals along with their create date, contact, company, amount, and real-time sync status so you can instantly see what's synced, pending, or needs attention.
  </Card>

  <Card title="View deal details" icon="eye">
    Use the **View** button to quickly open and review the associated HubSpot deal, along with its sync details and invoice information.
  </Card>
</CardGroup>

* **Filtering Deals**

<Frame>
  <img alt="Filter deals by Pipeline, Deal Owner, Contact, or Company" />

  <img alt="Filter deals by Pipeline, Deal Owner, Contact, or Company" />
</Frame>

* **Selecting Invoice, Quote, Order Type**

<Frame>
  <img alt="Choose the invoice or quote type to create in Xero" />

  <img alt="Choose the invoice or quote type to create in Xero" />
</Frame>

* **Deal List with Sync Status**

<Frame>
  <img alt="View all HubSpot deals with their sync status, contact, company, and amount" />

  <img alt="View all HubSpot deals with their sync status, contact, company, and amount" />
</Frame>

* **Viewing Deal and Invoice Details**

<Frame>
  <img alt="Use the View button to open a HubSpot deal and review its sync and invoice details" />

  <img alt="Use the View button to open a HubSpot deal and review its sync and invoice details" />
</Frame>

* **Syncing and Managing Invoices**

Use the **Sync** and **Re Run** buttons to instantly trigger or retry invoice syncing. Use **Review & Sync** to inspect and edit invoice, quote or order details before sending them to e-conomic.

<img alt="Use Sync, Re Run, and Review & Sync buttons to manage invoice syncing" />

<img alt="Use Sync, Re Run, and Review & Sync buttons to manage invoice syncing" />

<Frame>
  <img alt="Screenshot 2026 04 11 172623" />
</Frame>

* **Updating Settings**

Click **Settings** at any time to update your preferences or adjust integration options. The Cloudify Dashboard is your unified place to manage everything.

<Frame>
  <img alt="Screenshot 2026 04 11 172705" />
</Frame>

***


# Common HubSpot-e-conomic Errors & Fixes
Source: https://docs.cloudify.biz/hubspot/e-conomic/get-the-most-out-of-the-app/common-hubspot-economic-errors-and-fixes



<AccordionGroup>
  <Accordion title="1. Visma e-conomic Account Access Revoked">
    ![Visma e-conomic Account Access Revoked](https://t3415972.p.clickup-attachments.com/t3415972/cc976231-6d24-4fe2-8a0b-a3cf137f2e1d/image.png)

    **Why this happens:** The connection with Visma e-conomic has expired.

    **How to fix this:**

    1. Open the **Visma-Economic Sync** app from **Connected Apps**.
    2. Navigate to **Settings** and click the **Connect Economic** button.
    3. Reconnect your Visma e-conomic account.
  </Accordion>

  <Accordion title="2. Product / Line Item Not Present in HubSpot Deal">
    ![Product Not Present](https://t3415972.p.clickup-attachments.com/t3415972/da9f3f76-d678-492e-9b40-097c00c6d659/image.png)

    **Why this happens:** No line item or product is associated with the HubSpot deal. A line item is required to create an invoice in e-conomic, so the integration cannot proceed without one.

    **How to fix this:**

    You can either add a product to the deal in HubSpot, or configure a default e-conomic product to use as a fallback line item.

    **To use a default e-conomic product (no deal product required):**

    1. Open the **Visma-Economic Sync** app from **Connected Apps**.
    2. Navigate to **Settings** → **Sync Settings** → **Products**.
    3. Locate the **"Do You Have Deals Without Products?"** section and enable the checkbox.
    4. Select an e-conomic product from the dropdown list.
    5. Click **Save** to apply the changes.
  </Accordion>

  <Accordion title="3. Missing Company or Contact in HubSpot Deal">
    ![Missing Company or Contact](https://t3415972.p.clickup-attachments.com/t3415972/58e149e9-7769-4bad-9242-582317947c64/image.png)

    **Why this happens:** A company is either not associated with the deal, or the app settings are not enabled to sync when only a contact is associated with the deal.

    **How to fix this:**

    **If no Company or Contact is associated with the deal:**

    Add a **Company or Contact** to the deal, then change the deal stage back and forth to re-trigger the integration.

    **If only a Contact is associated with the deal (B2C):**

    1. Open the **Visma-Economic Sync** app from **Connected Apps**.
    2. Navigate to **Settings** → **Sync Settings**.
    3. Under **Customer Sync Rules**, enable **Contact (B2C) Sync**.
    4. Set your preferred customer matching criteria between **HubSpot Contact** and **e-conomic Customer**.
    5. Click **Save** to apply the changes.
  </Accordion>
</AccordionGroup>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/e-conomic/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your HubSpot to e-conomic integration.

<Accordion title="Seamless Deal to Invoice, Quote, or Order Creation">
  Automatically generate invoices, quotes, or orders as deals progress in HubSpot. Set custom triggers across multiple pipelines and ensure every document is created and synced without manual input.

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="Automate Invoicing and Customer Updates with HubSpot Workflows">
  Automatically create or update customers, generate invoices, quotes, and orders from deals, and keep financial data up to date across both systems. Set custom rules to match your business needs and customer types.
</Accordion>

<Accordion title="Simplified One-Click Invoicing with Full Control">
  Create and customise e-conomic invoices, quotes, and orders directly from HubSpot deals. Manage payment terms, apply discounts, split invoices, and review drafts with ease and accuracy. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Real-Time Financial Visibility in HubSpot">
  Access the latest invoice and payment information from e-conomic directly within HubSpot. Stay informed with up-to-date financial data and make decisions without switching platforms.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Timely Notifications for Sync and Status Updates">
  Receive automatic updates within HubSpot deal notes, including successful sync confirmations and clear error messages. Resolve issues instantly with one-click replay, ensuring accuracy throughout the process. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Effortless PDF Invoice Attachment to Deals">
  After successfully creating an invoice or order, you can easily attach its PDF version directly to the associated deal for streamlined record-keeping and quick access.

  <video />
</Accordion>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/e-conomic/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the **Notes** section in your HubSpot deal to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  Turn your HubSpot deals into e-conomic invoices, orders or quotes

  Keep your HubSpot and e-conomic product and customer data in sync

  View financial information within HubSpot contact and companies

  Use the app as a workflow action in HubSpot Workflows

  Track sync status in your deal notes
</Accordion>

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/order/quote creation was successful?">
  Open the 'Notes' section in your HubSpot deal to view the integration updates. You will find the PDF copy of the successful invoice/order/quote. If the integration ran into any errors, complete error details will be shown as well. You can make necessary changes and then click on the 'Replay' button in the note to re-run the integration.
</Accordion>

<Accordion title="I don't have access to HubSpot Workflows. What should I do?">
  HubSpot Workflows feature is included in Sales Hub, Service Hub, Marketing Hub and Operations Hub Professional plans. Please check and upgrade your existing plan to get access.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order/quote now?">
  You have two options:

  Use automatic creation: Set up triggers for specific deal stages in Sync Settings > Invoices/Orders/Quotes

  Use the app as a workflow-action in HubSpot Workflows. Don't forget to check the deal notes after the integration runs
</Accordion>

<Accordion title="Will the invoice/order/quote be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/order/quote in e-conomic. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="I do not want to create invoices/orders/quotes automatically when a deal is moved from one stage to another. Is there any other way to create invoices/orders/quotes?">
  Yes, you can set up HubSpot Workflows and add the Cloudify app as a workflow-action to achieve invoice/order/quote creation.
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from HubSpot if I don't want to create an invoice/order/quote?">
  There are multiple ways to do so:

  Manually open each company or contact in Hubspot respectively and click on "Update" in the CRM card.

  Using contact/company based workflows in Hubspot apps
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="Can I connect my HubSpot account with multiple e-conomic accounts using Cloudify's app?">
  No. You can only connect one e-conomic account to one HubSpot account at a time. However, you can connect a new e-conomic account if needed, by disconnecting the existing e-conomic connection.
</Accordion>

<Accordion title="I am unable to import my e-conomic customer and product data to HubSpot with this application.">
  The integration syncs customer and product data from HubSpot to e-conomic only, not the other way around.
</Accordion>

<Accordion title="What if my HubSpot customer is not present in e-conomic? Will the integration work?">
  Yes. The integration will create a new customer record in e-conomic using the information from your HubSpot contact/company added in the deal.
</Accordion>

<Accordion title="What if my HubSpot product is not present in e-conomic? Will the integration work?">
  The app provides you three options to choose from if a product is not found in e-conomic:

  Take no action by skipping invoice/order/quote generation

  Choose from a default product that serves as a placeholder

  Create a new product in e-conomic
</Accordion>

<Accordion title="I have connected my e-conomic account to HubSpot but I can't see the created invoice/order/quote in e-conomic.">
  Check:

  Your deal notes for any sync errors

  Your e-conomic connection status

  If needed, try the "Replay" option in deal notes

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the "**Replay**" option in your deal's activity notes. This allows you to retry any failed sync attempts.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  No. Failed integration attempts are not counted towards your usage limits. You will only be charged for successful invoice/order/quote creations.
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/e-conomic/getting-started/choose-your-subscription-plans



<Note>
  Click on "**Settings**", then select "**Manage**" to view your Subscription Plans.
</Note>

<Frame>
  <img alt="Image" />
</Frame>

Select the subscription plan that best fits your sync volume and feature needs, then click **Upgrade**. You can switch between monthly and annual billing at any time — annual billing gives you 15% off. There are 7 plans available:

* **Free Trial**: 30 free syncs to explore the integration with basic data sync between HubSpot and e‑conomic.
* **Customer Sync**: DKK 99/month. Contacts-only plan with manual customer sync between HubSpot and e‑conomic — no invoice or Deal to invoice sync.
* **Starter**: DKK 199/month for 100 syncs/month. Includes manual and automatic customer sync, product sync, and manual and automatic Deal to invoice sync.
* **Growth** *(most popular)*: DKK 299/month for 200 syncs/month. Includes full customer and Deal to invoice sync (manual, automatic, and workflow), product sync, workflow actions, draft invoice updates and a dashboard with bulk sync.
* **Professional**: DKK 499/month for 400 syncs/month. Includes everything in Growth, plus invoice status updates, invoice-to-invoice workflow sync, invoice splitting, and draft updates.
* **Scale**: DKK 799/month for 800 syncs/month. Includes everything in Professional at a higher sync volume.
* **Enterprise** *(tailor-made)*: Priced on a custom quote based on transaction volume. Includes all features with no limits, plus dedicated support.

## Feature comparison

| Feature | Free Trial | Customer Sync | Starter | Growth | Professional | Scale | Enterprise |
| - | - | - | - | - | - | - | - |
| Included invoice syncs | 30 | N/A | 100 | 200 | 400 | 800 | ✓ |
| Customer sync | M+A | M | M+A | ALL | ALL | ALL | ✓ |
| Product sync | ✓ | — | ✓ | ✓ | ✓ | ✓ | ✓ |
| Deal → invoice | ✓ | — | M+A | ALL | ALL | ALL | ✓ |
| Workflow actions | ✓ | — | — | ✓ | ✓ | ✓ | ✓ |
| Dashboard | ✓ | — | No bulk sync | With bulk sync | With bulk sync | With bulk sync | ✓ |
| Invoice status update | ✓ | — | — | ✓ | ✓ | ✓ | ✓ |
| Invoice-to-invoice workflow sync | ✓ | — | — | — | ✓ | ✓ | ✓ |
| Invoice splitting | ✓ | — | — | — | ✓ | ✓ | ✓ |
| Draft update | ✓ | — | — | ✓ | ✓ | ✓ | ✓ |

*M = Manual, A = Automatic, ALL = M + A + Workflow*


# Overview
Source: https://docs.cloudify.biz/hubspot/e-conomic/getting-started/overview



Welcome to the HubSpot e-conomic Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your HubSpot and e-conomic accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

### Integration Benefits

By integrating HubSpot with e-conomic, your organization can

* Automate invoice generation based on HubSpot deal stages
* Ensure real-time synchronization of customer data across both platforms
* Access up-to-date financial insights directly within HubSpot
* Significantly reduce time spent on manual data entry and reconciliation

#### Data Flow between Visma e-conomic and HubSpot

The table below shows what data is synced between HubSpot and Visma e-conomic. The data flow is largely unidirectional from HubSpot to Visma e-conomic except for the invoice/order PDF copy imported back into HubSpot as well as up-to-date booked-invoice data synced into HubSpot.

<Frame>
  <img alt="Image" />
</Frame>


# Prerequistes
Source: https://docs.cloudify.biz/hubspot/e-conomic/getting-started/prerequistes



This document outlines the essential prerequisites for successfully integrating HubSpot and e-conomic. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

* An active HubSpot account with administrative access
* An active e-conomic account with administrative access
* Necessary authentication credentials for both platforms


# Connect Visma e-conomic
Source: https://docs.cloudify.biz/hubspot/e-conomic/installation/connect-visma-e-conomic



### Installation process

<Steps>
  <Step>
    Log in to your HubSpot account and search for the **‘Visma e-conomic**’ app in HubSpot Marketplace. If you have already logged in to your Hubspot account, visit the application link directly.
  </Step>

  <Step>
    Click **Install app.**

    <Frame>
      <img alt="Screenshot2026 03 04155028" />
    </Frame>
  </Step>

  <Step>
    Select the account you want to use to install the e-conomic app and click **‘Choose account’.**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Mark the tick option and click **"Connect App".**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**Let's get started"**.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

### Connecting Visma e-conomic account

<Steps>
  <Step>
    Click on “**Connect**” to connect your e-conomic account.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    You will be asked to input your e-conomic credentials. First, fill in the email ID connected to your e-conomic account. Click "**Next**".

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Input the password and click **"Sign In"**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Permission will be asked from you to add the app to your agreement. Click **"Add App".**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Once you have connected your e-conomic account, you will be automatically redirected to the final step.
  </Step>

  <Step>
    Click on “**Yes, setup automation**” or **“I’ll do it manually**” to proceed. Choose the option that best fits your workflow.

    <Frame>
      <img alt="Screenshot2026 03 04160207" />
    </Frame>
  </Step>
</Steps>


# Set Up Customer Matching
Source: https://docs.cloudify.biz/hubspot/e-conomic/installation/customer-matching-set-up-customer-matching



To begin customizing your customer mappings and preferences, click on the “**Customize**” button.

<Frame>
  <img alt="Image" />
</Frame>

### **Company Matching Criteria (For Business Customers - B2B)**

<br />You can configure company matching criteria by selecting a field in HubSpot (e.g., Company Name, Email) corresponding to the chosen e-conomic field. This ensures both platforms refer to the same company data when syncing information, maintaining consistency across systems.

<Frame>
  <img alt="Image" />
</Frame>

### **Enable Individual Contact Sync (For Individual Customers - B2C)**

<Note>
  **Note:** Enable this only if you deal with individual contacts as well
</Note>

This feature is essential for businesses dealing directly with consumers. It allows the seamless addition of individual contacts from HubSpot to e-conomic as customers when there's no associated company. Therefore, if this is the case, tick **“Enable individual customer sync**”.

<Frame>
  <img alt="Image" />
</Frame>

Once you have selected your preferences, click on the "**Next**" button.

<Frame>
  <img alt="Image" />
</Frame>


# One-click Invoice/Quote/Order  
Source: https://docs.cloudify.biz/hubspot/e-conomic/installation/one-click-invoicequote



The Visma e-conomic integration by Cloudify facilitates one-click creation of invoices, quotes or orders directly from HubSpot deals, irrespective of the deal stage.

Selecting **I'll do it manually** skips automation and takes you to the **Cloudify Dashboard**, allowing you to update invoices from any HubSpot deal stage.

<Frame>
  <img alt="Select I'll do it manually to skip automation and go to the Cloudify Dashboard" />

  <img alt="Select I'll do it manually to skip automation and go to the Cloudify Dashboard" />
</Frame>

***

## Manual Sync via the Dashboard

Once you click **Dashboard**, follow these steps to complete a manual sync:

<Frame>
  <img alt="Cloudify Dashboard showing deals available for manual sync" />

  <img alt="Cloudify Dashboard showing deals available for manual sync" />
</Frame>

<Steps>
  <Step title="Access the invoice">
    Go to any invoice on the dashboard you wish to update and click **Review and Sync**. The manual sync window will immediately appear on your screen.

    <Frame>
      <img alt="Click Review and Sync on any invoice to open the manual sync window" />

      <img alt="Click Review and Sync on any invoice to open the manual sync window" />
    </Frame>
  </Step>

  <Step title="Enter basic details">
    Ensure customer, currency, layout, and delivery details are correctly selected

    <Frame>
      <img alt="Select contact, currency, tax, and account details" />

      <img alt="Select contact, currency, tax, and account details" />
    </Frame>
  </Step>

  <Step title="Complete Details">
    Review and update date, payment terms, delivery info, references, and line items, then choose the appropriate action (Invoice, Quote, or Order) to proceed

    <Frame>
      <img alt="Screenshot 2026 04 12 000003" />
    </Frame>
  </Step>

  <Step title="Add products">
    Add new products using the “**Add Line Item**” button to select from e-conomic or modify existing ones by deleting or cloning. You can also apply discounts for a customized and final invoice, order quote.

    <Frame>
      <img alt="Click + Add Line Item to add products, or Customize Accounts, Taxes and Amounts for item-level adjustments" />

      <img alt="Click + Add Line Item to add products, or Customize Accounts, Taxes and Amounts for item-level adjustments" />
    </Frame>
  </Step>

  <Step title="Adjust the invoice (Optional)">
    Click the **three-dots menu** to **Split** your invoice by percentage or **Duplicate** it.

    <Frame>
      <img alt="Use the three-dots menu to Split or Duplicate the invoice" />

      <img alt="Use the three-dots menu to Split or Duplicate the invoice" />
    </Frame>
  </Step>

  <Step title="Finish and sync">
    Click **Sync** to push the draft to e-conomic. You can view the final invoice in the deal's attachments or notes.

    <Frame>
      <img alt="Click Save Progress to save for later, or Sync to Xero to push the invoice" />

      <img alt="Click Save Progress to save for later, or Sync to Xero to push the invoice" />
    </Frame>
  </Step>
</Steps>

***

<CardGroup />


# Set Up Product Matching
Source: https://docs.cloudify.biz/hubspot/e-conomic/installation/product-matching



Product Search Rules define how products from HubSpot are matched with those in e-conomic, enabling a simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

### Simple Search

This feature is used to match products between HubSpot and e-conomic by correlating a specific field, such as SKU or product number. It's particularly useful for users who have long product lists. Choose the corresponding field in HubSpot and e-conomic for automatic identification from the respective dropdowns.

<Frame>
  <img alt="Image" />
</Frame>

### Direct Link

Select this method to link specific products one-to-one between HubSpot and e-conomic directly. This option is particularly beneficial when the product count is low, allowing for precise, manual matching of each product.

<Frame>
  <img alt="Image" />
</Frame>

## Advance Settings

### Set Product Matching Fallback Options

This option is useful when a product is not found in the search. It offers three options, which are:

* **Skip Invoice Generation**: Select this option if you prefer not to create an invoice when a product isn't found in e-conomic
* **Use a Default product:** When an item is not found in e-conomic, a default item from e-conomic will be used to generate the invoice. If you select this option, you must specify a default product from your e-conomic item list.
* **Create a new product in e-conomic :** This option automatically generates a new item entry in e-conomic when a matching item isn't found using product details from HubSpot.

<Frame>
  <img alt="Image" />
</Frame>

### Sync deals which do not have line-items (products) associated with them

This additional option is provided to create an invoice, order/quote with deal value only. You can choose this option if you do not use line items in HubSpot deals. Select a default product from the list to handle this scenario. Click on "**Save customization**" once done.

<Frame>
  <img alt="Image" />
</Frame>

.

***


# Set Up Invoice/Order/Quote Creation Rules
Source: https://docs.cloudify.biz/hubspot/e-conomic/installation/set-up-invoice-order-quote-creation-rules



Specify how invoices, orders or quotes are generated in e-conomic by linking them to your HubSpot sales flow.

<Steps>
  <Step>
    Select a Pipeline from the drop-down menu. This step allows you to link the creation of invoices or quotes to a specific sales pipeline in HubSpot. It ensures that the invoices or quotes are generated at the right time in the sales process, improving efficiency and reducing the risk of errors associated with manual entry.

    <Note>
      **Note:** Feel free to click "[*Get Guided Installation*](https://meetings.hubspot.com/cloudify/app-assistance)" if you require assistance from Cloudify experts regarding the installation steps.
    </Note>

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Select the Deal Stage from the drop-down menu. Here, you select the particular stage within the sales pipeline that will trigger the creation of an invoice, order or quotes in e-conomic. This ensures the invoicing process aligns perfectly with your established sales flow.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Choose the Invoice, Order/ Quote from the next drop-down menu. This action involves creating a draft invoice,order/quote as per your requirement.
  </Step>

  <Step>
    After selecting the required options, click on **"Add Pipeline".**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Once you’ve added the pipeline, you can click on “**Customize**” to set up your **Customer Matching** and **Product Matching** preferences, or click on “**Complete Setup**” to directly view the dashboard and start syncing.

    <Frame>
      <img alt="Image" />
    </Frame>

    <Note>
      **Note:** You can add more pipelines as per your requirements by clicking on Add Pipeline. Feel free to **Get Guided Installation** if you require assistance from Cloudify experts regarding the installation steps.
    </Note>
  </Step>
</Steps>


# Cancel your subscription
Source: https://docs.cloudify.biz/hubspot/e-conomic/sub-cancel

How to cancel your HubSpot–e-conomic integration plan.

## Steps to cancel

<Steps>
  <Step title="Go to Connected Apps">
    In HubSpot, click the **marketplace icon** in the top navigation bar, then select **Connected Apps**.

    <img alt="HubSpot marketplace icon" />
  </Step>

  <Step title="Search for Visma e-conomic Integration by Cloudify and click Actions → Go to settings and click Manage subscription.">
    <img alt="Screenshot 2026 08 26 020538 5" />

    <br />

    <br />

    <img alt="Screenshot 2026 08 26 021016 1" />
  </Step>

  <Step title="Cancel your plan">
    Click **Cancel** and confirm when prompted. You'll get an email at your billing address.

    <img alt="Image 655" />
  </Step>
</Steps>

***

***

## Custom solutions

Not finding a plan that fits your sync volume, workflow, or team structure? We build tailored integrations for companies with specific requirements — custom field mapping, enterprise data volumes, dedicated support, or bespoke automation logic.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business](https://meetings.hubspot.com/steveklein/custom-integration). We'll scope out exactly what you need.
</Card>

***

## Help us improve

Before you go, we'd love to hear what we could have done better. Your feedback directly shapes what we build next — it takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Data Mapping
Source: https://docs.cloudify.biz/hubspot/flowlink/configuration/data-mapping



## Mapping HubSpot Properties to Webhook Payload

### Body Configuration (POST, PUT, PATCH)

In the Body Configuration section, use HubSpot property syntax: `{{object.property}}`. Nest properties within your JSON structure as needed.

**Example:**

```json theme={null}
{
  "contact": {
    "firstName": "{{contact.firstname}}",
    "lastName": "{{contact.lastname}}",
    "email": "{{contact.email}}"
  },
  "deal": {
    "amount": "{{deal.amount}}",
    "stage": "{{deal.dealstage}}"
  }
}
```

### Query Parameters (GET, DELETE)

In the Query Parameters section, set key-value pairs using HubSpot property syntax for dynamic values.

**Example:**

* Key: `contactId`, Value: `{{contact.id}}`
* Key: `dealAmount`, Value: `{{deal.amount}}`

Result: `?contactId=123456&dealAmount=10000`

***

## Configuring Dynamic Content Insertion

### Using Conditional Logic

Use HubSpot's syntax for conditional insertions:

```
{% if contact.company %}
  "company": "{{contact.company}}"
{% else %}
  "company": "Individual"
{% endif %}
```

### Formatting Date and Number Properties

Use HubSpot's filters to format properties:

* Date: `{{deal.closedate|date:"yyyy-MM-dd"}}`
* Number: `{{deal.amount|number:"0.00"}}`

### Handling List Properties

For properties that return lists, use indexing:

```json theme={null}
{
  "primaryContact": "{{company.contacts.name[0]}}",
  "allContacts": [
    {% for contact in company.contacts %}
      "{{contact.name}}"{% if not forloop.last %},{% endif %}
    {% endfor %}
  ]
}
```

***

## Best Practice

<Note>
  Test your data mapping thoroughly using HubSpot's workflow testing feature with various sample records to ensure all scenarios are handled correctly.
</Note>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started with FlowLink Actions
Source: https://docs.cloudify.biz/hubspot/flowlink/configuration/getting-started



## Creating a FlowLink Action

<Steps>
  <Step>
    Log in to your HubSpot account and navigate to **Automation → Workflows**.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/nFIAHzKjIaiYGLnbWnX3mvxkA.png)
    </Frame>
  </Step>

  <Step>
    Create a new workflow or edit an existing one.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/QnBkqzMxKvnuxeDKsIiLE69ZYU.png)
    </Frame>
  </Step>

  <Step>
    Create a blank workflow.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/akyWdBGUlQOPXqJPGuJBqLLuvY.png)
    </Frame>
  </Step>

  <Step>
    Set up your trigger.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/sQzY5UXNjdJzNaOIaxxt83LXyQ.png)
    </Frame>
  </Step>

  <Step>
    In the workflow editor, click the **"+"** icon to add a new action.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/F9blhb3fjLGe3KfbJbagldHp4QI.png)
    </Frame>
  </Step>

  <Step>
    In the actions menu, look for the **"Integrations"** or **"Apps"** section and select **"FlowLink"**.

    <Frame>
      ![Creating a FlowLink Action](https://framerusercontent.com/images/s5JVsnzkFbRIMTHg9l8X9lpbZtk.png)
    </Frame>
  </Step>
</Steps>

***

## Basic Configuration

### HTTP Method

Select the HTTP method for your request:

<Frame>
  ![HTTP Method](https://framerusercontent.com/images/p79damQqNWRzF0bNDqFrysr2ig.png)
</Frame>

* **GET** — Retrieve data
* **POST** — Create a new resource
* **PUT** — Update an existing resource
* **PATCH** — Partially modify a resource
* **DELETE** — Remove a resource

### Target URL

Enter the full URL where you want to send the webhook request.

**Example:** `https://api.example.com/endpoint`

<Frame>
  ![Target URL](https://framerusercontent.com/images/4CkoKUtbtcmFylR6YKslCJM4E.png)
</Frame>

### Authentication

Select from the following options:

* **None** — For public APIs
* **Basic** — Enter username and password
* **Bearer** — Provide a token
* **API Key** — Can be included in header or query parameters

**Examples:**

* Basic: Username: `myuser`, Password: `mypassword`
* Bearer: Token: `abcdef123456`
* API Key: Key Name: `x-api-key`, Key: `your-api-key-here`

<Frame>
  ![Authentication](https://framerusercontent.com/images/YX8zx4CEtz0dMVCrPRC77Yr09o.png)
</Frame>

Indicate whether the API Key should be used in the **Header** or **Query**.

<Frame>
  ![API Key placement](https://framerusercontent.com/images/E7vSnN7LONTuV2sq9mF2ozNPg.png)
</Frame>

***

## Advanced Settings

### Body Configuration (POST, PUT, PATCH only)

Click on the **"Body"** field and insert HubSpot properties using `{{property.name}}` syntax. Structure your data in JSON format.

**Example:**

```json theme={null}
{
  "customerName": "{{contact.firstname}} {{contact.lastname}}",
  "email": "{{contact.email}}",
  "lastPurchaseAmount": "{{deal.amount}}",
  "lastPurchaseDate": "{{deal.closedate}}"
}
```

### Query Parameters (GET, DELETE, POST, PUT, PATCH)

Add key-value pairs using HubSpot properties or static values, separated by `&`.

**Example:**

`customerId={{contact.id}}&orderDate={{deal.closedate}}`

Resulting URL: `https://api.example.com/orders?customerId=1234567&orderDate=2023-09-03`

<Frame>
  ![Query Parameters](https://framerusercontent.com/images/fx5IJd24dF6KwBOAjeJYXMGQlDM.png)
</Frame>

### Custom Headers

Add any required custom headers, useful for API versioning or additional authentication. Use comma-separated key-value pairs.

**Example:** `X-API-Version=v2, x-custom-header=value`

<Frame>
  ![Custom Headers](https://framerusercontent.com/images/4X6I5QlXHBe6YpzDOxev6agYz64.png)
</Frame>

### Escape Values to Valid JSON

To escape a value, use the `escape` function:

```json theme={null}
{
  "name": "escape({{ enrolled_object.dealname }})"
}
```

### Save Your Configuration

Once finished configuring the webhook, click **"Save"**.

<Frame>
  ![Save Configuration](https://framerusercontent.com/images/Af1JtmIe5WJ1YzHIyKxi8VFrpU.png)
</Frame>

Your webhook is now ready to run whenever triggered.

<Frame>
  ![Webhook Ready](https://framerusercontent.com/images/PKiasCqTwTjPyLMee8SXWLbhK3w.png)
</Frame>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Performance Optimization
Source: https://docs.cloudify.biz/hubspot/flowlink/configuration/performance-optimisation

Configure rate limiting, retry logic, and error handling in FlowLink to improve reliability and performance.

Use these settings to control how FlowLink handles request volume, retries failed actions, and logs errors.

## Rate Limiting

### Set Max Requests per Second

Use the **Delivery Rate** setting in your webhook configuration to control how many requests FlowLink can send per second. The source page gives the example that setting this value to **5** means FlowLink will send no more than **5 requests per second**. :contentReference\[oaicite:1]

<Frame>
  ![Delivery Rate setting in FlowLink](https://framerusercontent.com/images/uRDDxFT8ZIkw2QbYTosM8H7y9Io.png)
</Frame>

## Queue Management

FlowLink automatically queues requests that exceed the configured rate limit and processes them in order as capacity becomes available. The page recommends starting with a conservative rate and increasing it gradually while monitoring performance. :contentReference\[oaicite:2]

<Note>
  Start with a lower delivery rate first, then increase it gradually once you confirm the receiving system can handle the traffic reliably.
</Note>

## Error Handling

### Configure Retry Logic

When retry handling is enabled, you can define how FlowLink should retry failed requests using these settings. :contentReference\[oaicite:3]

### Retry Delay

Set the initial wait time before the first retry attempt, in milliseconds. The source page gives **2000 ms (2 seconds)** as an example. :contentReference\[oaicite:4]

### Retry Strategy

Choose one of these retry strategies: :contentReference\[oaicite:5]

* **Linear** — consistent intervals between retry attempts
* **Exponential** — increasing intervals between retry attempts

Example comparison using an initial delay of **2000 ms**: :contentReference\[oaicite:6]

* **Linear:** retries at 2s, 4s, 6s, and 8s after the initial failure
* **Exponential:** retries at 2s, 6s, 14s, and 30s after the initial failure

### Max Attempts

Set the maximum number of retry attempts before the action is marked as failed. The page’s example says that if this is set to **4**, FlowLink will make the initial attempt plus **4 retries**. :contentReference\[oaicite:7]

<Frame>
  ![Retry Delay, Retry Strategy, and Max Attempts settings in FlowLink](https://framerusercontent.com/images/k7bIiQ0NjDxRTLLyBrO04R71HOw.png)
</Frame>

## Error Logging

FlowLink automatically logs errors in the **HubSpot workflow history**. The source page recommends reviewing these logs regularly so you can identify and address recurring issues. :contentReference\[oaicite:8]

## Need something more advanced?

If you need tailored integrations, specialised data mappings, or workflow automations, Cloudify also offers custom integration services. :contentReference\[oaicite:9]

<Card title="Need something more advanced?" href="https://custom.cloudify.biz">
  Get help with tailored mappings, workflow automations, and custom integration setup.
</Card>


# Best Practices and Support
Source: https://docs.cloudify.biz/hubspot/flowlink/get-the-most/best-practices-and-support

Follow recommended setup practices, troubleshoot common issues, and find FlowLink support options.

Use these recommendations to validate your setup, reduce early errors, and know where to get help when needed.

## Best Practices

* Start by creating a test deal to verify all settings
* Review the first few automated invoices or quotes carefully during the trial plan
* Keep track of any manual adjustments needed
* Document your configuration choices for easier reference and team training

## Troubleshooting

### Connection Problems

* Verify login credentials
* Check account permissions
* Ensure you have a stable internet connection

### Sync Issues

* Verify matching fields are mapped correctly
* Check for duplicate entries
* Review error logs

<CardGroup>
  <Card title="Book a Meeting" href="https://meetings.hubspot.com/cloudify">
    Get help directly from Cloudify’s integration team.
  </Card>

  <Card title="Support Contact">
    **Email:** [support@cloudify.biz](mailto:support@cloudify.biz)

    **Support Hours:** Monday–Friday, 5:30 AM – 2:00 PM CET
  </Card>
</CardGroup>

## Next Steps

After completing the setup:

* Run a test integration
* Monitor the first few workflows
* Train your team on the new workflow
* Schedule a review after the first month

<Note>
  You can adjust these settings at any time by visiting the app settings.
</Note>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to match your business processes.
</Card>


# Common Questions & Answers
Source: https://docs.cloudify.biz/hubspot/flowlink/get-the-most/common-questions-and-answers

Common FlowLink questions, including how to add a webhook action in HubSpot workflows.

## Creating a Webhook Action in HubSpot Workflows

<Steps>
  <Step title="Open workflows">
    In HubSpot, go to **Automation** → **Workflows**.
  </Step>

  <Step title="Create or edit a workflow">
    Create a new workflow or open an existing workflow you want to update.
  </Step>

  <Step title="Add an action">
    In the workflow editor, click the **+** icon to add a new action.
  </Step>

  <Step title="Open app actions">
    In the actions menu, look for the **Integrations** or **Apps** section.
  </Step>

  <Step title="Select FlowLink">
    Choose **FlowLink** from the available actions.
  </Step>

  <Step title="Add webhook action">
    Select **Add webhook action** from the FlowLink options.
  </Step>
</Steps>

<AccordionGroup>
  <Accordion title="More information about the security posture of FlowLink?">
    Contact Cloudify support if you need more detailed information about FlowLink security and implementation details.
  </Accordion>
</AccordionGroup>

<Card title="Got unique integration needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to match your business processes.
</Card>


# How to Uninstall
Source: https://docs.cloudify.biz/hubspot/flowlink/get-the-most/how-to-uninstall



Follow the steps below to uninstall the FlowLink application from your HubSpot account.

<Steps>
  <Step>
    Log in to your HubSpot account using admin credentials.
  </Step>

  <Step>
    Click the **Settings ⚙️** icon in the top navigation bar.

    <Frame>
      ![Settings icon](https://framerusercontent.com/images/aLzkKB3MZ2XFNIkCDxCfvKftEXk.png)
    </Frame>
  </Step>

  <Step>
    In the left sidebar, navigate to **Integrations → Connected Apps**.

    <Frame>
      ![Connected Apps](https://framerusercontent.com/images/TTBgpl3Qdj8y0A7D9EU9QymVA.png)
    </Frame>
  </Step>

  <Step>
    Locate **"FlowLink"** from the list of installed integrations.

    <Frame>
      ![FlowLink in app list](https://framerusercontent.com/images/TijVFbVBNLCuyxiDkO3nEArsY.png)
    </Frame>
  </Step>

  <Step>
    Select **"Actions"** (or the options menu) and choose **"Uninstall App"**.

    <Frame>
      ![Uninstall option](https://framerusercontent.com/images/ZO5FyCfEcn3i5w7DTSswv6dyBg.png)
    </Frame>
  </Step>

  <Step>
    Review the confirmation message and click **"Uninstall"** to proceed.

    <Frame>
      ![Uninstall confirmation](https://framerusercontent.com/images/0H5wFzPTUfkYVaIHRSeojPg5M.png)
    </Frame>
  </Step>
</Steps>

Uninstalling the integration will stop all future data syncing between HubSpot and FlowLink. Uninstalling the app will not delete any of your existing data, however, it will impact your ability to use the functionality described above.

<Warning>
  Any active workflows powered by the integration will be disabled. To avoid disruptions, we recommend reviewing any dependencies on the integration and exporting important data before uninstalling.
</Warning>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Lead Enrichment
Source: https://docs.cloudify.biz/hubspot/flowlink/get-the-most/lead-enrichment

Use FlowLink to enrich new HubSpot leads through a webhook workflow and route them based on the result.

Use this workflow pattern to enrich new HubSpot contacts automatically after they are created.

## Webhook example for lead enrichment

This example follows a simple enrichment flow inside HubSpot using FlowLink.

## Workflow outline

1. **Trigger:** New contact created in HubSpot
2. **Action:** FlowLink sends a webhook **GET** request to your enrichment API
3. **Action:** Update contact properties with the enriched data
4. **Action:** If enrichment is successful, add the contact to a nurture campaign
5. **Action:** If enrichment fails, notify the sales team

## Example use case

This setup is useful when you want to:

* Enrich incoming leads with external data
* Improve routing and segmentation automatically
* Send qualified leads into nurture or sales workflows
* Alert your team when enrichment fails

<Card title="Need something more advanced?" href="https://custom.cloudify.biz">
  If you need tailored integrations, specialised data mappings, or workflow automations, Cloudify also offers custom integration services.
</Card>


# Installing FlowLink
Source: https://docs.cloudify.biz/hubspot/flowlink/installation/installing-flowlink



<Steps>
  <Step>
    Log in to your HubSpot account.
  </Step>

  <Step>
    Go to the HubSpot Marketplace.
  </Step>

  <Step>
    Search for **FlowLink**.
  </Step>

  <Step>
    Click **"Install"**.
  </Step>

  <Step>
    Select the correct HubSpot account you want it installed on.

    <Frame>
      ![Installing FlowLink](https://framerusercontent.com/images/4y81hVHFJytNvrF1w4ROndcoU.png)
    </Frame>
  </Step>

  <Step>
    Approve the required scopes.

    <Frame>
      ![Installing FlowLink](https://framerusercontent.com/images/iMkam3TkhftAMhDlRXBOrBqJQ.png)
    </Frame>
  </Step>
</Steps>

The app is now installed and accessible when you create HubSpot workflows. For more information on how to use and set up FlowLink, see the Configuration pages in the left sidebar.

<Note>
  If you require assistance from Cloudify experts, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance).
</Note>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/configuration/customer-settings



Customer Settings are the foundation of your integration, defining how customer information is matched, created, and updated between HubSpot and Fortnox. Proper configuration here ensures that your customer data remains consistent and accurate across both platforms.

In this section, we'll cover:

* **Customer Matching Rules**
* **Customer Default Mappings**
* **Field Mappings**

***

## Customer Matching Rules

### Why Customer Matching Rules Matter

1. **Prevent duplicate customers:** By accurately matching HubSpot companies and contacts to existing Fortnox customers, you avoid creating duplicate records in Fortnox.
2. **Ensure data consistency:** Matching rules help maintain consistent customer data between HubSpot and Fortnox.
3. **Streamline customer creation:** When a match is not found, the app automatically creates a new customer in Fortnox.
4. **Simplify customer management:** Properly configured matching rules make it easier to manage your customer relationships across both platforms.

### Setting Up Customer Matching Rules

<Frame>
  ![Customer Matching Rules](https://framerusercontent.com/images/JCZrfXltOGvidctIy7LD3edC0.png)
</Frame>

<Steps>
  <Step>
    **Define Company Matching Criteria**

    In the **"HubSpot"** dropdown under **"Company Matching Criteria"**, select the company property you want to use to identify the customer (e.g., CVR). In the **"Fortnox"** dropdown, select the corresponding customer field (e.g., Corporate Identification Num.).

    <Frame>
      ![Customer Matching Rules](https://framerusercontent.com/images/UM1Sy5kwmFBYUk330byUEBuEk.png)
    </Frame>
  </Step>

  <Step>
    **Define Contact Matching Criteria** (Optional)

    Check the box labelled **"Enable Primary Contact Sync"**. In the **"HubSpot"** dropdown under **"Contact Matching Criteria"**, select the contact property (e.g., Phone number). In the **"Fortnox"** dropdown, select the corresponding customer field (e.g., Phone Number).

    <Frame>
      ![Customer Matching Rules](https://framerusercontent.com/images/E0xTEexNvQR5jxwnfxNnTLJ5jMQ.png)
    </Frame>
  </Step>

  <Step>
    **Choose How to Handle the Customer Number**

    * **Option 1 — Let Fortnox generate the customer number:** Select **"Let Fortnox create customer number"** and choose whether to store the generated number in a HubSpot property.
    * **Option 2 — Use a number from HubSpot:** Select **"Use customer number from HubSpot"** and select the HubSpot property that contains the number you want to use.

    <Frame>
      ![Customer Matching Rules](https://framerusercontent.com/images/q2HnEROCpmvjS15uZkZpcMjuj3E.png)
    </Frame>
  </Step>

  <Step>
    **Review and Save**

    Carefully review your settings to ensure they align with your business requirements. Click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Customer Default Mappings

### Why Customer Default Mappings Are Important

* **Ensure all required Fortnox fields are filled:** These mappings provide values for fields that Fortnox requires to create a new customer.
* **Streamline customer creation:** By setting defaults, you reduce manual data entry and potential errors.
* **Maintain consistency:** All new customers will have the same baseline settings unless overridden by HubSpot data.

### Setting Up Customer Default Mappings

<Steps>
  <Step>
    Navigate to the **Customer Default Mappings** section in your integration settings.

    <Frame>
      ![Customer Default Mappings](https://framerusercontent.com/images/qMxaUUTGawuKwtHi04h7GVLuHI.png)
    </Frame>
  </Step>

  <Step>
    You'll see a list of required Fortnox fields: **Payment Terms**, **Customer Group**, **VAT Zone**, **Currency**, and **Invoice Layout**.

    <Frame>
      ![Customer Default Mappings](https://framerusercontent.com/images/I7lv1GmZrAtUQmflGiaIauZpXr0.png)
    </Frame>
  </Step>

  <Step>
    For each field, click on the dropdown menu next to the field name and select the appropriate default value.
  </Step>

  <Step>
    After setting your preferred defaults for all required fields, click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Field Mappings (Company and Contact)

### Why Field Mappings Matter

* **Ensure data consistency:** Match the right information between HubSpot and Fortnox.
* **Customize for your needs:** Adapt the integration to fit your unique business processes.
* **Save time:** Automate the transfer of customer data, reducing manual entry.
* **Improve data quality:** The more fields you map, the more comprehensive your customer profiles will be in both systems.

### Setting Up Company Field Mappings

<Steps>
  <Step>
    Navigate to the **Company Field Mappings** section in your integration settings.

    <Frame>
      ![Setting Up Company Field Mappings](https://framerusercontent.com/images/vLawzVTCpG1pZEFy1aBdHreJ0.png)
    </Frame>
  </Step>

  <Step>
    For each Fortnox field, the default HubSpot field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.
  </Step>

  <Step>
    To add a new mapping, use the search bar to find specific fields. If a field doesn't exist in HubSpot, click **"Create Property"** to add a new custom property.
  </Step>

  <Step>
    Key fields to prioritize:

    * **Customer Name** (mandatory)
    * **CVR Number** (or equivalent business identifier)
    * **Email**
    * **Phone Number**
    * **Address**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.
  </Step>
</Steps>

### Setting Up Contact Field Mappings

<Steps>
  <Step>
    Navigate to the **Contact Field Mappings** section in your integration settings.

    <Frame>
      ![Setting Up Contact Field Mappings](https://framerusercontent.com/images/9BwNOqRXolyb90BZJeNiObZdmzE.png)
    </Frame>
  </Step>

  <Step>
    Follow the same process as for Company field mappings, paying special attention to these key fields:

    * **Customer Name** — map to the HubSpot **"Full Name"** field
    * **Email**
    * **Phone Number**
    * **Address**

    <Note>
      Using **"Full Name"** is preferable to mapping separate **"First Name"** and **"Last Name"** fields, as it ensures the complete name is transferred correctly.
    </Note>
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/fortnox/configuration/getting-started



## Setting up the HubSpot to Fortnox Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between HubSpot and Fortnox. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To Find the Settings Page

<Steps>
  <Step>
    Click the **Marketplace** icon at the top of the page, then click **"Connected Apps"**.

    <Frame>
      ![Setting up the HubSpot to Fortnox Integration](https://framerusercontent.com/images/gH6IEgDPlU6okFuvl4RBlM2GKHw.png)
    </Frame>
  </Step>

  <Step>
    Click on the **Fortnox** app.
  </Step>

  <Step>
    Select **"Go to Settings"**.
  </Step>

  <Step>
    Click on **"Sync Settings"**.

    <Frame>
      ![Setting up the HubSpot to Fortnox Integration](https://framerusercontent.com/images/kkvHY8ll3VNCZPc0GMzG21BjrwQ.png)
    </Frame>
  </Step>
</Steps>

You have arrived at the settings page. The setup process is divided into three main areas:

1. **Customer Settings**
2. **Product Settings**
3. **Invoice/Order Settings**

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated. Let's start by looking at the Customer Settings.

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/configuration/invoice-order-settings



## Why Invoice/Order Sync Rules Matter

* **Automate invoice/order creation:** Trigger invoice or order creation in Fortnox at the right moment in your sales process.
* **Ensure data consistency:** Automatically create or update customer information in Fortnox based on your HubSpot deals.
* **Save time:** Eliminate manual data entry and reduce the risk of errors.

## Setting Up Invoice/Order Sync Rules

<Steps>
  <Step>
    Navigate to the **"Invoice/Order Sync Rules"** tab in your integration settings.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/cQfQGRBtpWqrutPSh7kO9spag.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to create a new rule.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/ZvK7hnhxjpfvKWwv6Fi3zmtnXnw.png)
    </Frame>
  </Step>

  <Step>
    For each rule, define the following three elements:

    * **Pipeline** — Select the HubSpot pipeline you want to trigger from.
    * **Deal Stage** — Choose the specific stage in the pipeline that will trigger the integration.
    * **Generate** — Decide whether to create a draft invoice or a draft order in Fortnox.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/2M7bu4mrY6nxM7mYOg8qAOFZ3lQ.png)
    </Frame>
  </Step>

  <Step>
    You can add multiple rules for different pipelines or stages as needed.
  </Step>

  <Step>
    After setting up your rules, click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Invoice/Order Field Mappings

### Why Invoice/Order Field Mappings Matter

* **Ensure data consistency:** Match the right information between HubSpot and Fortnox.
* **Customize for your needs:** Adapt the integration to fit your unique invoicing process.
* **Save time:** Automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy:** Correct field mapping is crucial for ensuring accurate invoices in Fortnox.

### Setting Up Invoice/Order Field Mappings

<Steps>
  <Step>
    Navigate to the **"Invoice/Order Field Mappings"** tab in your integration settings.

    <Frame>
      ![Setting Up Invoice/Order Field Mappings](https://framerusercontent.com/images/FWMXRBRyi008ex3V9pMDGm4ns7A.png)
    </Frame>
  </Step>

  <Step>
    The mappings are divided into three main areas:

    * Notes and References
    * Delivery Address
    * Billing Address
  </Step>

  <Step>
    For each Fortnox field, the default HubSpot field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.
  </Step>

  <Step>
    Pay special attention to these key mappings:

    * **Notes Headline** — mapped to Invoice headline in HubSpot
    * **References** — mapped to Purchase order number in HubSpot
    * **Date** — Invoice issue date
    * **Delivery and Billing address fields**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in Fortnox. Take the time to review and optimize these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, don't hesitate to reach out to our support team.
</Note>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/configuration/product-settings



**Product sync settings are important because they:**

1. Ensure accurate product matching between HubSpot and Fortnox
2. Streamline invoice and order creation
3. Maintain consistent product data across platforms
4. Handle scenarios where products may not match exactly

***

## Setting Up Product Sync Settings

<Frame>
  ![Setting Up Product Sync Settings](https://framerusercontent.com/images/x6ubnbYLPiNoPG7oxPX4GjwI.png)
</Frame>

### Option 1: Searching for Products

This method is best when you have a large number of products and want to match them automatically based on a unique identifier.

<Steps>
  <Step>
    Go to the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Select **"Select Search Parameters"**.

    <Frame>
      ![Setting Up Product Sync Settings](https://framerusercontent.com/images/Cs2059BcuFGiGX0DtAI5cn8Mfp0.png)
    </Frame>
  </Step>

  <Step>
    Choose a HubSpot field (e.g., SKU) and match it with a Fortnox field (e.g., Product Number). When creating an invoice or order, the integration will use this identifier to find the correct product in Fortnox.

    <Note>
      **Example:** If you set SKU (HubSpot) to match with Product Number (Fortnox), a product with SKU **"ABC123"** in HubSpot will be matched with a product that has Product Number **"ABC123"** in Fortnox.
    </Note>
  </Step>
</Steps>

### Option 2: Custom Mappings

This method is ideal when you have a small number of products or when product identifiers don't match exactly between HubSpot and Fortnox.

<Steps>
  <Step>
    Go to the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Select **"Set Custom Mappings"**.

    <Frame>
      ![Setting Up Product Sync Settings](https://framerusercontent.com/images/FJ4blBMRfDsJFcask5Z4dIYIcpE.png)
    </Frame>
  </Step>

  <Step>
    For each Fortnox product, manually select which HubSpot product(s) it corresponds to.

    <Note>
      **Example:** You might map the HubSpot product "Premium Package" to the Fortnox product "Premium Service Bundle", even though their names or identifiers don't match exactly.
    </Note>
  </Step>
</Steps>

### Option 3: Handling Products Not Found in Fortnox

<Steps>
  <Step>
    Scroll down in the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Choose one of three options:

    * **Do not generate invoice**
    * **Use a default product**
    * **Create a new product**
  </Step>

  <Step>
    Follow the prompts to set up the necessary details for your chosen option.

    <Frame>
      ![Setting Up Product Sync Settings](https://framerusercontent.com/images/RAQiyC8QFtiaMAM6zhGmlPAsnQ4.png)
    </Frame>
  </Step>
</Steps>

### Option 4: Deals Without Line Items

<Steps>
  <Step>
    At the bottom of the **"Product Sync Rules"** tab, find the **"Deal Syncing When Products Are Unavailable"** section.
  </Step>

  <Step>
    Check the box to **"Sync the deals which do not have products associated with them"**.
  </Step>

  <Step>
    Select a default product from Fortnox to use in these cases.

    <Frame>
      ![Setting Up Product Sync Settings](https://framerusercontent.com/images/iivMXtT9AwI4GhEBLDb6vmiBs.png)
    </Frame>
  </Step>
</Steps>

***

## Product Field Mappings

### Why Product Field Mappings Matter

* **Ensure data consistency:** Align product information between HubSpot and Fortnox.
* **Customize for your needs:** Tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy:** Ensure that essential product information is correctly represented in Fortnox for proper accounting.

### Setting Up Product Field Mappings

<Steps>
  <Step>
    Navigate to the **"Product Field Mappings"** tab in your integration settings.

    <Frame>
      ![Setting Up Product Field Mappings](https://framerusercontent.com/images/debc2iEEsGjortyLET44eSTSUSI.png)
    </Frame>
  </Step>

  <Step>
    For each Fortnox field, the default HubSpot field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.
  </Step>

  <Step>
    Pay special attention to these required fields:

    * **Name** — default mapped to Name in HubSpot
    * **Product Number** — typically mapped to SKU in HubSpot
    * **Product Group**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save Mappings"** to apply your changes.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Cloudify Dashboard
Source: https://docs.cloudify.biz/hubspot/fortnox/get-the-most-out-of-the-app/cloudify-dashboard

The Cloudify Dashboard gives you complete visibility and control over your HubSpot–Fortnox integration — all in one place.

## How to Access the Integration Dashboard

<Frame>
  <img alt="Screenshot 2026 06 18 131716" />
</Frame>

<Steps>
  <Step title="Navigate to Fortnox Settings">
    In HubSpot, click **Connected Apps** → **Fortnox** → **Settings**.
  </Step>

  <Step title="Open the Cloudify Dashboard">
    Under the **Settings** tab, go to **Cloudify Dashboard** and click the **View Dashboard** button on the right side.

    This opens the full Cloudify HubSpot–Fortnox dashboard where you can monitor sync statuses, manage invoices and orders, and take action on your deals in real time.
  </Step>
</Steps>

***

## Benefits

<CardGroup>
  <Card title="Filter by Pipeline, Owner, Contact, or Company" icon="filter">
    Refine your deal view by filtering on Pipeline, Deal Owner, Contact, or Company — so you find exactly what you need in seconds.
  </Card>

  <Card title="Choose invoice or order type" icon="file-invoice">
    Select whether to create an **Invoice** or **Order** in Fortnox directly from the dashboard — no screen-switching required.
  </Card>

  <Card title="Real-time deal and sync status" icon="circle-check">
    See all your HubSpot deals alongside their create date, contact, company, amount, and live sync status — instantly know what's synced, pending, or needs attention.
  </Card>

  <Card title="View deal logs" icon="eye">
    Click the **View** button on any deal to open its full sync log — review the history of sync attempts and any errors for that deal.
  </Card>
</CardGroup>

***

## Dashboard Features

### Filtering Deals

Use the filter bar at the top of the dashboard to narrow results by:

* **All Pipelines** — scope to a specific HubSpot pipeline
* **Deal Owner** — filter by the responsible sales rep
* **Contact** — find deals linked to a specific contact
* **Company** — filter by associated company

You can also type a deal name directly into the **search bar** to locate it instantly.

***

### Selecting Invoice or Order Type

Use the document-type dropdown (top right of the deal list) to choose what to create in Fortnox before syncing:

| Option | Description |
| - | - |
| **Create Invoice** | Creates and books a final invoice in Fortnox |
| **Create Order** | Creates an order in Fortnox instead of an invoice |

The selected type applies when you trigger a sync from the dashboard.

***

### Deal List with Sync Status

The deal table displays the following columns:

| Column | Description |
| - | - |
| **Deal Name** | Clickable link to the HubSpot deal |
| **Create Date** | Date the deal was created in HubSpot |
| **Contact** | Associated contact email |
| **Company** | Associated company name |
| **Amount** | Deal value |
| **Status** | Current sync status (`Success` or `Not Synced`) |
| **Last Synced** | Timestamp of the most recent successful sync |

***

### Syncing Deals

Each unsynced deal has a **Sync** button. Click it to immediately trigger creation of the selected document type in Fortnox.

On success, a confirmation banner appears at the top of the list:

> *Created invoice successfully with ID: 952*

Previously synced deals show a **Re Run** button to retry or force a fresh sync.

***

### Viewing Sync Logs

Click the **View** button on any deal row to open the deal's sync detail panel. This shows:

* The full log of all sync attempts for that deal
* Any errors or warnings returned during sync
* Invoice or order details associated with the deal

Use this view to diagnose failures, confirm what was sent to Fortnox, and verify the document ID.

***

### Updating Settings

Click **Go to Settings** (top right of the dashboard) at any time to update your integration preferences or field mappings.


# Common HubSpot-Fortnox Errors & Fixes
Source: https://docs.cloudify.biz/hubspot/fortnox/get-the-most-out-of-the-app/common-hubspot-fortnox-errors-and-fixes



<AccordionGroup>
  <Accordion title="1. Fortnox Account Access Revoked">
    ![Fortnox Account Access Revoked](https://t3415972.p.clickup-attachments.com/t3415972/3aa9556c-03c5-4d90-8a2c-6181a5f4e807/fortnox_error_label.jpg)

    **Why this happens:** The connection with Fortnox has expired.

    **How to fix this:**

    1. Open the **Fortnox** app from **Connected Apps**.
    2. Navigate to **Settings** and click the **Connect Fortnox** button.
    3. Reconnect your Fortnox account.
  </Accordion>

  <Accordion title="2. Product / Line Item Not Present in HubSpot Deal">
    ![Product Not Present](https://t3415972.p.clickup-attachments.com/t3415972/5ad11e18-de78-48b3-b5c1-60e3cd62557e/fortnox_error_label_2.jpg)

    **Why this happens:** No line item or product is associated with the HubSpot deal. A line item is required to create an invoice in Fortnox, so the integration cannot proceed without one.

    **How to fix this:**

    You can either add a product to the deal in HubSpot, or configure a default Fortnox product to use as a fallback line item.

    **To use a default Fortnox product (no deal product required):**

    1. Open the **Fortnox** app from **Connected Apps**.
    2. Navigate to **General Settings** → **Sync Settings** → **Products**.
    3. Locate the **"Do You Have Deals Without Products?"** section and enable the checkbox.
    4. Select a Fortnox product from the dropdown list.
    5. Click **Save** to apply the changes.
  </Accordion>

  <Accordion title="3. Missing Company or Contact in HubSpot Deal">
    ![Missing Company or Contact](https://t3415972.p.clickup-attachments.com/t3415972/0d204e9e-0634-4dc5-8da6-95bbbfa0d956/image.png)

    **Why this happens:** A company is either not associated with the deal, or the app settings are not enabled to sync when only a contact is associated with the deal.

    **How to fix this:**

    **If no Company or Contact is associated with the deal:**

    Add a **Company or Contact** to the deal, then change the deal stage back and forth to re-trigger the integration.

    **If only a Contact is associated with the deal (B2C):**

    1. Open the **Fortnox** app from **Connected Apps**.
    2. Navigate to **General Settings** → **Sync Settings**.
    3. Under **Customer Sync Rules**, enable **Contact (B2C) Sync**.
    4. Set your preferred customer matching criteria between **HubSpot Contact** and **Fortnox Customer**.
    5. Click **Save** to apply the changes.
  </Accordion>
</AccordionGroup>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/fortnox/get-the-most-out-of-the-app/explore-app-features

Discover the new features designed to automate billing and streamline your HubSpot to Fortnox integration.

<Accordion title="Instant Invoicing & Order Creation from HubSpot to Fortnox">
  Transform your billing workflow with instant HubSpot to Fortnox conversion. Automatically generate invoices and orders as deals progress, using flexible triggers across multiple pipelines. Enjoy real-time syncing and track Fortnox invoice/order status directly within your HubSpot deals. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Automate Fortnox Processes with HubSpot Workflows">
  Use HubSpot's workflow engine to streamline your Fortnox integration. Automatically create or update customers, generate invoices and orders from deals, and keep financial data synced across both systems. Customize workflows to match your business processes and apply tailored rules for different customer segments. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Seamless Financial Visibility in HubSpot">
  View real-time Fortnox booked invoice data directly in HubSpot and make faster, smarter decisions without switching platforms. Gain instant access to key financial metrics inside your CRM, keeping your sales and finance teams aligned with up-to-date insights. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Ensure Accuracy and Speed with Real-Time Update Alerts">
  Never miss a critical sync action with automatic notifications in HubSpot. Receive detailed success messages with Fortnox data and clear error explanations. Use one-click replay to resolve issues or update invoices/orders, ensuring accuracy and quick updates as your deals progress. 

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/fortnox/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the **Notes** section in your HubSpot deal to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  Turn your HubSpot deals into Fortnox invoices or orders

  Keep your HubSpot and Fortnox product and customer data in sync

  View financial information within HubSpot contact and companies

  Use the app as a workflow action in HubSpot Workflows

  Track sync status in your deal notes
</Accordion>

<Accordion title="I get this error when I try to create invoices/orders in Fortnox: 'The workflow execution failed due to this error: There is no active license for the desired scope'. How do I fix this?">
  Fortnox requires a few scopes enabled before you can create an invoice or order:

  **Fa: Invoice**

  **Oo: Order & Quote**

  **Ar: Asset register**

  If you are looking to create an invoice, then please ensure that Fa and Ar are enabled. If you are creating an order, then you would need Oo and Ar scopes. Required scopes are shown in the image below:

  <Frame>
    <img alt="Image" />
  </Frame>

  Watch the video below for detailed instructions:

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/order creation was successful?">
  Open the '**Notes**' section in your HubSpot deal to view the integration updates. You will find the PDF copy of the successful invoice/order. If the integration ran into any errors, complete error details will be shown as well. You can make necessary changes and then click on the 'Replay' button in the note to re-run the integration.
</Accordion>

<Accordion title="I don't have access to HubSpot Workflows. What should I do?">
  HubSpot Workflows feature is included in Sales Hub, Service Hub, Marketing Hub and Operations Hub Professional plans. Please check and upgrade your existing plan to get access.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order now?">
  You have two options:

  * Use automatic creation: Set up triggers for specific deal stages in Sync Settings > Customer Sync Settings
  * Use the app as a workflow-action in HubSpot Workflows Don't forget to check the deal notes after the integration runs
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/order in Fortnox. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="I do not want to create invoices/orders automatically when a deal is moved from one stage to another. Is there any other way to create invoices/orders?">
  Yes, you can set up HubSpot Workflows and add the Cloudify app as a workflow-action to achieve invoice/order creation.
</Accordion>

<Accordion title="Can I connect my HubSpot account with multiple Fortnox accounts using Cloudify's app?">
  No. You can only connect one Fortnox account to one HubSpot account at a time. However, you can connect a new Fortnox account if needed, by disconnecting the existing Fortnox connection.
</Accordion>

<Accordion title="I am unable to import my Fortnox customer and product data to HubSpot with this application.">
  The integration syncs customer and product data from HubSpot to Fortnox only, not the other way around.
</Accordion>

<Accordion title="What if my HubSpot customer is not present in Fortnox? Will the integration work?">
  Yes. The integration will create a new customer record in Fortnox using the information from your HubSpot contact/company added in the deal.
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from HubSpot if I don't want to create an invoice/order?">
  There are multiple ways to do so: Manually open each company or contact in Hubspot respectively and click on "Update" in the CRM card.

  Using contact/company based workflows in Hubspot apps
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="What if my HubSpot product is not present in Fortnox? Will the integration work?">
  The app provides you three options to choose from if a product is not found in Fortnox:

  * Take no action by skipping invoice/order generation
  * Choose from a default product that serves as a placeholder
  * Create a new product in Fortnox
</Accordion>

<Accordion title="I have connected my Fortnox account to HubSpot but I can't see the created invoice/order in Fortnox.">
  Check:

  Your deal notes for any sync errors

  Your Fortnox connection status

  If needed, try the "Replay" option in deal notes

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Cancel your subscription
Source: https://docs.cloudify.biz/hubspot/fortnox/get-the-most-out-of-the-app/unsubscribe

How to cancel your HubSpot–Fortnox integration plan.

## Steps to cancel

<Steps>
  <Step title="Go to Connected Apps">
    In HubSpot, click the **marketplace icon** in the top navigation bar, then select **Connected Apps**.

    <img alt="HubSpot marketplace icon" />
  </Step>

  <Step title="Search for &#x22;Fortnox&#x22; by Cloudify and click Actions → Go to settings and click Manage subscription.">
    <img alt="Screenshot 2026 08 27 011444" />

    <br />

    <br />

    <img alt="Screenshot 2026 08 27 011523" />
  </Step>

  <Step title="Cancel your plan">
    Click **Cancel** and confirm when prompted. You'll get an email at your billing address.

    <img alt="Screenshot 2026 08 27 020913 1" />
  </Step>
</Steps>

***

***

## Custom solutions

Not finding a plan that fits your sync volume, workflow, or team structure? We build tailored integrations for companies with specific requirements — custom field mapping, enterprise data volumes, dedicated support, or bespoke automation logic.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business](https://meetings.hubspot.com/steveklein/custom-integration). We'll scope out exactly what you need.
</Card>

***

## Help us improve

Before you go, we'd love to hear what we could have done better. Your feedback directly shapes what we build next — it takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Overview
Source: https://docs.cloudify.biz/hubspot/fortnox/getting-started/overview

Welcome to the HubSpot-Fortnox Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your HubSpot and Fortnox accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

<iframe title="HubSpot Fortnox Integration Overview" />

## Integration Benefits

By integrating HubSpot with Fortnox, your organization can:

1. Automate invoice generation based on HubSpot deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial insights directly within HubSpot
4. Significantly reduce time spent on manual data entry and reconciliation

## Data Flow between Fortnox and HubSpot

The table below shows what type of data is synced between HubSpot and Fortnox. The data flow is largely unidirectional from HubSpot to Fortnox, except for the invoice/order PDF copy imported back into HubSpot as well as the up-to-date booked invoice data synced into HubSpot.

<Frame>
  ![Data Flow between Fortnox and HubSpot](https://framerusercontent.com/images/L3hmRaAZ40aFF9aZ6dO0u8wfeI.png)
</Frame>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Prerequisites
Source: https://docs.cloudify.biz/hubspot/fortnox/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating HubSpot and Fortnox. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

* An active HubSpot account with administrative access
* An active Fortnox account with administrative access
* Necessary authentication credentials for both platforms


# Choose your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/fortnox/installation/choose-your-subscription-plans

Select the right HubSpot–Fortnox integration plan for your business.

Select the plan that fits your sync volume and feature needs, then click **Upgrade**. You can upgrade or downgrade at any time.

Every plan starts with a **free trial** that includes 30 invoice syncs with all features unlocked, so you can test the full integration before committing.

## Plans overview

| Plan | Monthly price | Annual total (15% OFF) | Included syncs |
| - | - | - | - |
| **Free Trial** | 0 SEK | — | 30 (one-time) |
| **Customer Sync** | 149 SEK/mo | 1 519.80 SEK | N/A |
| **Starter** | 299 SEK/mo | 3 049.80 SEK | 100/mo |
| **Growth** | 449 SEK/mo | 4 579.80 SEK | 200/mo |
| **Professional** | 749 SEK/mo | 7 639.80 SEK | 400/mo |
| **Scale** | 1 199 SEK/mo | 12 229.80 SEK | 800/mo |
| **Enterprise** | Custom quote | Custom quote | Transaction-based |

<Note>
  **Annual billing saves 15% on every tier.**
</Note>

## What each plan includes

* **Free Trial** — 30 syncs with every feature unlocked. Use it to verify the integration works for your setup before choosing a paid plan.
* **Customer Sync** — Manual sync of contacts between HubSpot and Fortnox. No invoice or deal sync.
* **Starter** — 100 syncs per month. Adds product sync, automatic deal-to-invoice/order sync, and a dashboard (without bulk sync).
* **Growth** — 200 syncs per month. Adds Invoice Status Update, HubSpot Workflow actions, dashboard bulk sync, draft invoice update and all deal sync modes (manual, automatic, workflow).
* **Professional** — 400 syncs per month. Everything in Growth plus invoice-to-invoice workflow sync.
* **Scale** — 800 syncs per month. Everything in Professional plus draft update.
* **Enterprise** — Transaction-based pricing with all features. Tailored to high-volume businesses with dedicated support.

## Feature comparison

| Feature | Customer Sync | Starter | Growth | Professional | Scale |
| - | :-: | :-: | :-: | :-: | :-: |
| Customer sync | M | M + A | ALL | ALL | ALL |
| Product sync | — | ✓ | ✓ | ✓ | ✓ |
| Deal → invoice/order | — | A | ALL | ALL | ALL |
| Workflow actions | — | — | ✓ | ✓ | ✓ |
| Dashboard | — | No bulk sync | With bulk sync | With bulk sync | With bulk sync |
| Invoice status update | — | — | ✓ | ✓ | ✓ |
| Invoice-to-invoice workflow sync | — | — | — | ✓ | ✓ |
| Draft update | — | — | ✓ | ✓ | ✓ |

**M** = Manual · **A** = Automatic · **ALL** = Manual + Automatic + Workflow

<Info>
  Need help choosing? Contact [support@cloudify.biz](mailto:support@cloudify.biz).
</Info>


# Connect Fortnox Account
Source: https://docs.cloudify.biz/hubspot/fortnox/installation/connect-fortnox-account



## How to Install the App

<Steps>
  <Step>
    Log in to your HubSpot account and search for **"Fortnox Integration"** in the marketplace. If you already have a HubSpot account, you can click the application link directly.
  </Step>

  <Step>
    Click **"Install App"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/rqV5qyMo5TgsJAsjaRWMHfxHjXU.png)
    </Frame>
  </Step>

  <Step>
    Click **"Connect App"**.
  </Step>

  <Step>
    Click on “**Let’s get started”**.

    <Frame>
      <img alt="Screenshot 2026 06 18 132555" />
    </Frame>
  </Step>
</Steps>

***

## Connecting Your Fortnox Account

<Steps>
  <Step>
    Click **"Connect Fortnox"** to connect your Fortnox account.

    <Warning>
      Please ensure that your Fortnox account has the required scopes for creating an invoice/order within Fortnox. [Watch this quick video](https://youtu.be/ulnoR3Cql_A) to check and enable this before proceeding.
    </Warning>

    <Frame>
      <img alt="Connect Fortnox account" />

      <img alt="Connect Fortnox account" />
    </Frame>
  </Step>

  <Step>
    Enter the email address connected to your Fortnox account and click **"Next"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/t1fcaSkUQSWFUAdB1nJ4P5I9U.png)
    </Frame>
  </Step>

  <Step>
    Enter your password and click **"Log In"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/HapLVxwWA7h5YJTANQxee08DurM.png)
    </Frame>
  </Step>

  <Step>
    You will be asked to grant permission to add the app to your agreement. Click **"Accept Permission"**.
  </Step>

  <Step>
    You will receive a success message. You will be automatically redirected to the final installation page.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/XZA3CRFn8aVIK6xOxhDggyIoxAk.png)
    </Frame>
  </Step>

  <Step>
    Click on **Yes, Setup Automation** to configure automatic invoice creation. Select your preferred sales pipeline and trigger stage, review the smart settings.

    <Frame>
      <img alt="Screenshot 2026 06 18 133432" />
    </Frame>

    <Frame>
      <img alt="Screenshot 2026 06 18 133530" />
    </Frame>

    Click **Complete Setup** to save your automation settings.

    Once setup is complete, invoices will be automatically created in Fortnox whenever a deal reaches your selected trigger stage in HubSpot.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/installation/customer-search-rules



Set up Customer Search Rules to seamlessly synchronize customer information between HubSpot and Fortnox, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters — if a match is found, that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

***

## Company Matching Criteria

<Steps>
  <Step>
    From the **"HubSpot Company Identifier"** dropdown, select the HubSpot field you want to use for matching (e.g., Company Name, Email).
  </Step>

  <Step>
    From the **"Fortnox Company Field"** dropdown, select the corresponding field in Fortnox. This ensures both platforms refer to the same company data when syncing, maintaining consistency across systems.

    <Frame>
      ![Company Matching Criteria](https://framerusercontent.com/images/GlUwxSJ7kjvUyJCK1HTH6LRXY.png)
    </Frame>
  </Step>
</Steps>

***

## Enable Primary Contact Sync

This feature is essential for businesses dealing directly with consumers, allowing individual contacts from HubSpot to be added to Fortnox as customers when there is no associated company.

<Steps>
  <Step>
    If your contacts are not associated with a company, check **"Enable Primary Contact Sync"**.
  </Step>

  <Step>
    From the **"HubSpot Contact Identifier"** dropdown, select the HubSpot field that uniquely identifies your contacts (e.g., person name or email).
  </Step>

  <Step>
    From the **"Fortnox Contact Field"** dropdown, select the corresponding field in Fortnox to match and identify the same contact. This should also be a unique identifier such as an email address or customer number.

    <Frame>
      ![Enable Primary Contact Sync](https://framerusercontent.com/images/jQpcjseZi1oK9abkDgSaf1Hi9i0.png)
    </Frame>
  </Step>

  <Step>
    Click **"Next"**.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/installation/invoice-order-sync-rules



Customize how invoices or orders are generated in Fortnox by linking them to your HubSpot sales flow.

<Steps>
  <Step>
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or orders to a specific sales pipeline in HubSpot, ensuring they are generated at the right time in your sales process.

    <Frame>
      ![Create Invoice/Order Sync Rules](https://framerusercontent.com/images/Ipnnkbr3jSu7CLYWpQRHOKEpKNo.png)
    </Frame>
  </Step>

  <Step>
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the pipeline that will trigger the creation of an invoice or order in Fortnox, ensuring the invoicing process aligns with your sales flow.

    <Frame>
      ![Create Invoice/Order Sync Rules](https://framerusercontent.com/images/YbbXmCTf47SBrIXqCjyjR5vt4.png)
    </Frame>
  </Step>

  <Step>
    Choose **Order** or **Invoice** from the drop-down menu to decide what type of draft document is created in Fortnox.

    <Frame>
      ![Create Invoice/Order Sync Rules](https://framerusercontent.com/images/ZPFyp5BPfwUROuoFJeSCUhkD76Y.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to save the rule.

    <Frame>
      ![Create Invoice/Order Sync Rules](https://framerusercontent.com/images/xzqNeXuBw2E4It7EvJC4F2VTw.png)
    </Frame>
  </Step>

  <Step>
    The pipeline will be added. Click **"Next"** to continue.

    <Note>
      You can add more pipelines as needed by clicking **"Add Pipeline"** again. If you need assistance, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=cd58e7cf-3178-4c1d-a9c3-7fdc434d7193) with Cloudify experts.
    </Note>

    <Frame>
      ![Create Invoice/Order Sync Rules](https://framerusercontent.com/images/EknoCKZ6e2FVEmxmB2f2O3YeyQ.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Sync Rules
Source: https://docs.cloudify.biz/hubspot/fortnox/installation/product-sync-rules



Product Sync Rules define how products from HubSpot are matched with those in Fortnox, enabling simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

***

## Option 1: Simple Search

This method matches products between HubSpot and Fortnox by correlating a specific field such as SKU or product number. It's particularly useful for users with long product lists.

<Steps>
  <Step>
    From the **HubSpot** dropdown, select the field you want to use for product matching (e.g., SKU).
  </Step>

  <Step>
    From the **Fortnox** dropdown, select the corresponding field for automatic identification.

    <Frame>
      ![Simple Search](https://framerusercontent.com/images/WmPZVdWpR0MnWYcEr5onFrJG9M.png)
    </Frame>
  </Step>
</Steps>

***

## Option 2: Direct Link

This method connects products directly without searching. It's ideal for users with short product lists.

<Steps>
  <Step>
    Map the HubSpot fields with the corresponding Fortnox fields.

    <Frame>
      ![Direct Link](https://framerusercontent.com/images/qDvXHJu7I83UlXwSzwN40WX9jw.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.
  </Step>
</Steps>

***

## Advanced Settings

This option handles cases where a product is not found during the search. Choose one of the three behaviours below:

### Skip Invoice Generation

Select this option if you prefer not to create an invoice when a product isn't found in Fortnox.

<Frame>
  ![Advance Settings](https://framerusercontent.com/images/EJ7CKUBWyeZatUGO9p9hsqr7vcg.png)
</Frame>

### Use a Default Article

When a product is not found in Fortnox, the integration will fall back to a default article from Fortnox to generate the invoice. If you select this option, you must specify a default article from your Fortnox article list.

<Frame>
  ![Use a default article](https://framerusercontent.com/images/XoOS5lB25jtOY76KyX5aRox9AU.png)
</Frame>

### Create a New Article in Fortnox

Automatically generates a new article entry in Fortnox when a matching item isn't found, using the product details from HubSpot.

<Frame>
  ![Create a new article in Fortnox](https://framerusercontent.com/images/Ot2aWSDlhsOGNOWk5wfDivXF7VA.png)
</Frame>

***

## Sync Deals Without Products

This option applies when a deal has no products associated with it but you still want to sync it.

<Steps>
  <Step>
    Check the **"Sync deals which do not have products associated with them"** option.
  </Step>

  <Step>
    Select a default product to use for the sync.
  </Step>

  <Step>
    Click **"Finish"**.

    <Frame>
      ![Sync deals which do not have products associated with them](https://framerusercontent.com/images/8vmQir7tha7T4moGy89tOiRfY.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Settings
Source: https://docs.cloudify.biz/hubspot/msbc/configuration/customer-settings



Customer Settings are the foundation of your integration, defining how customer information is matched, created, and updated between HubSpot and Microsoft Business Central. Proper configuration ensures data consistency and prevents duplicates across both platforms.

In this section, you configure:

* Customer matching rules
* Default customer mappings
* Field mappings

***

## Customer Matching Rules

Customer matching rules determine how existing customers are identified before creating new ones.

### Why Customer Matching Rules Matter

* Prevent duplicate customers
* Ensure consistent data across systems
* Automatically create customers when no match is found
* Simplify customer management

<Steps>
  <Step>
    Select the **Company Matching Criteria**.

    Choose a HubSpot field (e.g. Company Name or CVR) and map it to the corresponding Business Central field.

    <Frame>
      <img alt="Screenshot 2026 08 06 123920" />
    </Frame>
  </Step>

  <Step>
    (Optional) Enable **Primary Contact Sync**.

    <Frame>
      <img alt="Screenshot 2026 08 06 124015" />
    </Frame>

    This allows contacts to be created as customers when no company exists.
  </Step>

  <Step>
    Choose how to handle the **Customer Number**:

    <Frame>
      <img alt="Image" />
    </Frame>

    * Let Business Central generate it
    * Use a number from HubSpot
  </Step>
</Steps>

***

## Customer Default Mappings

Default mappings define required values when creating customers in Business Central.

<Steps>
  <Step>
    Navigate to the **Customer Default Mappings** section.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Configure required fields such as:

    * Payment Terms
    * Customer Group
    * VAT Zone
    * Currency
    * Invoice Layout
  </Step>
</Steps>

***

## Field Mappings (Company & Contact)

Field mappings control how data is transferred between HubSpot and Business Central.

<Frame>
  <img alt="Image" />
</Frame>

### Why Field Mappings Matter

* Ensure correct data syncing
* Reduce manual work
* Improve data quality

<Steps>
  <Step>
    Navigate to the **Company/Contact Field Mappings** section.
  </Step>

  <Step>
    Review existing mappings or click **Edit** to modify them.
  </Step>

  <Step>
    Add new mappings using the search field.

    You can also create new HubSpot properties if needed.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/msbc/configuration/getting-started



Now that you've installed the app and connected your accounts, it's time to configure how information flows between HubSpot and Microsoft Business Central.

The quick installation covers the essentials. This section helps you customize the integration further based on your business needs.

***

## Accessing the Settings Page

<Steps>
  <Step>
    Click the **Marketplace icon** in HubSpot and go to **Connected Apps**.
  </Step>

  <Step>
    Select the **Business Central app**.

    <Frame>
      <img alt="Open Connected Apps" />

      <img alt="Open Connected Apps" />
    </Frame>
  </Step>

  <Step>
    Click **Go to settings**.

    <Frame>
      <img alt="Blur Screenshot 2026 04 12 130909" />
    </Frame>
  </Step>

  <Step>
    Click **Sync settings**.

    <Frame>
      <img alt="Sync Settings" />

      <img alt="Sync Settings" />
    </Frame>
  </Step>
</Steps>

***

You have now reached the configuration area.

***

## Configuration Overview

The setup process is divided into three main areas:

1. **Customer Settings**
2. **Product Settings**
3. **Invoice/Order Settings**

Each section controls how data is synchronized and how automation behaves across systems.

***

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Settings
Source: https://docs.cloudify.biz/hubspot/msbc/configuration/invoice-order-settings



Invoice/Order Settings allow you to define how invoices and orders are created and mapped between HubSpot and Microsoft Business Central.

***

## Invoice/Order Sync Rules

These rules determine when invoices or orders are generated based on your HubSpot deal pipeline.

### Why Invoice/Order Sync Rules Matter

* Automate invoice/order creation at the right stage in your sales process
* Ensure data consistency between HubSpot and Business Central
* Reduce manual work and errors

<Steps>
  <Step>
    Navigate to the **Invoice/Order Sync Rules** tab in your integration settings.

    <Frame>
      <img alt="Screenshot 2026 08 06 125548" />
    </Frame>
  </Step>

  <Step>
    Click **Add Pipeline** to create a new rule.

    <Frame>
      <img alt="Screenshot 2026 08 06 125631" />
    </Frame>
  </Step>

  <Step>
    Choose the **Deal Stage** that will trigger invoice or order creation.

    <Frame>
      <img alt="Screenshot 2026 08 06 125724" />
    </Frame>
  </Step>

  <Step>
    Select whether to generate a **Draft Invoice** or **Draft Order** in Business Central.

    <Frame>
      <img alt="Screenshot 2026 08 06 125812" />
    </Frame>
  </Step>

  <Step>
    Click **Save** after configuring your rules.
  </Step>
</Steps>

***

## Invoice/Order Field Mappings

Field mapping ensures that the correct data is transferred from HubSpot to Business Central.

### Why Field Mapping Matters

* Ensures accurate invoice creation
* Matches correct fields between systems
* Reduces manual corrections

<Steps>
  <Step>
    Navigate to the **Invoice/Order Field Mappings** tab.

    <Frame>
      <img alt="Screenshot 2026 08 06 125948" />
    </Frame>
  </Step>

  <Step>
    Review the available mapping sections:

    * Notes and References
    * Delivery Address
    * Billing Address
  </Step>

  <Step>
    Click **Edit** to modify a field mapping or **Delete** to remove it.
  </Step>

  <Step>
    Ensure key fields are mapped correctly:

    * Notes Headline
    * References (Purchase Order Number)
    * Invoice Date
    * Delivery & Billing Addresses
  </Step>

  <Step>
    Click **Save Mappings** to apply your changes.
  </Step>
</Steps>

***

<Note>
  Correct field mapping is essential to ensure accurate invoice creation in Microsoft Business Central. Always test your configuration before going live.
</Note>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Product Settings
Source: https://docs.cloudify.biz/hubspot/msbc/configuration/product-settings



Product sync settings help define how products are matched and handled between HubSpot and Microsoft Business Central.

### Why Product Sync Settings Matter

Product sync settings are important because they:

1. Ensure accurate product matching between HubSpot and Business Central
2. Streamline invoice and order creation
3. Maintain consistent product data across platforms
4. Handle scenarios where products may not match exactly :contentReference\[oaicite:1]

***

## Setting Up Product Sync Settings

### 1. Searching for Products

This method is best when you have a large number of products and want to match them automatically using a unique identifier.

<Steps>
  <Step>
    Go to the **Product sync rules** tab.
  </Step>

  <Step>
    Select **Search parameters**.
  </Step>

  <Step>
    Choose a HubSpot field (e.g. **SKU**) and match it with a Business Central field (e.g. **Product Number**).
  </Step>

  <Step>
    When creating an invoice or order, the integration will use this identifier to find the correct product in Business Central.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

***

### 2. Custom Mappings

This method is useful when you have a smaller product set or when product identifiers do not match between systems.

<Steps>
  <Step>
    Go to the **Product sync rules** tab.
  </Step>

  <Step>
    Select **Set custom mappings**.
  </Step>

  <Step>
    Manually map HubSpot products to Business Central products.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

***

### 3. Handling Products Not Found

This section defines what happens when a product does not exist in Business Central.

<Steps>
  <Step>
    Scroll down to the **Product sync rules** section.
  </Step>

  <Step>
    Choose one of the following options:

    * Do not generate invoice
    * Use a default product
    * Create a new product
  </Step>

  <Step>
    Configure the selected option based on your business needs.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

***

### 4. Deals Without Line Items

This option allows syncing deals even when no products are associated.

<Steps>
  <Step>
    Scroll to the **Deal Syncing When Products Are Unavailable** section.
  </Step>

  <Step>
    Enable **Sync deals which do not have products associated with them**.
  </Step>

  <Step>
    Select a default product to be used.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

***

## Product Field Mappings

### Why Product Field Mappings Matter

* Ensure data consistency between HubSpot and Business Central
* Allow customization of product data transfer
* Maintain accurate financial and product records

***

### Setting Up Product Field Mappings

<Steps>
  <Step>
    Navigate to the **Product field mappings** tab.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Review each Business Central field.

    The default HubSpot field (if available) will already be mapped.
  </Step>

  <Step>
    Click **Edit** to modify mappings or **Delete** to remove them.
  </Step>

  <Step>
    Ensure required fields are mapped correctly before proceeding.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Disconnect from HubSpot
Source: https://docs.cloudify.biz/hubspot/msbc/get-the-most/disconnect-hubspot



To disconnect HubSpot from the Business Central app, follow these steps directly within your HubSpot account.

<Steps>
  <Step>
    Click the **Settings** icon in the top navigation bar.

    <Frame>
      ![Disconnect from HubSpot](https://framerusercontent.com/images/tLDJ8OrDtDr1elTOTaHgZ2uNtEI.png)
    </Frame>
  </Step>

  <Step>
    Choose **"Integrations"** from the left sidebar, then select **"Connected Apps"**.

    <Frame>
      ![Disconnect from HubSpot](https://framerusercontent.com/images/K1UMnoWY0sXpM9J9BRBa8Pf6pU.png)
    </Frame>
  </Step>

  <Step>
    Locate the Business Central app in the list. Click **"Actions"** next to it and select **"Go to Settings"**.

    <Frame>
      ![Disconnect from HubSpot](https://framerusercontent.com/images/A8TU9ZC1OJZJe2xneChOiyTcKfI.png)
    </Frame>
  </Step>

  <Step>
    In the app's settings, navigate to **"General Settings"**. Click the **"Connect/Disconnect"** button, then confirm by choosing **"Disconnect"**.

    <Frame>
      ![Disconnect from HubSpot](https://framerusercontent.com/images/uN7v169ID0yuQi0SKcelezZRU0.png)
    </Frame>
  </Step>
</Steps>

<Note>
  Disconnecting HubSpot from the app will immediately stop all future data sync. Any previously synced data will remain in your HubSpot account and must be removed manually if desired. After disconnecting, the app will no longer have any access to your HubSpot data.
</Note>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/msbc/get-the-most/explore-features



Discover the features designed to automate billing and streamline your HubSpot to Microsoft Business Central integration. :contentReference\[oaicite:0]

***

### Save Time and Reduce Errors with Automated Invoicing

Automatically convert HubSpot deals into invoices or orders in Microsoft Business Central.

* Reduce manual data entry
* Eliminate duplication errors
* Speed up your billing process

***

### Streamline Operations with HubSpot–Business Central Automation

Use HubSpot workflows to automate key business processes across systems.

* Create customers, invoices, and orders automatically
* Trigger actions based on deal stages
* Customize workflows for different pipelines

***

### Seamless Financial Visibility in HubSpot

Access real-time financial data directly inside HubSpot.

* View invoice status without switching systems
* Monitor customer revenue
* Improve decision-making with up-to-date data

***

### Ensure Accuracy and Speed with Real-Time Update Alerts

Stay informed about every sync and action.

* Receive automatic notes in HubSpot
* Get success and error messages
* Use replay functionality to fix issues quickly

***

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/msbc/get-the-most/faqs



## FAQs - Frequently Asked Questions

<Note>
  IMPORTANT: Always check the Notes section in your HubSpot deal to view the status of your integration run.
</Note>

***

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/order creation was successful?">
  Check the **Notes section** of the HubSpot deal. The integration logs will show whether the invoice or order was successfully created or if any errors occurred.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order now?">
  Invoices or orders are created automatically when a deal reaches the configured stage based on your **Invoice/Order Sync Rules**.
</Accordion>

<Accordion title="I don't have access to HubSpot Workflows. What should I do?">
  You need access to **HubSpot Workflows** to use automation features. Contact your HubSpot admin to enable the required permissions or upgrade your plan if needed.
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  No. The integration creates a **draft invoice or order** in Business Central. You can review and send it manually from Business Central.
</Accordion>

<Accordion title="I do not want to create invoices/orders automatically when a deal is moved from one stage to another. Is there any other way?">
  Yes. Instead of automatic creation, you can configure your workflows or manually trigger invoice/order creation based on your preferred process.
</Accordion>

<Accordion title="I am unable to import my Business Central customer and product data to HubSpot with this application">
  This integration is primarily designed to **push data from HubSpot to Business Central**. Importing data back into HubSpot is limited to specific use cases.
</Accordion>

<Accordion title="What if my HubSpot customer is not present in Business Central? Will the integration work?">
  Yes. If no matching customer is found, the integration will **create a new customer** in Business Central based on your Customer Settings configuration.
</Accordion>

<Accordion title="What if my HubSpot product is not present in Business Central? Will the integration work?">
  Yes. Depending on your Product Sync Rules, the integration can:

  * Skip invoice creation
  * Use a default product
  * Create a new product
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  You can automate updates using **HubSpot workflows** or configure mappings so data is synced automatically without manual intervention.
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from HubSpot if I don't want to create an invoice/order?">
  You can configure workflows to **only create customers** without triggering invoice or order creation.
</Accordion>

<Accordion title="I have connected my Business Central account to HubSpot but I can't see the created invoice/order in Business Central">
  Check:

  * Sync rules configuration
  * Deal stage conditions
  * Integration logs in HubSpot notes
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the **activity logs / replay functionality** to retry failed actions.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  Yes, depending on your plan, failed attempts may still count toward usage. Ensure settings are configured correctly before running live processes.
</Accordion>

<Accordion title="I get the error &#x22;Workflow execution failed: <SKU should not be empty>&#x22;. What should be done here?">
  Ensure that all products in your deal have a valid **SKU or product identifier**, as required by your Product Sync Rules.
</Accordion>

***

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# How to Uninstall
Source: https://docs.cloudify.biz/hubspot/msbc/get-the-most/how-to-uninstall



Follow the steps below to uninstall the HubSpot–Business Central integration.

<Steps>
  <Step>
    Log in to your HubSpot account using **admin credentials**.
  </Step>

  <Step>
    Click the **Settings ⚙️** icon in the top navigation bar.

    <Frame>
      ![Settings](https://framerusercontent.com/images/aLzkKB3MZ2XFNIkCDxCfvKftEXk.png)
    </Frame>
  </Step>

  <Step>
    In the left sidebar, navigate to **Integrations → Connected Apps**.

    <Frame>
      ![Connected Apps](https://framerusercontent.com/images/TTBgpl3Qdj8y0A7D9EU9QymVA.png)
    </Frame>
  </Step>

  <Step>
    Locate **Business Central** from the list of installed integrations.

    <Frame>
      ![Business Central App](https://framerusercontent.com/images/TijVFbVBNLCuyxiDkO3nEArsY.png)
    </Frame>
  </Step>

  <Step>
    Click **Actions** (or the options menu) and select **Uninstall App**.

    <Frame>
      ![Uninstall Option](https://framerusercontent.com/images/ZO5FyCfEcn3i5w7DTSswv6dyBg.png)
    </Frame>
  </Step>

  <Step>
    Review the confirmation message and click **Uninstall** to proceed.

    <Frame>
      ![Confirm Uninstall](https://framerusercontent.com/images/0H5wFzPTUfkYVaIHRSeojPg5M.png)
    </Frame>
  </Step>
</Steps>

***

Uninstalling the integration will stop all future data syncing between HubSpot and Microsoft Business Central. Existing data will not be deleted, but integration functionality will no longer be available.

<Warning>
  Any workflows relying on this integration will stop working. Review dependencies and export any critical data before uninstalling.
</Warning>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/hubspot/msbc/getting-started/overview

Welcome to the HubSpot-Business Central Integration Setup Guide. This guide will walk you through the process of connecting your HubSpot and Microsoft Dynamics 365 Business Central accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

#### Integration Benefits

By integrating HubSpot with Business Central, your organization can:

1. Automate invoice and order generation based on HubSpot deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial and inventory insights directly within HubSpot
4. Significantly reduce time spent on manual data entry and reconciliation
5. Streamline your quote-to-cash process

#### Data Flow Between HubSpot and Business Central

The table below shows what data is synced between HubSpot and Business Central. The data flow is largely unidirectional from HubSpot to Business Central except for the invoice PDF copy imported back into HubSpot as well as updated booked-invoice data synced into HubSpot.

<Frame>
  ![Data Flow Between HubSpot and Business Central](https://framerusercontent.com/images/2oevxfUpa1c87uwWYFQCeTHjBlU.png?height=1078\&width=1668)
</Frame>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Prerequistes
Source: https://docs.cloudify.biz/hubspot/msbc/getting-started/prerequisites

Review the prerequisites required to successfully integrate HubSpot with Microsoft Business Central.

This document outlines the essential prerequisites for successfully integrating HubSpot and Microsoft Business Central. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

1. An active HubSpot account with administrative access
2. An active Business Central account with administrative access
3. Necessary authentication credentials for both platforms

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Assign Template to a Customer on BC
Source: https://docs.cloudify.biz/hubspot/msbc/installation/assign-template



Watch the video below to understand how to assign a template to a customer when it is created in Business Central. This process ensures that all required posting group fields are set correctly for the integration to work.

<iframe title="YouTube video player" />

<Note>
  Setting these default values is mandatory for the integration to run. If these values are already configured, you do not need to repeat the setup. Otherwise, follow the steps below.
</Note>

***

### Step-by-Step Instructions

<Steps>
  <Step>
    Click on the search bar and type **API**. Select **API Setup** from the search results.

    <Frame>
      ![Search API Setup](https://framerusercontent.com/images/AUFsq7sBPO4DdDfa1rKV1V418.png)
    </Frame>
  </Step>

  <Step>
    Click on the drop-down next to **Table ID** and select **Customer**.

    <Frame>
      ![Select Customer Table](https://framerusercontent.com/images/RUc2PHzvj8hllmZrDpUiCOXpSiM.png)
    </Frame>
  </Step>

  <Step>
    Click the drop-down in **Template Code** and select **+ New**.

    <Frame>
      ![Create Template](https://framerusercontent.com/images/m4rQFRMUQbczOUkOEfMeh37eHo.png)
    </Frame>
  </Step>

  <Step>
    Enter a **Code** (e.g. CUS001) and a **Description** (e.g. for posting group fields).

    <Frame>
      ![Enter Code and Description](https://framerusercontent.com/images/IOLIgnEoG2szpMO1eWGV6NHXuNM.png)
    </Frame>
  </Step>

  <Step>
    Click on the empty space under **Field Name**.

    <Frame>
      ![Select Field Name](https://framerusercontent.com/images/LRP4XQdHFin1r7Djn9v9lkEPUs.png)
    </Frame>
  </Step>

  <Step>
    Search for **post** and select **Customer Posting Group**, then click **OK**.

    <Frame>
      ![Customer Posting Group](https://framerusercontent.com/images/IZC92RaNxz0phnyhLeofamte8s.png)
    </Frame>
  </Step>

  <Step>
    Click the three dots under **Default Value**.

    <Frame>
      ![Default Value Options](https://framerusercontent.com/images/wDkt2Ryud7H5vWNhKgGz3zXWY.png)
    </Frame>
  </Step>

  <Step>
    Select a value from the list.

    <Frame>
      ![Select Default Value](https://framerusercontent.com/images/6uyhzhMJCP44fEdIPM1AO8wyNw.png)
    </Frame>
  </Step>

  <Step>
    The selected value will appear in the template.

    <Frame>
      ![Value Added](https://framerusercontent.com/images/IlIxSYijqxlFquFMYgANftsoA.png)
    </Frame>
  </Step>

  <Step>
    Repeat the process for the remaining fields. Add:

    * **Gen. Bus. Posting Group**
    * **VAT Bus. Posting Group**

    <Frame>
      ![Add Remaining Fields](https://framerusercontent.com/images/XS4YRZgQdxIW4SvF80SyrYjqok.png)
    </Frame>
  </Step>

  <Step>
    Once all fields are added, click **OK**.

    <Frame>
      ![Final Template Setup](https://framerusercontent.com/images/a9rHYodk50hWCPHWTDmRLWUqDs.png)
    </Frame>
  </Step>

  <Step>
    Click the back button or outside the window to close it.

    <Frame>
      ![Close Window](https://framerusercontent.com/images/xrG1F97wOrWqRR9HGJSaC21FoY.png)
    </Frame>
  </Step>
</Steps>

***

For any questions or issues during setup, contact [support@cloudify.biz](mailto:support@cloudify.biz).

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Choose Your Subscription Plan
Source: https://docs.cloudify.biz/hubspot/msbc/installation/choose-subscription-plans

Select the subscription plan that fits your integration needs.

Select the subscription plan according to your requirements and click **Next**.

There are four available plans:

### Free Trial

* 15 free syncs
* Ideal for testing the integration
* Basic data sync between HubSpot and Business Central

### Basic (\$15/month)

* Unlimited customer sync
* Financial data updates from Business Central
* Suitable for simple use cases

### Premium (\$30/month)

* Sync customers, products, and invoices
* Financial updates included
* Replay functionality for activity logs

### Custom

* Tailored solution for your business
* Advanced integrations and dedicated support
* Pricing based on requirements

<Frame>
  <img alt="Image" />
</Frame>

<Tip>
  **Not sure which plan to choose?**\
  Start with Basic and upgrade as your automation needs grow.
</Tip>


# Connect Business Central
Source: https://docs.cloudify.biz/hubspot/msbc/installation/connect-business-central-account

Follow the steps below to install the HubSpot Business Central integration and connect your Microsoft Business Central account.

#### How to Install the App

<Steps>
  <Step>
    Log in to your HubSpot account and search for **Business Central** in the marketplace. If you are already logged into your HubSpot account, open the application listing directly.

    <Frame>
      ![Install Business Central App](https://framerusercontent.com/images/wHNmrcp2P6xpk3bch1QZNXSq98c.png?height=612\&width=1356)
    </Frame>
  </Step>

  <Step>
    Click **Install app**.
  </Step>

  <Step>
    Click **Connect App**.

    <Frame>
      ![Connect App](https://framerusercontent.com/images/jXhU5ySwvaTH2hNxZ3GSL79UI0E.png?height=1226\&width=1920)
    </Frame>
  </Step>

  <Step>
    Click **Start**.

    <Frame>
      ![Start Integration](https://framerusercontent.com/images/EZqLTc0sIhNzgZ70Rla7N7ZSVWA.png?height=939\&width=1919)
    </Frame>
  </Step>
</Steps>

### Connecting Microsoft Business Central account

<Steps>
  <Step>
    Click **Connect Microsoft Business Central** to connect your Microsoft Business Central account.

    <Frame>
      ![Connect Microsoft Business Central](https://framerusercontent.com/images/1iLgqpG8WsaUGVgBdEZNOskgc.png?height=940\&width=1919)
    </Frame>
  </Step>

  <Step>
    You will be asked to input your Microsoft Business Central credentials. First, enter the email connected to your Microsoft Business Central account, then click **Next**.

    <Frame>
      ![Business Central Login Email](https://framerusercontent.com/images/s53t9GNVD7cdOgA1fzbN1pcI.png?height=938\&width=1919)
    </Frame>
  </Step>

  <Step>
    Enter your password and click **Sign in**.

    <Frame>
      ![Business Central Login Password](https://framerusercontent.com/images/fuVGrtOTOZW1RRl5uHBTnk4GAY.png?height=941\&width=1919)
    </Frame>
  </Step>

  <Step>
    Once the account is connected successfully, click anywhere on the screen to move to the next step.

    <Frame>
      ![Business Central Connected Successfully](https://framerusercontent.com/images/YKS0KaQpjI0lOtnXl3PbPcFSK6g.png?height=940\&width=1919)
    </Frame>
  </Step>

  <Step>
    Click **Continue**. Your Microsoft Business Central account is now connected to HubSpot.
  </Step>
</Steps>

### Select Company & Environment

<Steps>
  <Step>
    Choose the environment and company within Business Central where you would like the app installed, then click **Next**.

    <Frame>
      ![Select Company and Environment](https://framerusercontent.com/images/uMsQxoNF8nVxH5D84f6ns6h1hc.png?height=938\&width=1919)
    </Frame>
  </Step>
</Steps>

<Note>
  If you need help during setup, you can book a guided installation with the Cloudify team.
</Note>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Customer Search Rules
Source: https://docs.cloudify.biz/hubspot/msbc/installation/customer-search-rules



Set up Customer Search Rules to seamlessly synchronize customer information between HubSpot and Microsoft Business Central, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters. If a match is found, that record is used. Otherwise, a new customer profile is created to maintain a comprehensive database.

### Company Matching Criteria

You can configure company matching criteria by selecting a field in HubSpot, such as **Company Name** or **Email**, corresponding to the chosen Microsoft Business Central field. This ensures both platforms refer to the same company data when syncing information and helps maintain consistency across systems.

<Frame>
  ![Company Matching Criteria](https://framerusercontent.com/images/OHvH9BMfxgvkDEvIuwoiWxDwVI.png?height=939\&width=1904)
</Frame>

### Enable Primary Contact Sync

This feature is essential for businesses dealing directly with consumers, allowing the seamless addition of individual contacts from HubSpot to Microsoft Business Central as customers when there is no associated company.

<Steps>
  <Step>
    Check **Enable Primary Contact Sync**.
  </Step>

  <Step>
    From the **HubSpot Contact Identifier** dropdown menu, select the HubSpot field that uniquely identifies your contacts, such as person name or email.
  </Step>

  <Step>
    From the **Microsoft Business Central Contact Field** dropdown menu, select the corresponding field in Microsoft Business Central that should be used to match and identify the same contact. This should also be a unique identifier, such as an email address or customer number.
  </Step>

  <Step>
    Click **Next**.

    <Frame>
      ![Enable Primary Contact Sync](https://framerusercontent.com/images/OHvH9BMfxgvkDEvIuwoiWxDwVI.png?height=939\&width=1904)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Sync Rules
Source: https://docs.cloudify.biz/hubspot/msbc/installation/invoice-order-sync-rules



Customize how invoices or orders are generated in Microsoft Business Central by linking them to your HubSpot sales flow.

<Steps>
  <Step>
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or orders to a specific sales pipeline in HubSpot, ensuring they are generated at the right time in your sales process.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/7P17yb9HmuGz6UlbJPqIOdLgZd4.png)
    </Frame>
  </Step>

  <Step>
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the pipeline that will trigger the creation of an invoice or order in Business Central, ensuring the invoicing process aligns with your sales flow.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/fjeAmX8DwjC6yuKgeaB7kINSlo.png)
    </Frame>
  </Step>

  <Step>
    Choose **Order** or **Invoice** from the drop-down menu to decide what type of draft document is created in Business Central.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/ITFrfB23TLEuduXZdukVhuAlliw.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to save the rule.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/9TIoX5Jwm5fcahUmTFxxesJgOiU.png)
    </Frame>
  </Step>

  <Step>
    The pipeline will be added. Click **"Next"** to continue.

    <Note>
      You can add more pipelines as needed by clicking **"Add Pipeline"** again. If you need assistance, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=cd58e7cf-3178-4c1d-a9c3-7fdc434d7193) with Cloudify experts.
    </Note>

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/jG7Q1o2uyjn7SebVQcBKJON3mg.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Sync Rules
Source: https://docs.cloudify.biz/hubspot/msbc/installation/product-sync-rules



Product Sync Rules define how products from HubSpot are matched with those in Microsoft Business Central. This ensures accurate product syncing and correct invoice creation.

***

## Simple Search

This feature matches products between HubSpot and Microsoft Business Central using a selected field such as SKU or product number. It is recommended for users with large product catalogs.

<Steps>
  <Step>
    Select **Simple Search**.

    <Frame>
      ![Select Simple Search](https://framerusercontent.com/images/rrIS0cXPhJ7IKq4SHu1fK9m7Rcs.png)
    </Frame>
  </Step>

  <Step>
    Choose the corresponding fields in **HubSpot** and **Microsoft Business Central** for matching.

    This ensures products are identified correctly across both platforms.
  </Step>
</Steps>

***

## Direct Link

This option allows you to directly map products without performing a search. It is best suited for users with a smaller product catalog.

<Steps>
  <Step>
    Select **Direct Link**.

    <Frame>
      ![Select Direct Link](https://framerusercontent.com/images/90SdAuAiNgpYjgrVzm7GofVCY.png)
    </Frame>
  </Step>

  <Step>
    Map the HubSpot product fields to the corresponding Microsoft Business Central fields.
  </Step>

  <Step>
    Click **Save Mappings**.

    <Frame>
      ![Save Product Mapping](https://framerusercontent.com/images/TSesqn5gdpjo18KH8qATrWlHf0.png)
    </Frame>
  </Step>
</Steps>

***

## Advanced Settings

This section defines what happens when a product is not found in Microsoft Business Central.

<Steps>
  <Step>
    Select **Skip Invoice Generation** if you do not want to create an invoice when a product is missing.

    <Frame>
      ![Skip Invoice Generation](https://framerusercontent.com/images/TSesqn5gdpjo18KH8qATrWlHf0.png)
    </Frame>
  </Step>

  <Step>
    Select **Use a Default Item** to replace missing products with a predefined item.

    <Frame>
      ![Use Default Item](https://framerusercontent.com/images/ooT6xGtYsCd5yKspjAWh67aBCFA.png)
    </Frame>
  </Step>

  <Step>
    Select **Create New Item** to automatically create a product in Microsoft Business Central using HubSpot product data.

    <Frame>
      ![Create New Item](https://framerusercontent.com/images/Vbwpb6m0YBODct08OA5UViKE8MU.png)
    </Frame>
  </Step>
</Steps>

***

## Sync Deals Without Products

This option allows syncing deals even when no products are associated.

<Steps>
  <Step>
    Enable **Sync deals which do not have products associated with them**.

    <Frame>
      ![Sync Deals Without Products](https://framerusercontent.com/images/5kwezWWZecXOR5bevboajOQUTM4.png)
    </Frame>
  </Step>

  <Step>
    Select a default item to be used for such deals.
  </Step>

  <Step>
    Click **Finish** to complete the setup.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced Integration Setting](https://custom.cloudify.biz/)
</Tip>


# Customer Sync Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/configuration/customer-settings



<Steps>
  <Step>
    **Define Search Parameters**

    Select a field (e.g., Company Name) from the HubSpot dropdown and a corresponding field (e.g., Customer Name) from the QuickBooks dropdown. This matches HubSpot companies with QuickBooks customers using specific fields, reducing duplicates by verifying existing records. Click **"Save"**.

    <Frame>
      ![Customer Sync Rules](https://framerusercontent.com/images/jB9vwKgajORuhqNSyY26z1jjco.png)
    </Frame>
  </Step>

  <Step>
    **Enable Primary Sync Contact** (Optional)

    This feature is essential for businesses dealing directly with consumers. It allows individual contacts from HubSpot to be added to QuickBooks as customers when there is no associated company.

    Check **"Enable Primary Sync Contact"**, then:

    * From the **"HubSpot Contact Identifier"** dropdown, select the HubSpot field that uniquely identifies your contacts (e.g., person name or email).
    * From the **"QuickBooks Contact Field"** dropdown, select the corresponding field in QuickBooks to match and identify the same contact (e.g., email address or customer number).

    <Frame>
      ![Customer Sync Rules](https://framerusercontent.com/images/4UW0SVjyy0450YTW7VeEGEf0vH8.png)
    </Frame>
  </Step>

  <Step>
    Select the HubSpot field that will store the value of the auto-generated QuickBooks contact number. You can also choose not to store it in HubSpot for a cleaner dataset.

    <Frame>
      ![Customer Sync Rules](https://framerusercontent.com/images/9TloAhv7LbLrgzzJp0Qrb00TEI.png)
    </Frame>
  </Step>

  <Step>
    After selecting your parameters, scroll down and click **"Save"**.
  </Step>
</Steps>

***

## Customer Default Mappings

The customer default mapping fills key fields with preset values during new customer creation in QuickBooks from HubSpot when certain data is missing. These default values are applied automatically whenever a new customer is created.

<Note>
  Sales account is preset based on your revenue-type accounts in QuickBooks. Cloudify does not manipulate any taxes — it simply takes your existing revenue type account in QuickBooks and displays it here.
</Note>

<Steps>
  <Step>
    Select the options that fit your preference.

    <Frame>
      ![Customer Default Mappings](https://framerusercontent.com/images/orkItAp2EVK0k7v1yTHdMkEfK8.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save"**.
  </Step>
</Steps>

***

## Company Field Mappings

Company field mappings dictate the flow of customer data from HubSpot to QuickBooks, allowing for tailored synchronization of company information to align with specific business needs.

<Steps>
  <Step>
    Navigate to the **Company Field Mappings** section.

    <Frame>
      ![Company Field Mappings](https://framerusercontent.com/images/OSkhdcr6MUI0LdacC5yFEI5ikVE.png)
    </Frame>
  </Step>

  <Step>
    Click **"Edit"**, select the HubSpot field from the drop-down box, and click **"Save"**.
  </Step>
</Steps>

***

## Contact Field Mappings

Contact field mappings define how customer data flows from HubSpot contacts to QuickBooks customers during the creation of a new customer.

<Steps>
  <Step>
    Navigate to the **Contact Field Mappings** section.

    <Frame>
      ![Contact Field Mappings](https://framerusercontent.com/images/TVsEbSsorkLc31NNUr2unesEoc.png)
    </Frame>
  </Step>

  <Step>
    Click **"Edit"**, select the HubSpot field from the drop-down box, and click **"Save Mappings"**.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started 
Source: https://docs.cloudify.biz/hubspot/quickbooks/configuration/getting-started



**Post Installation settings**

##### **How to Change the App Settings After Installation**

<Steps>
  <Step>
    Click the Setting button and then "**Connected Apps**".

    <Frame>
      <img alt="Gz K Ep Eu3q Gmh Iygr Rs D2J Umz1c" />
    </Frame>
  </Step>

  <Step>
    Find the app and click **Actions > Go to settings**.

    <Frame>
      <img alt="Pkt2oq Om QQ Gak Pd0pe Rvvn Qm9xw" />
    </Frame>
  </Step>

  <Step>
    Click **Sync Settings.**

    <Frame>
      <img alt="N X Kar M Ais Z Zj Htr K Rrgu0gl2ki" />
    </Frame>
  </Step>

  <Step>
    A Sync Settings dialogue box will open, and you can make preferred changes according to your requirements.

    <Frame>
      <img alt="N92e11rrv Xfl GN0K Iumtq7u1axw" />
    </Frame>
  </Step>
</Steps>

### The setup process is divided into three main areas:

1. Customer Settings
2. Product Settings
3. Invoice/Estimates Settings

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Invoice/Estimate Search Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/configuration/invoice-estimate-settings



Specify how invoices or estimates are generated in QuickBooks by linking them to your HubSpot sales flow.

<Steps>
  <Step>
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or estimates to a specific sales pipeline in HubSpot, ensuring they are generated at the right time in your sales process.

    <Note>
      If you require assistance from Cloudify experts, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance).
    </Note>

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/sAuAPk9mzFOZfhMVpamUB64wXqg.png)
    </Frame>
  </Step>

  <Step>
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the pipeline that will trigger the creation of an invoice or estimate in QuickBooks, ensuring the invoicing process aligns with your sales flow.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/rwkh6Kv2q4GZpTAkxdyM5y0Txj8.png)
    </Frame>
  </Step>

  <Step>
    Choose **Invoice** or **Estimate** from the next drop-down menu to decide what type of draft document is created in QuickBooks.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/016emjiKDDLyorBjDR0rqy6AY.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to save the rule.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/DnxwKfhGC2cEQoOlH9KgaUvjW8o.png)
    </Frame>
  </Step>

  <Step>
    The pipeline will be added. Click **"Next"** to continue.

    <Note>
      You can add more pipelines as needed by clicking **"Add Pipeline"** again. If you need assistance, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=18de9fc4-93cc-4115-a956-22474d4e6331) with Cloudify experts.
    </Note>

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/UtLlmWl6L2LQ8HUefKIOXqx9r3s.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Sync Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/configuration/product-settings



Manage how products are identified and matched between HubSpot and QuickBooks. Select the method of item search that best suits your needs, ensuring accurate invoice creation.

### Option 1: Select Search Parameters

Choose this method to set specific parameters for searching products in QuickBooks when the integration is triggered.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/zrGxIiq57TLbtxh7PQXZViwOw0g.png)
</Frame>

If a product from HubSpot isn't found in QuickBooks, choose one of the following fallback options:

### Do Not Generate an Invoice

Select this option to avoid creating an invoice when an item isn't found in QuickBooks.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/Rsm3khWa81VAuLQkVYK4QhM32o.png)
</Frame>

### Use a Default Item

When a HubSpot product isn't found, the integration uses a default QuickBooks item to generate the invoice. This ensures uninterrupted invoice creation. If you select this option, you must specify a default item from your QuickBooks item list.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/qd7kj5OVxH8uInVbSNS9ACS0Tv0.png)
</Frame>

### Create a New Product in QuickBooks

Automatically generates a new item entry in QuickBooks when a matching item isn't found, using the product details from HubSpot.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/2WEbv9fXihFbs0aEVbtbfN00W8.png)
</Frame>

***

## Sync Deals Without Products

This option creates an invoice using the deal value only — useful if you do not use products in HubSpot deals. Select the product from the drop-down list and click **"Save"**.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/2DpvJmAIwQN0kNbebtqu9fjsRs.png)
</Frame>

***

## Product Field Mappings

Product field mapping involves customizing how product data aligns between HubSpot and QuickBooks by setting equivalent fields. This ensures that product information like names and numbers is consistently and accurately transferred between the two systems.

<Steps>
  <Step>
    Navigate to the **Product Field Mappings** section.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/nyFfuqZkHbQ61jHA6VnoePklhs.png)
    </Frame>
  </Step>

  <Step>
    Click **"Edit"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/6t15mve7vezJjeTi9OmPQiNrag.png)
    </Frame>
  </Step>

  <Step>
    Select the HubSpot field you want to map from the drop-down menu.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/g2FeUNyS84LUmNwD2HO5o6u03A.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/ehYIHOGBIWkYH2lJxD9mTmPDSk.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/quickbooks/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your HubSpot to QuickBooks integration.

<Accordion title="Automatic Deal-to-Invoice/Estimate Creation: Save Time & Money">
  Automatically create invoices and orders as deals progress, using flexible triggers across multiple pipelines. Your documents sync seamlessly with QuickBooks, allowing you to monitor invoice and order status directly within your deals for better visibility and streamlined financial tracking.

  <Frame>
    <img alt="Ordertoinvoice Oct 17 2025 08 12 03 6157 PM 1" />
  </Frame>
</Accordion>

<Accordion title="Instant Financial Updates at Your Fingertips">
  Display up-to-date QuickBooks booked invoice data directly within HubSpot, giving your team instant visibility into financial records. Access key financial metrics and track payments seamlessly without switching platforms, ensuring more efficient and informed client management.

  <Frame>
    <img alt="Oneclick Oct 17 2025 08 09 50 8004 PM 1 1" />
  </Frame>
</Accordion>

<Accordion title="Instant Notifications: Never Miss a Critical Update or Sync">
  Stay on top of every sync action with automatic notification notes added directly in HubSpot. Receive clear success messages with QuickBooks details along with detailed error explanations, helping you quickly identify and resolve any sync issues.

  <Frame>
    <img alt="Easyreplay Oct 17 2025 08 14 06 3480 PM 1" />
  </Frame>
</Accordion>

<Accordion title="Personalized Onboarding and Support">
  Benefit from our expertise in handling complex invoicing scenarios and diverse business requirements. Book a free setup session where we configure the app together, ensuring everything is properly set up and ready to use from day one.

  <Frame>
    <img alt="Easyconnection(3) 4 1" />
  </Frame>
</Accordion>


# Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/quickbooks/get-the-most-out-of-the-app/frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the Notes section in your HubSpot deal to view the status of your integration run
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your HubSpot deals into QuickBooks  invoices or estimates
  * Keep your HubSpot and QuickBooks product and customer data in sync
  * View financial information within HubSpot contact and companies
</Accordion>

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/estimate creation was successful?">
  Open the '**Notes**' section in your HubSpot deal to view the integration updates. You will find the PDF copy of the successful invoice/estimate. If the integration ran into any errors, complete error details will be shown as well. You can make necessary changes and then click on the '**Replay**' button in the note to re-run the integration.
</Accordion>

<Accordion title="Will the invoice/estimate be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/estimate in QuickBooks. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from Hubspot if I don't want to create an invoice/estimate?">
  Manually open each company or contact in Hubspot respectively and click on "Update" in the CRM card.
</Accordion>

<Accordion title="Can I connect my HubSpot account with multiple QuickBooks accounts using Cloudify's app?">
  No. You can only connect one QuickBooks account to one HubSpot account at a time. However, you can connect a new  QuickBooks account if needed, by disconnecting the existing QuickBooks connection.
</Accordion>

<Accordion title="I am unable to import my QuickBooks customer and product data to HubSpot with this application.">
  The integration syncs customer and product data from HubSpot to QuickBooks only, not the other way around.
</Accordion>

<Accordion title="What if my HubSpot customer is not present in QuickBooks? Will the integration work?">
  Yes. The integration will create a new customer record in e-conomic using the information from your HubSpot contact/company added in the deal.
</Accordion>

<Accordion title="What if my HubSpot product is not present in QuickBooks? Will the integration work?">
  The app provides you three options to choose from if a product is not found in QuickBooks:

  * Take no action by skipping invoice/estimate generation
  * Choose from a default product that serves as a placeholder
  * Create a new product in QuickBooks
</Accordion>

<Accordion title="I have connected my QuickBooks  account to HubSpot but I can't see the created invoice/estimate in QuickBooks">
  Check:

  * Your deal notes for any sync errors
  * Your e-conomic connection status
  * If needed, try the "**Replay**" option in deal notes

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the "**Replay**" option in your deal's activity notes. This allows you to retry any failed sync attempts.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  No. Failed integration attempts are not counted towards your usage limits. You will only be charged for successful invoice/estimate creations.
</Accordion>


# Choose your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/quickbooks/getting-started/check-subscription-plans



Select the subscription plan according to your requirements. There are four plans available:

* **Free Trial** — 15 free syncs to try the integration with basic data sync features between HubSpot and QuickBooks.
* **Basic** — USD 15/month. Offers unlimited sync and financial updates for customer data from QuickBooks.
* **Premium** — USD 30/month. Includes comprehensive sync for customers, products, and invoices, along with financial updates and replay functionality for HubSpot activity logs.
* **Custom** — Tailored to individual business needs. Provides a bespoke integration solution with dedicated support, priced on a quote basis.

<Frame>
  ![Check Subscription Plans](https://framerusercontent.com/images/nWR6y5IkxUEsU08cesAhJcrp6L0.png)
</Frame>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/hubspot/quickbooks/getting-started/overview



**Integration Benefits**

By integrating HubSpot with QuickBooks Online, your organization can:

1. Automate invoice generation based on HubSpot deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial insights directly within HubSpot
4. Significantly reduce time spent on manual data entry and reconciliation
5. Enhance financial reporting with integrated sales and accounting data

**Data Flow Between HubSpot and QuickBooks**

The table below shows what data is synced between HubSpot and QuickBooks. The data flow is largely unidirectional from HubSpot to QuickBooks, except for the invoice/estimate PDF copy imported back into HubSpot as well as paid/unpaid invoice data synced into HubSpot company/contact.

<Frame>
  ![Data Flow between QuickBooks and HubSpot](https://framerusercontent.com/images/NsMEOG7vi1S8v3eDmu2E2sFY9U.png)
</Frame>

<Note>
  Always check the **Notes** section in your HubSpot deal to view the status of your integration run.
</Note>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Prerequisites
Source: https://docs.cloudify.biz/hubspot/quickbooks/getting-started/prerequistes



Before integrating HubSpot with QuickBooks Online, you need to ensure that you meet several key requirements to enable a smooth and effective setup. Here is a concise checklist:

**Before beginning the integration process, please ensure you have:**

1. An active HubSpot account with administrative access
2. An active QuikBooks account with administrative access
3. Necessary authentication credentials for both platforms


# Connect QuickBooks Online Account
Source: https://docs.cloudify.biz/hubspot/quickbooks/installation/connect-quickbooks-account



## How to Install the App

<Steps>
  <Step>
    Log in to your HubSpot account and search for the **"QuickBooks Integration"** app in the HubSpot Marketplace. Click **"Install App"**.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/DIgdZb0yiUJPXOlBqyris182vFU.png)
    </Frame>
  </Step>

  <Step>
    Click **"Sign In"** to proceed.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/GyQ22u30R59Bue1Ol5abMrl3Q.png)
    </Frame>
  </Step>

  <Step>
    Select the account you want to use to install the QuickBooks app and click **"Choose Account"**.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/CA9qykTqEhyndp3U3H9zEGYZ8U.png)
    </Frame>
  </Step>

  <Step>
    Select the checkbox and click **"Connect App"**.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/7GRRORujvhVVDQBsbSsKbeGrjI.png)
    </Frame>
  </Step>

  <Step>
    Click **"Quick Install"**.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/uRepuRggC70rlKfGKACaVphexs.png)
    </Frame>
  </Step>
</Steps>

***

## Connecting Your QuickBooks Account

<Steps>
  <Step>
    Click **"Select"** to connect your QuickBooks account.
  </Step>

  <Step>
    Enter your QuickBooks registered email address and password, then click **"Continue"**.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/KXSghj7Xpu1lhOdAP2x42dEos.png)
    </Frame>
  </Step>

  <Step>
    You will receive a success message. Click anywhere on the screen to move to the next step.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/3NEs3RsSMArhQZepSwFa5Df0Y.png)
    </Frame>
  </Step>

  <Step>
    Click **"Continue"**. Your QuickBooks account is now successfully connected to HubSpot.

    <Frame>
      ![Connect QuickBooks account](https://framerusercontent.com/images/UtYDjOJ7CFueP1U9ZL4HeBbZ4.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Search Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/installation/customer-search-rules



Set up Customer Search Rules to seamlessly synchronize customer information between HubSpot and QuickBooks, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters — if a match is found that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

***

## Company Matching Criteria (B2B)

<Steps>
  <Step>
    From the **"HubSpot Company Identifier"** dropdown, select the HubSpot field you want to use for matching (e.g., Company Name, Email).
  </Step>

  <Step>
    From the **"QuickBooks Company Field"** dropdown, select the corresponding field in QuickBooks. This ensures both platforms refer to the same company data when syncing, maintaining consistency across systems.

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/Za1z4ujIaApUjmYp8mbSsU5w.png)
    </Frame>

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/oFMuI5H0GLjFWa708si5ODfFdo.png)
    </Frame>

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/cEpMoB4nllNriRSqACArt7MDSE.png)
    </Frame>
  </Step>
</Steps>

***

## Enable Individual Contact Sync (B2C)

<Note>
  Enable this only if you deal with individual contacts as well.
</Note>

This feature is essential for businesses dealing directly with consumers. It allows individual contacts from HubSpot to be added to QuickBooks as customers when there is no associated company.

<Steps>
  <Step>
    Tick **"Enable Individual Customer Sync"** if your contacts are not associated with a company.

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/mXrwIfVzhX749fmhDMxjUj3H0.png)
    </Frame>
  </Step>

  <Step>
    Once you have selected your preferences, click **"Next"**.

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/F7Xy5itpSeioLnCs4rt2kriNumQ.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Estimate Search Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/installation/invoice-estimate-rules



Specify how invoices or estimates are generated in QuickBooks by linking them to your HubSpot sales flow.

<Steps>
  <Step>
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or estimates to a specific sales pipeline in HubSpot, ensuring they are generated at the right time in your sales process.

    <Note>
      If you require assistance from Cloudify experts, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance).
    </Note>

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/sAuAPk9mzFOZfhMVpamUB64wXqg.png)
    </Frame>
  </Step>

  <Step>
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the pipeline that will trigger the creation of an invoice or estimate in QuickBooks, ensuring the invoicing process aligns with your sales flow.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/rwkh6Kv2q4GZpTAkxdyM5y0Txj8.png)
    </Frame>
  </Step>

  <Step>
    Choose **Invoice** or **Estimate** from the next drop-down menu to decide what type of draft document is created in QuickBooks.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/016emjiKDDLyorBjDR0rqy6AY.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to save the rule.

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/DnxwKfhGC2cEQoOlH9KgaUvjW8o.png)
    </Frame>
  </Step>

  <Step>
    The pipeline will be added. Click **"Next"** to continue.

    <Note>
      You can add more pipelines as needed by clicking **"Add Pipeline"** again. If you need assistance, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=18de9fc4-93cc-4115-a956-22474d4e6331) with Cloudify experts.
    </Note>

    <Frame>
      ![Invoice/Estimate Rules](https://framerusercontent.com/images/UtLlmWl6L2LQ8HUefKIOXqx9r3s.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Search Rules
Source: https://docs.cloudify.biz/hubspot/quickbooks/installation/product-search-rules



Product Search Rules define how products from HubSpot are matched with those in QuickBooks, enabling simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

***

## Option 1: Simple Search

This method matches products between HubSpot and QuickBooks by correlating a specific field such as SKU or product number. It's particularly useful for users with long product lists.

<Steps>
  <Step>
    From the **HubSpot** dropdown, select the field you want to use for product matching (e.g., SKU).
  </Step>

  <Step>
    From the **QuickBooks** dropdown, select the corresponding field for automatic identification.

    <Frame>
      ![Product Search Rules](https://framerusercontent.com/images/oykY0xrbA4crmUKsE18JYLpmgY.png)
    </Frame>
  </Step>
</Steps>

***

## Option 2: Direct Link

Select this method to link specific products one-to-one between HubSpot and QuickBooks directly. This is particularly useful when the product count is low, allowing for precise manual matching of each product.

<Frame>
  ![Product Search Rules](https://framerusercontent.com/images/C9NPrCQgkeX2yANfN2U4P8eezU.png)
</Frame>

***

## Advanced Settings

### Set Product Matching Fallback Option

This option handles cases where a product is not found during the search. Choose one of the three behaviours below:

### Skip Invoice Generation

Select this option if you prefer not to create an invoice when a product isn't found in QuickBooks.

<Frame>
  ![Product Search Rules](https://framerusercontent.com/images/KLXLL9Byp5tCyJY5zLKwFJjQYEs.png)
</Frame>

### Use a Default Product

When a product is not found in QuickBooks, the integration will fall back to a default item to generate the invoice. If you select this option, you must specify a default product from your QuickBooks item list.

<Frame>
  ![Product Search Rules](https://framerusercontent.com/images/ydKgSjcZlkJ5SF0y1iQQCzX9iT8.png)
</Frame>

### Create a New Product in QuickBooks

Automatically generates a new item entry in QuickBooks when a matching item isn't found, using the product details from HubSpot. Select the product and click **"Finish"**.

<Frame>
  ![Product Search Rules](https://framerusercontent.com/images/NMG3KIuTN84xCfbPVrQxJET4WpM.png)
</Frame>

***

## Sync Deals Without Line Items

This option creates an invoice/estimate using the deal value only — useful if you do not use line items in HubSpot deals.

<Steps>
  <Step>
    Check the **"Sync deals which do not have line-items (products) associated with them"** option.
  </Step>

  <Step>
    Select a default product from the list to handle this scenario.
  </Step>

  <Step>
    Click **"Finish"**.

    <Frame>
      ![Product Search Rules](https://framerusercontent.com/images/IXI1s9JYowxb83n85gOx83h2y5E.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Company Sync Settings
Source: https://docs.cloudify.biz/hubspot/tripletex/configuration/company-sync-settings

Configure how companies are searched, created, and mapped between HubSpot and Tripletex.

Use **Company Sync Settings** to control how the app finds existing customers in Tripletex and how company data is mapped from HubSpot.

## Search parameter

Select the sync search parameter to decide which field in HubSpot should be used to search for existing customers in Tripletex.

Choose a field that is likely to be unique and reliable, such as:

* Email
* Phone number
* VAT number

<Note>
  If the field you choose for the search is missing, the sync can fail.
</Note>

## Tripletex customer number preference

Go to the **Tripletex customer number preference** section.

You can create a new customer only when the customer is **not found** in Tripletex.

You have two options:

### 1. Let Tripletex create the customer number

Choose **Let Tripletex create the customer number** if you want Tripletex to automatically generate the customer number when a new customer is created.

Then select which HubSpot field should store that generated customer number.

### 2. Take Tripletex customer number from HubSpot

Choose **Take Tripletex customer number from HubSpot** if you want a HubSpot field to supply the customer number that will be used in Tripletex.

<Frame>
  ![Tripletex customer number preference](https://framerusercontent.com/images/8M6NMpmwEfc7o8kmt72M6kpY.png)
</Frame>

## Company field mappings

Use **Company field mappings** to control which HubSpot company properties should populate fields in Tripletex when a new customer is created.

Some mappings may already be added by default.

To update mappings:

1. Open the mapping area on the right side
2. Click **Actions**
3. Select **Edit Mapping**

<Frame>
  ![Edit company field mapping](https://framerusercontent.com/images/u4TH01HsD7f812cXSzfF6dB7aHE.png)
</Frame>

<Note>
  Set up a consistent search field and customer-number strategy before enabling sync. This helps avoid duplicate customers and makes future lookups more reliable.
</Note>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/tripletex/configuration/getting-started

Learn how to open the HubSpot Tripletex sync settings and understand the three main configuration areas.

Now that you've installed the app and connected your accounts, it's time to configure how information flows between HubSpot and Tripletex.

The quick install covers the essential setup. This page helps you find the full settings area so you can customise the integration further when needed.

## Open the settings page

<Steps>
  <Step title="Open Connected Apps">
    In HubSpot, click the **Marketplace** icon in the top navigation bar.

    Then click **Connected apps**.

    <Frame>
      ![Open Connected Apps](https://framerusercontent.com/images/gUw6FXJfVneYfWmQpFa10D1lp9M.png)
    </Frame>
  </Step>

  <Step title="Open the Tripletex app">
    In your connected apps list, click the **Tripletex** app.
  </Step>

  <Step title="Go to app settings">
    Click **Go to settings**.
  </Step>

  <Step title="Open Sync Settings">
    In the Tripletex app settings, click **Sync Settings**.

    <Frame>
      ![Open Sync Settings](https://framerusercontent.com/images/7DhOYIevKciRVk8pfOtBR8B2zIs.png)
    </Frame>
  </Step>

  <Step title="You have arrived">
    You are now in the main configuration area for the integration.
  </Step>
</Steps>

## Main setup areas

The setup process is divided into three main areas:

### 1. Company Settings

Controls how companies are searched, created, and synced between HubSpot and Tripletex.

### 2. Product Settings

Controls how products are matched and transferred between HubSpot and Tripletex.

### 3. Invoice/Order Settings

Controls how invoice and order data is synchronized and how related workflows behave.

<Note>
  Each of these areas affects how your data is synchronized and how your business processes are automated.
</Note>

## Next steps

Continue with the detailed configuration guides for each section:

<CardGroup>
  <Card title="Company Sync Settings" href="/support/setup-guide/settings-for-company-sync-for-hubspot-tripletex">
    Configure company lookup rules, customer number behavior, and field mappings.
  </Card>

  <Card title="Product Sync Settings" href="/support/setup-guide/settings-for-product-sync-for-hubspot-tripletex">
    Configure how product data is mapped and synchronized.
  </Card>

  <Card title="Order/Invoice Sync Settings" href="/support/setup-guide/settings-for-orderinvoice-sync-for-hubspot-tripletex">
    Configure how order and invoice data flows between HubSpot and Tripletex.
  </Card>
</CardGroup>

## Need something more advanced?

If you have unique integration requirements, such as custom mappings or workflow automations, Cloudify also offers tailored integration work.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Setting
</Button>


# Order/Invoice Sync Settings
Source: https://docs.cloudify.biz/hubspot/tripletex/configuration/order-invoice-sync-settings

Configure when orders or invoices are created and map HubSpot fields to Tripletex.

Use these settings to define when an order or invoice should be created and which HubSpot fields should be sent to Tripletex.

## Order/Invoice Sync Rules

Choose which pipeline and deal stage should trigger order or invoice creation.

For example, if you want an order to be created when a deal is won, select the relevant pipeline and then choose the correct deal stage.

You can add more pipelines by clicking **Add Pipeline**.

<Frame>
  ![Order/Invoice sync rules](https://framerusercontent.com/images/CLX89opB7U18bQhFv5XtXgw.png)
</Frame>

### Available options

You can configure:

* Which HubSpot pipeline should be used
* Which deal stage should trigger the sync
* Whether the integration should generate an order or an invoice

The source page also notes that you can attach an invoice PDF after successful invoice creation.

## Order/Invoice Field Mappings

You can add new mappings for the fields you want to populate from HubSpot to Tripletex.

Some mappings are already added by default.

To update mappings:

1. Click **Actions**
2. Select **Edit Mapping**
3. To add a new field, click **Create new HubSpot property**
4. Enter the property name and choose the property type
5. Save the changes

<Frame>
  ![Order/Invoice field mappings](https://framerusercontent.com/images/KxayTTef9BF0zL7cWsj0rhLdyYU.png)
</Frame>

<Note>
  The **Delivery date** field is mandatory. The integration can fail if it is not mapped correctly.
</Note>

## Need something more advanced?

If you need tailored mappings, workflow automations, or a more custom integration setup, Cloudify also offers advanced integration services.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Settings
</Button>


# Product Sync Settings
Source: https://docs.cloudify.biz/hubspot/tripletex/configuration/product-sync-settings

Configure how products are matched, what happens when products are missing, and how product fields are mapped between HubSpot and Tripletex.

Use these settings to control how products are identified between HubSpot and Tripletex during invoice creation.

## Product Search Preference

Accurate product matching is important to ensure the correct invoice is generated and synced. Choose the method that best fits your product catalogue and workflow.

### Select Search Parameters

Select a matching field in HubSpot and Tripletex to identify the correct product during sync.

The product sync uses the selected field as the unique identifier. This helps prevent duplicate products from being added.

<Frame>
  ![Select search parameters](https://framerusercontent.com/images/Kb5LW99X5NFnI2K6JMKIQkgqZKA.png?height=877\&width=1893)
</Frame>

### Set Custom Mappings

Use this option to directly map specific HubSpot products to specific Tripletex products.

This works especially well when you have a smaller product catalogue and want tighter control over product matching.

<Frame>
  ![Set custom mappings](https://framerusercontent.com/images/8cyddlmgriB6FzM2a7x5igSTA.png?height=874\&width=1885)
</Frame>

## Advance Settings

### Product not found

When a product is not found in Tripletex during invoice creation, you can choose one of these options.

### Don’t create the invoice

Select this option if you do not want an invoice to be created when a product cannot be found.

<Frame>
  ![Do not create invoice when product is missing](https://framerusercontent.com/images/L4zEfUDmsHcWjLiE6MC0gh0Qfk.png?height=874\&width=1882)
</Frame>

### Use a pre-chosen product

Choose a default product from your Tripletex product list.

If the intended product is missing, the integration will use that default Tripletex product number, while the rest of the product information will come from the deal line items in HubSpot.

<Frame>
  ![Use a pre-chosen product](https://framerusercontent.com/images/zHtjjXeE5Aq7d5h35IRERVT7JXw.png?height=808\&width=1869)
</Frame>

### Create a new product

Enable this option if you want the integration to create a new product in Tripletex based on your product field mappings.

This is useful if you frequently add new or custom products.

<Frame>
  ![Create a new product](https://framerusercontent.com/images/Tp5IFKg5X3lNKUrHRQHC0QQ2JZQ.png?height=876\&width=1891)
</Frame>

## Product Field Mappings

You can add new mappings for the fields you want to populate from HubSpot to Tripletex.

Some fields are already mapped by default.

To update mappings:

1. Click **Actions** on the right side
2. Click **Edit mapping**
3. To add a new field, click **Create new HubSpot property**
4. Enter the property name and select the property type
5. Click **Save mappings**

<Frame>
  ![Product field mappings](https://framerusercontent.com/images/U0OzM717Oi0FH3ZoH9FSHBlbKZ8.png?height=877\&width=1888)
</Frame>

<Note>
  Product field mappings are only used when **Create a new product** is selected under **Product not found**.
</Note>

## Need something more advanced?

If you need tailored mappings, workflow automations, or a more custom integration setup, Cloudify also offers advanced integration services.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Settings
</Button>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/tripletex/get-the-most/explore-features

Discover the key features designed to automate billing and streamline your HubSpot to Tripletex integration.

Discover the new features designed to automate billing and streamline your HubSpot to Tripletex integration.

<Accordion title="Automate Your Billing: Deal-to-Invoice/Order Creation Made Easy">
  Transform your billing process with instant HubSpot to Tripletex conversion.

  * Create invoices or orders automatically as deals progress
  * Set flexible triggers for multiple HubSpot pipelines
  * Track sync status directly from your HubSpot deals

  <Frame>
    ![Automatic Deal to Order or Invoice Creation](https://19938962.fs1.hubspotusercontent-na1.net/hubfs/19938962/__hs-marketplace__/pipelines-1.png)
  </Frame>
</Accordion>

<Accordion title="Make Smarter Decisions with Real-Time Financial Data">
  Surface Tripletex financial data directly inside HubSpot so your team can work with better context.

  * Display up-to-date invoice data in HubSpot
  * View financial metrics without switching systems
  * Make faster decisions with real-time insights

  <Frame>
    ![Seamless Financial Data Update](https://19938962.fs1.hubspotusercontent-na1.net/hubfs/19938962/__hs-marketplace__/financial%20data%202-May-01-2025-01-49-13-2627-PM-1.png)
  </Frame>
</Accordion>

<Accordion title="Fix Sync Issues Fast with One-Click Replay">
  Stay on top of sync activity and recover from errors quickly.

  * Get instant status updates inside HubSpot deal notes
  * Review success messages and clear error explanations
  * Replay failed runs after correcting the issue
  * Re-sync updated deals without starting from scratch

  <Frame>
    ![Effortless Error Recovery with Replay](https://19938962.fs1.hubspotusercontent-na1.net/hubfs/19938962/__hs-marketplace__/replay-May-01-2025-01-49-47-3584-PM-1.png)
  </Frame>
</Accordion>

<Accordion title="Effortless Customer Sync Between HubSpot and Tripletex">
  Keep customer records aligned between HubSpot and Tripletex with less manual work.

  * Sync companies from HubSpot to Tripletex automatically
  * Keep customer data consistent across both platforms
  * Reduce duplicate work and manual entry errors
  * Support custom mapping rules for different customer segments

  <Frame>
    ![Customer Sync made easy in Tripletex](https://19938962.fs1.hubspotusercontent-na1.net/hubfs/19938962/__hs-marketplace__/customer%20sync-1.png)
  </Frame>
</Accordion>

## Got unique integration needs?

Our custom team can build tailored integrations, specialized data mappings, and workflow automations to match your business processes.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Setting
</Button>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/tripletex/get-the-most/faqs

Answers to common questions about the HubSpot Tripletex integration.

<Note>
  Always check the **Notes** section in your HubSpot deal to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * turn HubSpot deals into Tripletex invoices or orders
  * keep HubSpot and Tripletex customer and product data in sync
  * automate additional processes using HubSpot workflow actions
  * view financial information directly in HubSpot
  * track integration status in your deal notes
</Accordion>

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/order creation was successful?">
  Open the **Notes** section in the HubSpot deal.

  You can review the integration updates there. If the invoice or order was created successfully, the integration status will appear in the notes. If the run failed, the error details will also appear there so you can correct the issue and replay the run.
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  The integration focuses on creating the invoice or order in Tripletex.

  Sending the document to the customer depends on your Tripletex process and how you handle document delivery after creation.
</Accordion>

<Accordion title="I do not want to create invoices/orders automatically when a deal is moved from one stage to another. Is there any other way to create invoices/orders in Tripletex from HubSpot?">
  Yes. You can use HubSpot workflow actions and other controlled automation setups instead of relying only on deal-stage movement.

  This gives you more flexibility over when the integration should run.
</Accordion>

<Accordion title="I am unable to import my Tripletex customer and product data to HubSpot with this application.">
  First check that your Tripletex account is connected correctly and that the required permissions and configuration are in place.

  If the connection is valid but data still does not appear, review the app settings and contact support with the error details from the integration notes.
</Accordion>

<Accordion title="What if my HubSpot customer is not present in Tripletex? Will the integration work?">
  Yes, it can still work if your company sync settings are configured to create a new customer when no existing Tripletex match is found.

  Make sure your company search rules, customer number preference, and field mappings are configured correctly.
</Accordion>

<Accordion title="What if my HubSpot product is not present in Tripletex? Will the integration work?">
  Yes, depending on your **Product Sync Settings**.

  When a product is not found, you can choose to:

  * stop invoice creation
  * use a pre-chosen default product
  * create a new product in Tripletex using your field mappings
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from HubSpot if I don't want to create an invoice/order/quote?">
  Use the company sync setup and relevant workflow automation to create or update customer records without tying the action to invoice or order creation.

  This is useful when you want to prepare customer data in Tripletex before billing happens.
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  Use HubSpot workflows and automation to update records in bulk or trigger sync behavior automatically.

  This reduces the need for manual updates on each company or contact record.
</Accordion>

<Accordion title="I have connected my Tripletex account to HubSpot but I can't see the created invoice/order in Tripletex.">
  Check the **Notes** section in the HubSpot deal first.

  If the run failed, the error should be shown there. Also confirm that:

  * the correct pipeline and stage are selected
  * the customer and product setup is valid
  * required fields and mappings are complete
  * your Tripletex connection is still active
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Open the HubSpot deal notes, review the error, fix the underlying issue, and use the **Replay** option to run the integration again.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  Billing depends on your Cloudify subscription logic and how failed runs are counted.

  If this matters for your account, it is best to confirm it directly with Cloudify support.
</Accordion>

<Accordion title="I get the error &#x22;Workflow execution failed: <SKU should not be empty>&#x22;. What should be done here?">
  This usually means one or more HubSpot line items are missing a SKU or the selected product matching field is empty.

  Check the affected product records and make sure the required identifier is populated consistently before replaying the run.
</Accordion>

<Accordion title="I have moved the deal from one stage to another, but the invoice/order is not yet created.">
  Check the following:

  * the selected pipeline and deal stage match your sync rule
  * required customer and product data is present
  * mandatory mappings such as delivery date are completed where needed
  * the integration result in the deal notes does not show an error

  If there is an error, correct it and replay the run.
</Accordion>

<Accordion title="The generated invoice/order is missing some information. How can I correctly update this information?">
  Review your company, product, and order/invoice field mappings in the app settings.

  Missing or incorrect output usually means a required HubSpot field is empty or not mapped correctly to the corresponding Tripletex field.
</Accordion>

## Need something more advanced?

If you need tailored integrations, specialised mappings, or workflow automations, Cloudify also offers custom integration services.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Settings
</Button>


# Overview
Source: https://docs.cloudify.biz/hubspot/tripletex/getting-started/overview

Learn what the HubSpot Tripletex integration does and how it helps automate invoices, sync customers, and surface financial data.

Welcome to the HubSpot–Tripletex setup guide.

This integration helps you connect HubSpot and Tripletex so customer, product, and invoice data can move more efficiently between the two systems.

## Integration Benefits

By integrating HubSpot with Tripletex, your organisation can:

* Automate Invoice Generation Based On HubSpot Deal Stages
* Ensure Real-Time Synchronisation Of Customer Data Across Both Platforms
* Access Up-To-Date Financial Insights Directly Within HubSpot
* Reduce Time Spent On Manual Data Entry And Reconciliation

## Data Flow Between HubSpot And Tripletex

The data flow is mostly one-way from HubSpot to Tripletex.

The source page notes two important exceptions:

* Invoice Or Order PDF Copies Can Be Imported Back Into HubSpot
* Updated Booked-Invoice Data Can Be Synced Back Into HubSpot

<Frame>
  <img alt="Image" />
</Frame>

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Prerequisites
Source: https://docs.cloudify.biz/hubspot/tripletex/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating HubSpot and Tripletex. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

1. An active HubSpot account with administrative access
2. An active Tripletex account with administrative access
3. Necessary authentication credentials for both platforms


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/hubspot/tripletex/installation/choose-subscription-plans

Select a Tripletex subscription plan for the HubSpot Tripletex app.

Before continuing with the setup, select the subscription plan you want to use for the integration.

The **Trial plan** is the default option and includes **15 free syncs**.

You can upgrade your plan at any time from the app settings.

<Frame>
  ![Tripletex subscription plans](https://framerusercontent.com/images/PsQcEkOJxYpvDj1GntsrfjJm5o.png?height=900\&width=1600)
</Frame>

## Available plan types

The setup screen shows four plan types:

* **Free Trial**
* **Basic**
* **Premium**
* **Custom**

Choose the plan that best fits your sync volume and business requirements.

<Note>
  You can start with the trial plan and move to a paid plan later when you are ready for more sync capacity or advanced functionality.
</Note>

## Need something more advanced?

If you need tailored mappings, custom workflows, or a more specialized setup, Cloudify also offers custom integration services.

<Button href="https://custom.cloudify.biz">
  Advanced Integration Setting
</Button>


# Company Rules
Source: https://docs.cloudify.biz/hubspot/tripletex/installation/company-rules

Configure how companies are matched, how customer numbers are handled, and how company fields are mapped between HubSpot and Tripletex.

Use **Company Rules** to control how the integration searches for existing customers in Tripletex and how new customer data should be created from HubSpot.

## Company search property

Select the search parameter for the sync to decide which HubSpot field should be used to search for existing customers in Tripletex.

Choose a field that is stable and likely to be unique, such as a company name, email, phone number, or VAT-related identifier.

<Frame>
  ![Company Search Property](https://framerusercontent.com/images/qKrpm53ktHQRVnsTC3mR4GPia4.png?height=939\&width=1920)
</Frame>

### Example

If you use the company name field in HubSpot and map it to the customer name field in Tripletex:

* the integration will search Tripletex using that value
* if a match is found, the customer will be updated
* if no match is found, a new customer will be created

This helps reduce duplicate customers.

<Note>
  If the selected search field is missing, the sync can fail.
</Note>

## Tripletex customer number preference

Go to the **Tripletex customer number preference** section.

You can choose one of two ways to handle customer numbers when a new customer is created.

<Frame>
  ![Tripletex Customer Number Preference](https://framerusercontent.com/images/KAl8NT9QVX9bqyaDlhnV8dgVLU.png?height=939\&width=1920)
</Frame>

### Option 1: Let Tripletex create the customer number

Choose **Let Tripletex create the customer number** if you want Tripletex to generate the customer number automatically.

Then select the HubSpot field where that generated number should be stored.

### Option 2: Take Tripletex customer number from HubSpot

Choose **Take Tripletex customer number from HubSpot** if you want a HubSpot field to provide the customer number that should be used in Tripletex.

## Company field mappings

Use **Company field mappings** to control which HubSpot company properties populate the matching fields in Tripletex when a new customer is created.

Some fields may already be mapped by default.

To edit mappings:

1. Open the mapping tab
2. Use **Actions**
3. Click **Edit Mapping**

<Frame>
  ![Company Field Mappings](https://framerusercontent.com/images/7QZvVqlaPf6txT3L3xJGpQEOxuw.png?height=942\&width=1903)
</Frame>

<Note>
  Make sure your search field and customer number strategy are set before enabling sync. This helps keep customer creation predictable and avoids duplicates.
</Note>


# Connect Tripletex Account
Source: https://docs.cloudify.biz/hubspot/tripletex/installation/connect-tripletex

Install the HubSpot Tripletex app and connect your Tripletex account using an API token.

You will first install the app in HubSpot, then generate an API token in Tripletex, and finally paste that token into the app setup screen.

## Install the app in HubSpot

<Steps>
  <Step title="Find the app in HubSpot Marketplace">
    Search for the **Tripletex** sync app in the HubSpot Marketplace.

    Then click **Install app**.

    <Frame>
      ![Install the Tripletex app from HubSpot Marketplace](https://framerusercontent.com/images/yhSceVFEh4wDIi6P3hl48oLjec.png)
    </Frame>
  </Step>

  <Step title="Choose your HubSpot account">
    Select the HubSpot account where you want to install the app.

    Then grant the requested permissions and click **Allow and Install**.
  </Step>

  <Step title="Open the setup window">
    After permissions are granted, the app is installed automatically and you are redirected to the setup screen.
  </Step>
</Steps>

## Before you generate the token

You need a Tripletex API token to connect the app.

<Note>
  The **integration module must be activated in Tripletex** before you can generate a token. Without that module, the connection process cannot continue.
</Note>

<Frame>
  ![Tripletex integration module](https://framerusercontent.com/images/neWMCEigFZBylWvAWzOhWOMLM.png)
</Frame>

## Generate the Tripletex token

<Steps>
  <Step title="Log in to Tripletex">
    Log in to your Tripletex account.

    If needed, switch to the correct company by clicking the company name in the header.
  </Step>

  <Step title="Open the employee record">
    In the left menu, go to **Company** → **Employees**.

    Open the employee who has the access rights that should be used for this integration.

    <Frame>
      ![Open Company and Employees in Tripletex](https://framerusercontent.com/images/VDzPOaik72gkj4R8QknmoYXlUj0.png)
    </Frame>
  </Step>

  <Step title="Open API access">
    Inside the employee record, go to **API access**.

    Then click **New token**.

    <Frame>
      ![Open API access and create a new token](https://framerusercontent.com/images/um4yWOW05JfnpUzQKgBATHXils.png)
    </Frame>
  </Step>

  <Step title="Configure the token">
    Select:

    * **Adapted setup**
    * **All entitlements**

    Enter the application name as **Cloudify\_HubSpot**.

    Then enter a token name and click **Create token**.

    <Frame>
      ![Create a new Tripletex token](https://framerusercontent.com/images/M4oc9A9MPKnfNa41lFvd1UQ7Q.png)
    </Frame>
  </Step>

  <Step title="Copy the token">
    Copy the generated token and click **OK**.

    <Frame>
      ![Copy the created Tripletex token](https://framerusercontent.com/images/755ssAMw2R86oikTsRmhRMZjgM.png)
    </Frame>
  </Step>
</Steps>

## Connect Tripletex in the app

Go back to the setup screen in the HubSpot Tripletex app.

Paste the generated token into the token field, then click **Connect Tripletex**.

<Note>
  Make sure you store the token securely when it is created, as this token is required for the integration to authenticate with Tripletex.
</Note>

## Next step

Once the account is connected, continue to the subscription-plan step.


# Order/Invoice Rules
Source: https://docs.cloudify.biz/hubspot/tripletex/installation/order-invoice-rules

Configure when orders or invoices are created and map HubSpot fields to Tripletex.

Use **Order/Invoice Rules** to define when an order or invoice should be created and which HubSpot fields should be sent from HubSpot to Tripletex.

## Order/Invoice Sync Rules

Choose which pipeline and deal stage should trigger order or invoice creation.

You can add more pipelines if you need different trigger rules for different sales flows.

<Frame>
  ![Order/Invoice Sync Rules](https://framerusercontent.com/images/B3ZHuALAJm4Qar4WveurMi4MgKA.png)
</Frame>

### How it works

1. Select a pipeline from your CRM
2. Choose the deal stage that should trigger the sync
3. Choose what should be generated
4. Click **Add Pipeline** if you want to add more trigger rules

## Order/Invoice Field Mapping

Use field mapping to control which HubSpot properties should populate the corresponding fields in Tripletex.

Some fields are already mapped by default.

To update mappings:

1. Open **Actions** on the right side
2. Click **Edit Mapping**
3. To add a new property, click **Create new HubSpot property**
4. Enter the property name and choose the property type

<Frame>
  ![Order/Invoice Field Mapping](https://framerusercontent.com/images/k9OK5Uyp735OXoWqtNZLPbjDDoM.png)
</Frame>

<Note>
  The **Delivery date** field is mandatory. The integration can fail if it is not mapped correctly.
</Note>

## Completing the installation

After configuring the rules and mappings:

1. Follow the deal-to-order or deal-to-invoice creation steps in the app
2. Click **Finish** to complete the installation


# Product Rules
Source: https://docs.cloudify.biz/hubspot/tripletex/installation/product-rules

Configure how products are matched, what happens when products are missing, and how product fields are mapped between HubSpot and Tripletex.

Use **Product Rules** to decide how products should be identified between HubSpot and Tripletex during invoice creation.

## Product search preference

Accurate product matching is important to make sure the correct invoice is created and synced.

You have two options.

### 1. Select search parameters

Choose a matching field in both HubSpot and Tripletex.

The integration will use the selected field to identify the correct product and prevent duplicate products from being added.

<Frame>
  ![Product Search Preference](https://framerusercontent.com/images/TJ5Z9ENdU9V1nMgt6gbJAvd1o.png)
</Frame>

### 2. Set custom mappings

Choose this option if you want to directly map specific HubSpot products to specific Tripletex products.

This is especially useful when your product catalogue is small and you want precise control over product matching.

## Product not found

When a product is not found in Tripletex during invoice creation, you have three options:

### Don’t create the invoice

Choose this if you want the integration to stop and not create the invoice when a product is missing.

### Use a pre-chosen product

Choose a default Tripletex product to use when the intended product cannot be found.

In this case:

* the product number comes from the default product in Tripletex
* the remaining product information comes from the HubSpot deal line item

### Create a new product

Enable this option if you want the integration to create a new product in Tripletex based on your product field mappings.

This is useful if you regularly add new or custom products.

<Frame>
  ![Product Not Found Options](https://framerusercontent.com/images/dgsfqYbVwFgCLjs8RbAKSGo5Qo.png)
</Frame>

## Product field mappings

Use **Product field mappings** to define which HubSpot product fields should populate the corresponding fields in Tripletex when a new product is created.

Some fields may already be mapped by default.

To update mappings:

1. Open **Actions** on the right side
2. Click **Edit Mapping**
3. To add a new property, click **Create new HubSpot property**
4. Enter the property name and select the property type

<Note>
  Product field mappings are only used when **Create a new product** is selected under **Product not found**.
</Note>


# Customer Sync Settings
Source: https://docs.cloudify.biz/hubspot/xero/configuration/customer-settings



## Define Search Parameters

Set search preferences to match HubSpot companies with Xero customers using specific fields, reducing duplicates by verifying existing records. Select a field (such as Company Name) from a drop-down in HubSpot for the customer sync rules and select a corresponding field (Customer Name) from the drop-down in Xero. Click "**Save**".

<img alt="Main dashboard interface" />

## Enable Primary Sync Contact

This feature is essential for businesses dealing directly with consumers, allowing seamless addition of individual contacts from HubSpot to Xero as customers when there's no associated company. Therefore, if this is the case, check “**Enable Primary Sync Contact**.” From the "**HubSpot Contact Identifier**" dropdown menu, select the HubSpot field that uniquely identifies your contacts, such as person name and email.

From the "**Xero Contact Field**" dropdown menu, select the corresponding field in Xero that should be used to match and identify the same contact. This should also be a unique identifier like an email address or customer number in Xero. Click "**Next**".

<img alt="Main dashboard interface" />

* **Select one of two options for handling the contact ID or account number when a customer is created in Xero**: You can select whether Xero creates the contact ID or takes the account number from HubSpot when creating new customer records.

<img alt="Main dashboard interface" />

## Xero Customer Number Field (optional)

<Warning>
  Recommended to keep the default settings.
</Warning>

This option is conditional based on the previous selection. When using primary contact sync to search customers, store the autogenerated contact ID in the company field property and in the contact field property.<br /><br />Select the HubSpot field that will store the value of the auto-generated Xero contact ID. You can also choose not to store it anywhere in HubSpot. It helps with integrated tracking, or you can opt not to retain this number within HubSpot for a cleaner dataset.

<img alt="Main dashboard interface" />

Or you can choose to take the account number from HubSpot, for which you need to select the company and contact account number fields.

* After you have selected the parameters, scroll down and click "**Save**".

## Customer Default Mappings

* The customer default mapping is applied to fill key fields with preset values during new customer creation in Xero from HubSpot when certain data is missing.
* These default values will be applied automatically whenever a new customer is created. Sales account is preset based on your revenue-type accounts in Xero. Cloudify does not manipulate any taxes, we simply take your existing revenue type account in Xero and display it here.
* Select the options that fit your preference and click "**Save**".

<img alt="Main dashboard interface" />

## Company Field Mappings

Company field mappings dictate the flow of customer data from HubSpot to Xero, allowing for tailored synchronization of company information to align with specific business needs. You can customize these mappings according to your specific business requirements by clicking \*\*Edit \*\*> Select the HubSpot field from the drop-down box and click "**Save**".

<img alt="Main dashboard interface" />

## Contact Field Mappings

Define the field mapping between HubSpot contact and Xero customers. This step shows how customer data will flow from HubSpot to Xero during the creation of a new customer. You can customize these mappings according to your specific business requirements by clicking "**Edit**" > Select the HubSpot field from the drop-down box and click "**Save Mappings**".

<Note>
  Contact field mappings will be available only after "**Contact (B2C) Sync Activation"** is enabled
</Note>

<img alt="Main dashboard interface" />

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Financial Data Update
Source: https://docs.cloudify.biz/hubspot/xero/configuration/financial-data-update



This section outlines the steps to update financial data from your Xero invoices directly within HubSpot deals using UI extensions.

<Note>
  Additionally, you can also perform the above financial data synchronization using a contact/company-based workflow-action within HubSpot.
</Note>

## Steps to Setup "Xero Sales Information" card

###### In order to fetch financial data from Xero, you first need to enable the "**Xero Sales Information**" card.

###### Please follow the steps provided below:

<Steps>
  <Step>
    Navigate to any deal within your HubSpot account > Click on the **"Customize"** button on top:

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Select '**Default view**' from the customization options.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    You will see various cards displayed under the “**Edit layout**” tab:

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the plus sign **(+)** in between any two cards where you want to place the **Xero Sales Information** card.

    <Frame>
      <img alt="Image" />
    </Frame>

    <Note>
      **Note**: You can also add a new tab according to your preference, specifying where you want your card to appear.
    </Note>

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    A new window titled **“Add middle column cards**” will appear. Click on **“Card library**” and search for “**Xero Sales Information**”card. Click the “**Add card**” option to add it to your overview tab. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**Save and exit**" to apply the changes to your HubSpot layout. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

## Steps to Sync Xero data (One-time setup)

<Steps>
  <Step>
    You will now see the "**Xero Sales Information**" card within your overview tab.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    To view the financial data directly from your deal, click on "**Sync Settings**" to do one-time settings.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    A popup window titled **"Financial Report**" will appear.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    This section consists of the search parameters based on which the search or sync will be performed. You can select your preferred parameters.
  </Step>

  <Step>
    Select the time range you want to see.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**Update"**.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

## Perform Sync for updated financial report

Every time you need to have the updated financial report, just click on **"Perform Sync"**.

<img alt="Main dashboard interface" />

You will see the updated data including:

* Last Synced Date
* Time
* Number Of Booked invoices
* Sum of Booked invoices
* Average of Booked invoices
* Account Balance
* Overdue invoices

All this data will be available right in your HubSpot deal without even switching your screens.

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/hubspot/xero/configuration/getting-started

Post Installation settings

**How to Change the App Settings After Installation**

<Steps>
  <Step>
    Click on HubSpot Marketplace Icon and "**Connected Apps**".

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Find the app and click **Actions > Go to settings.**

    <img alt="Image" />
  </Step>

  <Step>
    Click **Sync Settings**.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    A Sync Settings dialogue box will open, and you can make preferred changes according to your requirements.

    <img alt="Main dashboard interface" />
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Quote Sync Settings
Source: https://docs.cloudify.biz/hubspot/xero/configuration/invoicequote-settings



<Steps>
  <Step>
    Click **"Select a Pipeline"**. Choose the relevant pipeline.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Select "**Deal Stage**". Choose the relevant Deal stage.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Select Order/Invoice Creation

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Click **"Add Pipeline**".

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    You can attach PDFs of your successfully generated invoices to the deal by clicking "**Attach a PDF of the invoice in deal"**. Click "**Save**".

    <img alt="Main dashboard interface" />
  </Step>
</Steps>

## Invoice/Quotes Field Mappings

This option allows you to align and transfer invoice-related data from HubSpot to Xero, giving you control over how each piece of data is represented in the invoicing process. This ensures that every detail from HubSpot corresponds accurately to the related field in Xero, facilitating a consistent and error-free invoicing workflow.

<Steps>
  <Step>
    Click "**Edit**"

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Select the option from the drop-down box.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Click "**Save**".

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Click "**Save Mappings**".

    <img alt="Main dashboard interface" />
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# One Click Invoice/Quote
Source: https://docs.cloudify.biz/hubspot/xero/configuration/one-click-invoicesquotes



You can access the manual sync window directly within HubSpot through UI Extensions. Follow the steps below to add this panel to your HubSpot view.

***

## Setting Up the UI Extension

<Steps>
  <Step title="Open a Deal in HubSpot">
    <Frame>
      ![Open any Deal in HubSpot](https://framerusercontent.com/images/vbZbHpsgoeQtut0KAEPoBXfqoI0.png)
    </Frame>
  </Step>

  <Step title="Customize the Default view">
    Click **Customize** and select **Default view**.

    <Frame>
      ![Click Customize in the Deal view](https://framerusercontent.com/images/vK9i7hqnnQlTHgfZcC6SygPOgc.png)
    </Frame>

    <Frame>
      ![Select Default view from the Customize menu](https://framerusercontent.com/images/UdMaxpY16KX8hEEFjSK12Rbtcw8.png)
    </Frame>
  </Step>

  <Step title="Add a new card">
    Under **Edit layout**, click the **+** icon where you want to place the card.

    <Frame>
      ![Click the + icon in Edit layout to add a new card](https://framerusercontent.com/images/7Q6GYJUVE4n01fKTpXA6KeLKY.png)
    </Frame>
  </Step>

  <Step title="Search for and add the Cloudify card">
    Search for **Xero by Cloudify** in the Card Library, then click **Add card**.

    <Frame>
      <img alt="Search for Visma e-conomic by Cloudify in the Card Library and click Add card" />

      <img alt="Search for Visma e-conomic by Cloudify in the Card Library and click Add card" />
    </Frame>
  </Step>

  <Step title="Save and Exit">
    Click **Save and Exit** to apply the layout changes.

    <Frame>
      <img alt="Click Save and Exit to save the layout" />

      <img alt="Click Save and Exit to save the layout" />
    </Frame>
  </Step>
</Steps>

***

## Creating an Invoice, Order, or Quote

<Steps>
  <Step title="Access the UI extension">
    Access the UI extension under the **Overview** tab of any Deal.

    <Frame>
      <img alt="Access the Visma e-conomic by Cloudify UI extension under the Overview tab" />

      <img alt="Access the Visma e-conomic by Cloudify UI extension under the Overview tab" />
    </Frame>
  </Step>

  <Step title="Create or update a record">
    Use **Update** or **Create Invoice or Quote** to manually sync your records to Xero.

    <Frame>
      <img alt="Use Update or Create Invoice, Order or Quote to sync records to e-conomic" />

      <img alt="Use Update or Create Invoice, Order or Quote to sync records to e-conomic" />
    </Frame>
  </Step>

  <Step title="Finalize and sync">
    Finalize the changes, select **Sync** to synchronize the invoice or quote, then select **Proceed**.

    <Frame>
      <img alt="Select Sync to synchronize the record" />

      <img alt="Select Sync to synchronize the record" />
    </Frame>
  </Step>

  <Step title="Confirm success">
    A success window will appear confirming that the sync has been triggered. Wait a few seconds and reload the page to check the updated status.

    <Frame>
      ![Success window confirming the sync has been triggered](https://framerusercontent.com/images/IAUwuVaTd0RI75D3liqSAMG5Y.png)
    </Frame>

    Your invoice or quote has been successfully created in Xero!
  </Step>
</Steps>


# Product Sync Settings
Source: https://docs.cloudify.biz/hubspot/xero/configuration/product-settings



## Option 1: Simple Search (Recommended for most users)

Use this when you want the system to automatically find matching products in Xero.

Use this method to define specific criteria for searching products in Xero when the integration runs. The selected value from the HubSpot field is matched against the corresponding field in Xero, ensuring the correct product is accurately identified and applied during invoice creation.

<img alt="Main dashboard interface" />

## Option 2: Direct Link

Choose this option to directly link specific products between HubSpot and Xero in a one-to-many relationship. It’s ideal when you have a smaller product catalog, as it enables precise, manual mapping and greater control over how each product is matched.

<img alt="Main dashboard interface" />

Furthermore, you can choose the action to be taken if a product from HubSpot isn't found in Xero. They give you flexibility in managing product mismatches while ensuring your invoices remain accurate and reliable.

### **Skip invoice/quote generation**

Prevents invoice or quote creation if a matching product is not found in Xero. This helps avoid incomplete or incorrect invoices and ensures no transactions are processed for unidentified items.

### **Use a default product**

Applies a predefined fallback product from Xero when an exact match isn’t found. This allows invoice generation to continue without interruption while maintaining consistency.

### **Create a new product in Xero**

Automatically creates a new product in Xero using the details from HubSpot when no match exists. This keeps both systems in sync and reduces manual product management.

<img alt="Main dashboard interface" />

## Do You Have Deals Without Products?

Enable this option to create invoices using the deal value alone. This is useful if you don’t associate products with your HubSpot deals but still want invoices to be generated.

<img alt="Main dashboard interface" />

<Tip>
  Once you’ve completed the configuration, click "**Save"** to apply the changes.
</Tip>

## Product Field Mappings

Product field mapping involves customizing how product data aligns between HubSpot and Xero by setting equivalent fields. This ensures that product information like names and numbers is consistently and accurately transferred between the two systems. This mapping is essential for coherent product data management and streamlined invoicing processes.

<img alt="Main dashboard interface" />

<Steps>
  <Step>
    Click "**Edit**"and select the HubSpot field you want to map from the drop-down menu.
  </Step>
</Steps>

<img alt="Main dashboard interface" />

<Steps>
  <Step>
    Click "**Save**"and finally once done click "**Save Mappings**".
  </Step>
</Steps>

<img alt="Main dashboard interface" />

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Cloudify-Dashboard
Source: https://docs.cloudify.biz/hubspot/xero/get-the-most-out-of-the-app/cloudify-dashboard



## How to access the Integration Dashboard

To view and manage your HubSpot–Xero integration dashboard:

<Steps>
  <Step>
    Click on "**Connected Apps**" → "**Xero"** → "**Settings"**

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Under the “**Settings**” tab, go to “**Cloudify Dashboard**” and click the “**View Dashboard**” button on the right side.

    <img alt="Main dashboard interface" />

    This will open the full Cloudify HubSpot–Xero dashboard, where you can monitor sync statuses, manage invoices, and take action on your deals in real time.
  </Step>
</Steps>

## Benefits

* Effortlessly refine your view by filtering deals based on Pipeline, Deal Owner, Contact, or Company, helping you find exactly what you’re looking for in seconds.

<img alt="Main dashboard interface" />

* Choose the invoice or quote type you’d like to create in Xero, making it easy and saving time without switching screens

<img alt="Main dashboard interface" />

* View all your HubSpot deals along with their create date, contact, company, amount, and real-time sync status so you can instantly see what’s synced, pending, or needs attention.

<img alt="Main dashboard interface" />

* Use the “**View**” button to quickly open and review the associated HubSpot deal, along with its sync details and invoice information.

<img alt="Main dashboard interface" />

* Use the “**Sync**” and “**Re Run**” buttons to instantly trigger or retry invoice syncing, while “**Review & Sync**” allows you to inspect and edit invoice or quote details before sending them to Xero.

<img alt="Main dashboard interface" />

* If you wish, click **"Settings"** to update your preferences or adjust integration options; the Cloudify Dashboard is your unified place to manage everything.

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Common HubSpot Xero errors and Fixes
Source: https://docs.cloudify.biz/hubspot/xero/get-the-most-out-of-the-app/common-hub-spot-xero-errors-and-fixes



<AccordionGroup>
  <Accordion title="1. Xero Account Disconnected">
    ![Xero Account Disconnected](https://t3415972.p.clickup-attachments.com/t3415972/9dfdfedd-fdb2-4330-b6f5-b53783687de0/image.png)

    **Why this happens:** The connection with Xero has expired.

    **How to fix this:**

    1. Open the **Xero Integration by Cloudify** app from **Connected Apps**.
    2. Navigate to **Settings** and click the **Connect/Disconnect Xero** button.
    3. Reconnect your Xero account.
  </Accordion>

  <Accordion title="2. Missing Company or Contact in HubSpot Deal">
    ![Missing Company or Contact](https://t3415972.p.clickup-attachments.com/t3415972/c9c544d0-983e-4d76-af3d-3493a6fa7c00/image.png)

    **Why this happens:** A company is either not associated with the deal, or the app settings are not enabled to sync when only a contact is associated with the deal.

    **How to fix this:**

    **If no Company or Contact is associated with the deal:**

    Add a **Company or Contact** to the deal, then change the deal stage back and forth to re-trigger the integration.

    **If only a Contact is associated with the deal (B2C):**

    1. Open the **Xero Integration by Cloudify** app from **Connected Apps**.
    2. Navigate to **Settings** → **Sync Settings**.
    3. Under **Customer Sync Rules**, enable **Contact (B2C) Sync**.
    4. Set your preferred customer matching criteria between **HubSpot Contact** and **Xero Customer**.
    5. Click **Save** to apply the changes.
  </Accordion>

  <Accordion title="3. Account Is Not Valid as a Default Account">
    ![Account Not Valid](https://t3415972.p.clickup-attachments.com/t3415972/59f734c8-18a9-4255-a5ec-2334828e00ea/image.png)

    **Why this happens:** The sales account mapped under customer default mappings is not suitable for revenue posting. The account must be of type **Revenue** in Xero.

    **How to fix this:**

    1. Open the **Xero Integration by Cloudify** app from **Connected Apps**.
    2. Navigate to **Settings** → **Customers** → **Customer Default Mappings**.
    3. Locate **Default Sales Account** and select the correct revenue-type account from the dropdown.
    4. Click **Save** to apply the changes.
  </Accordion>

  <Accordion title="4. Product / Line Item Not Present in HubSpot Deal">
    ![Product Not Present](https://t3415972.p.clickup-attachments.com/t3415972/7ee8548f-39e6-40dd-9a9d-00b55311d6ef/image.png)

    **Why this happens:** No line item or product is associated with the HubSpot deal. A line item is required to create an invoice in Xero, so the integration cannot proceed without one.

    **How to fix this:**

    You can either add a product to the deal in HubSpot, or configure a default Xero product to use as a fallback line item.

    **To use a default Xero product (no deal product required):**

    1. Open the **Xero Integration by Cloudify** app from **Connected Apps**.
    2. Navigate to **Settings** → **Products**.
    3. Locate the **"Do You Have Deals Without Products?"** section and enable the checkbox.
    4. Select a Xero product from the dropdown list.
    5. Click **Save** to apply the changes.
  </Accordion>

  <Accordion title="5. Account type is invalid for making a payment">
    <Frame>
      <img alt="Image" />
    </Frame>

    **Why this happens:** Xero only allows payments to be posted against accounts that have payments enabled in your Chart of Accounts. If the account used for this transaction doesn't have that setting turned on, Xero rejects the payment and the sync fails. Enabling payments for the relevant account resolves the error.

    **How to fix this:**

    * In Xero, go to **Settings → Chart of Accounts**.
    * Select the account used to create the paid invoice in Xero.
    * Tick the **Enable payments to this account** checkbox and save.
    * Return to the HubSpot–Xero integration and rerun the failed sync. The invoice should now be created successfully.
  </Accordion>
</AccordionGroup>


# Explore App Features
Source: https://docs.cloudify.biz/hubspot/xero/get-the-most-out-of-the-app/explore-app-features

Discover the new features designed to automate billing and streamline your HubSpot to Xero integration.

<Accordion title="Instantly turn HubSpot deals into Xero invoices or quotes with smart automation">
  Transform your billing process with seamless HubSpot to Xero conversion. As deals progress, invoices and quotes are created automatically using flexible triggers across pipelines. Everything stays in sync, and you can easily track Xero invoice and quote statuses directly within your HubSpot deals.
</Accordion>

<Accordion title="View Xero Financial Data in HubSpot with Real-Time Insights">
  Access detailed Xero financial data directly in HubSpot through native UI extensions, letting you track critical KPIs like overdue invoices, booked totals, and year-to-date performance in real-time. Stay updated with accurate insights to make better decisions and have more impactful client conversations without switching platforms.
</Accordion>

<Accordion title="Automate Business Processes with HubSpot Workflows for Faster Operations">
  Use HubSpot’s workflow engine to seamlessly connect with Xero. Automatically create customers, generate invoices or quotes from Deals, and keep financial data up to date across both platforms. Customize processes with tailored workflows and define rules for different customer segments to streamline operations.

  <img alt="Image" />
</Accordion>

<Accordion title="One-Click Invoicing from HubSpot Deals with Full Control and Flexibility">
  Easily generate Xero invoices and quotes from HubSpot Deals, with full control over taxes, amounts, discounts, and products. Split invoices by percentage for complex billing, review drafts before syncing, and stay flexible for special cases while cutting down manual work.
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/hubspot/xero/get-the-most-out-of-the-app/frequently-asked-questions

Your questions answer

<Note>
  Always check the Notes section in your HubSpot deal to view the status of your integration run
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your HubSpot deals into Xero invoices or quotes
  * Keep your HubSpot and Xero product and customer data in sync
  * View financial information directly in HubSpot
  * Customize invoice/quote details like taxes and discounts
  * Track sync status in your deal notes
</Accordion>

<Accordion title="My HubSpot deal has moved to the required deal stage. Where do I check if the invoice/quote creation was successful?">
  Open the '**Notes**' section in your HubSpot deal to view the integration updates. You will find the PDF copy of the successful invoice/quote. If the integration ran into any errors, complete error details will be shown as well. You can make necessary changes and then click on the 'Replay' button to re-run the integration.
</Accordion>

<Accordion title="I don't have access to HubSpot Workflows. What should I do?">
  HubSpot Workflows feature is included in Sales Hub, Service Hub, Marketing Hub and Operations Hub Professional plans. Please check and upgrade your existing plan to get access.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/quote now?">
  You have the following options:

  * Use automatic creation: Set up triggers for specific deal stages in Customer Sync Settings
  * Use manual creation: Click the "**Create Invoice/Quote**" button in your deal
  * Add the Cloudify app to your HubSpot workflow actions. <br /><br />Don't forget to check the deal notes after the integration runs
</Accordion>

<Accordion title="Will the invoice/quote be directly sent to my customer after it is created?">
  The feature to directly send invoices is only applicable when creating paid invoices in xero. Enabling the settings sends out email notifications to your customers from xero.
</Accordion>

<Accordion title="I do not want to create invoices/quotes automatically when a deal is moved from one stage to another. Is there any other way to create invoices/quotes?">
  Yes, you can remove any pipelines added in the "**Invoice/Quote**" settings of the Cloudify app and use the manual invoice creation process instead. Look for the **"Create Invoice/Quote"** button in your deal to create them when needed. Additionally, you can set up your own workflows and add the Cloudify app to HubSpot Workflow Actions to achieve invoice/quote creation.
</Accordion>

<Accordion title="Can I connect my HubSpot account with multiple Xero accounts using Cloudify's app?">
  No. You can only connect one Xero account to one HubSpot account at a time. However, you can switch between different Xero organisations within a single Xero account.
</Accordion>

<Accordion title="I have multiple tenants/organisations within my Xero account, can I use your integration within all the tenants?">
  Yes, but you'll need to select which tenant/organisation to connect with during setup. You can only connect to one tenant at a time.
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Choose-Subscription-Plans
Source: https://docs.cloudify.biz/hubspot/xero/getting-started/choose-subscription-plans



Plans sync HubSpot deals to Xero invoices based on the deal stage you choose, keep customers and products matched, and update invoice status back in HubSpot. Plans differ by monthly sync volume and how much workflow automation is included.

<Frame>
  <img alt="Screenshot 2026 10 14 152001" />
</Frame>

<Info>
  The Free Trial gives you 30 invoice syncs, available once and valid for 30 days, with every feature included. Yearly billing saves about 15% on any paid plan.
</Info>

<CardGroup />

## Compare plans & features

| Feature | Free Trial | Customer Sync | Starter | Growth | Professional | Scale |
| - | :-: | :-: | :-: | :-: | :-: | :-: |
| Monthly price | Free | \$15/mo | \$30/mo | \$49/mo | \$79/mo | \$129/mo |
| Billed annually | — | \$13/mo | \$26/mo | \$42/mo | \$67/mo | \$110/mo |
| Invoice syncs | 30 (one time) | Contacts only | 100/mo | 200/mo | 400/mo | 800/mo |
| Deal to Xero invoice (stage-based) | ✓ | — | ✓ | ✓ | ✓ | ✓ |
| Customer sync (HubSpot and Xero) | ✓ | Manual only | ✓ | ✓ | ✓ | ✓ |
| Product sync | ✓ | — | ✓ | ✓ | ✓ | ✓ |
| Invoice status update (Xero to HubSpot) | ✓ | — | — | ✓ | ✓ | ✓ |
| Sync dashboard | ✓ | — | ✓ | ✓ | ✓ | ✓ |
| Runs on HubSpot workflow triggers | ✓ | — | — | ✓ | ✓ | ✓ |
| Bulk-sync past deals | ✓ | — | — | ✓ | ✓ | ✓ |
| Invoice-to-invoice workflow sync | ✓ | — | — | — | ✓ | ✓ |
| Automatic invoice splitting | ✓ | — | — | — | ✓ | ✓ |
| Draft invoice updates | ✓ | — | — | ✓ | ✓ | ✓ |

<Note>
  \*The Free Trial includes 30 invoice syncs, available one time and valid for 30 days, with full access to every feature. It does not renew each month.
</Note>

<Card title="Start your free trial" icon="play" href="https://app.hubspot.com/marketplace/23395533/listing/xero-sync-3387409">
  30 invoice syncs, one time over 30 days, with every feature included.

  [Start free trial](https://app.hubspot.com/marketplace/23395533/listing/xero-sync-3387409)
</Card>

## Enterprise

<Card title="Need more than 800 syncs a month, or custom terms?" icon="handshake" href="https://app.hubspot.com/marketplace/23395533/listing/xero-sync-3387409">
  Enterprise is tailor-made. Pricing is based on your transaction volume, with every feature included.

  [Get a quote](https://custom.cloudify.biz/?app=hubspot)
</Card>


# Overview
Source: https://docs.cloudify.biz/hubspot/xero/getting-started/overview



<iframe title="YouTube video player" />

**Integration Benefits**

By integrating HubSpot with Xero, your organization can:

* Automate invoice generation based on HubSpot deal stages
* Ensure real-time synchronization of customer data across both platforms
* Access up-to-date financial insights directly within HubSpot
* Significantly reduce time spent on manual data entry and reconciliation
* Enhance financial reporting with integrated sales and accounting data

**Data Flow between Xero and HubSpot**

The table below shows what data is synced between HubSpot and Xero. The data flow is largely unidirectional from HubSpot to Xero except for the invoice/quote PDF copy imported back into HubSpot as well as updated booked-invoice data synced into HubSpot.

<img alt="Main dashboard interface" />

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Prerequisites
Source: https://docs.cloudify.biz/hubspot/xero/getting-started/prerequisites

This document outlines the essential prerequisites for successfully integrating HubSpot and Xero. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation. 

**Before you begin the integration process, please ensure you have the following:**

* **Active HubSpot Account:** You must have an active HubSpot account with administrative access. This is crucial for configuring the integration and managing your sales data.
* **Active Xero Account:** Similarly, an active Xero account with administrative access is required. This will allow the integration to create and manage financial records.
* **Authentication Credentials:** Have your login credentials for both HubSpot and Xero readily available. You will need these to connect the accounts securely.

Ensuring these prerequisites are met will help you have a smooth and successful integration setup.

<Note>
  **Important:** Please ensure you have all prerequisites before beginning the integration process.
</Note>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Company/Contact Workflows
Source: https://docs.cloudify.biz/hubspot/xero/hub-spot-workflows/company-contact-workflows

Let's start with Contact/Company-Based Workflows. These triggers when something happens with a contact/company in your database.

<Steps>
  <Step>
    Set up your trigger - we'll select **"Trigger manually**" as an example.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    From the options we you can choose \*\*"Contact" or "Company" \*\*based on your requirements and click on "**Save and continue**" to proceed.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    After setting your trigger, scroll down to the\*\*'Integrated apps'\*\*  section and select "**Xero**" by Cloudify solutions.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Next, select 'Configure how to search for existing customers or update customer'. For the Xero search parameter, we'll use **'Contact Name'**, and for the HubSpot search parameter, we'll use **'Company Name'**. Then simply click "**save**"

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Now finally click on "**Review and publish**" to turn on your workflow. You can also **"Test"** your workflow before making live.

    <img alt="Main dashboard interface" />

    <Info>
      The ‘**Find/Create or Update Customer’** option syncs contact details, while **'Financial Data Update’** brings back booked data to your HubSpot account. Once you configure and save your search parameters, the app will automatically match the right contacts across systems whenever forms are submitted, eliminating the need for manual data entry.
    </Info>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Deal  Workflow
Source: https://docs.cloudify.biz/hubspot/xero/hub-spot-workflows/deal



<Steps>
  <Step>
    First, we'll set our trigger. You can use any trigger based on your needs. For this example, we'll select "**Met filter criteria"**.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Now choose a type of record that can enroll. Click on **'Deal,**' and then select any trigger based on your needs—this is just for demonstration. In this example, we'll click on '**Deal properties**,' select 'Deal stage,' and set it to **'Closed Won**' in your sales pipeline.

    <img alt="Main dashboard interface" />

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    For the automation, add "**Xero**" by Cloudify from the Integrated apps section
  </Step>

  <Step>
    After selecting the Xero app, choose **'Create an Invoice or Quote".**

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    In this step, select your invoice or quote preference from the dropdown below. We’re selecting ‘**Create draft invoice**,’ but you can pick any option from the dropdown based on your requirements.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Now select the account you want to apply your lines items to update. For demonstration we will select \*\*"Sales" \*\*and click on **"Save"**

    <img alt="Main dashboard interface" />

    <Info>
      **Note**: If selected, the chosen account will get automatically applied to all line items while creating the Xero invoice.
    </Info>
  </Step>

  <Step>
    Now we have finally set up our workflow, and it is ready to run based on the preferences we selected.
  </Step>

  <Step>
    Now we have finally set up our workflow, and it is ready to run based on the preferences we selected.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Click on '**Review and publish,**' or test it first before making it live.

    <img alt="Main dashboard interface" />

    <Info>
      Workflows actions will only work with Cloudify's Premium Subscription.
    </Info>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice Workflow
Source: https://docs.cloudify.biz/hubspot/xero/hub-spot-workflows/invoice



<Steps>
  <Step>
    First, navigate to **"Automations"** and select **'Workflows'**.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Now, set up the triggers to enroll a HubSpot invoice into this workflow when it starts running. Invoices can be enrolled either manually or automatically. For example, let’s select **“Data values”** and then choose **“Property value changed.”**

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Next, pick a property to track—here we’ll select  choose "**Invoice”** and search for the "**Invoice status"** trigger. From there, you can define the event of your choice. For this demo, we’ll add a condition that enrolls the invoice when its status in HubSpot changes to **“Paid.”**

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Once you have set up the triggers, go ahead and save these settings. Finally, add your workflow action.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Go to integrated apps, select your preferred accounting tool connected via Cloudify and choose the action to '**Create One-time or Recurring Invoice**'. You can customize your workflow the way you want and add this action multiple times as well. “**Review your workflow”** and Turn it ON.

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    To test this workflow, go to the \*\*'Commerce' \*\*section and then **'Invoices'**. Here, you can update an existing invoice and change the status to “Paid”. This will ensure that the selected invoice gets enrolled in the workflow and creates a corresponding invoice in your accounting system.  You can view the invoice created in your accounting system by directly checking the notes in the associated company. 

    <img alt="Main dashboard interface" />

    <Info>
      This is just one of the many ways you can connect your HubSpot Workflows and HubSpot Invoices to create a one-time or recurring invoice in your accounting system. 
    </Info>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Connect Xero Account
Source: https://docs.cloudify.biz/hubspot/xero/installation/connect-xero-account



> Step-by-step guide to installing the Cloudify Xero Integration from either the HubSpot Marketplace or the Xero App Store, and connecting your Xero account.

## How to Install the App

You can install the Cloudify Xero Integration from two places — the HubSpot Marketplace or the Xero App Store. Follow the path that suits you.

<Tabs>
  <Tab title="From the HubSpot Marketplace">
    <Steps>
      <Step title="Find the app in the HubSpot Marketplace">
        Log in to your HubSpot account and search for **Cloudify** or **Xero Integration app** in the HubSpot Marketplace. This will display the Xero integration developed by Cloudify. Click **Install app**.

        <Frame>
          <img alt="Image 23 1" />
        </Frame>
      </Step>

      <Step title="Choose your HubSpot account">
        Select the HubSpot account in which you wish to install the Xero app and click **Choose Account**.

        <Frame>
          <img alt="Image 24 1" />
        </Frame>
      </Step>

      <Step title="Connect the app">
        Review the requested permissions and click **Connect app** to authorize Cloudify to access your HubSpot account.

        <Frame>
          <img alt="Image 25 1" />
        </Frame>
      </Step>

      <Step title="Start the installation">
        Click **Let's get started** to begin the installation.

        <Frame>
          <img alt="Click Start to begin the installation" />

          <img alt="Click Start to begin the installation" />

          <img alt="Click Start to begin the installation" />
        </Frame>
      </Step>
    </Steps>
  </Tab>

  <Tab title="From the Xero App Store">
    <Steps>
      <Step title="Find the app in the Xero App Store">
        Log in to your Xero account and search for **Cloudify**. Select the application and click **Get this app**.

        <Frame>
          <img alt="Screenshot 2026 10 05 122529" />
        </Frame>
      </Step>

      <Step title="Select HubSpot and install">
        On the next screen, select **HubSpot** and click **Install**.

        <Frame>
          <img alt="3gc Jwa Ccy Gn Hh T Jm Gutfnl Q" />
        </Frame>
      </Step>

      <Step title="Once selected, you will be redirected to the HubSpot Marketplace login. Sign in and connect using the same steps mentioned in the **From the HubSpot Marketplace** tab above." />
    </Steps>
  </Tab>
</Tabs>

***

## Connecting Your Xero Account

<Steps>
  <Step title="Connect Xero Account">
    Click **Connect to Xero** to begin connecting your Xero account.

    <Info>
      **No Xero Account:**<br />If you don't have a Xero account, you can start a free trial and come back to connect it once your account is set up.

      **Want to See the App Before Going Live:**<br />If you'd like to explore the app first, you can schedule a guided demo to see how it works before connecting your account.
    </Info>

    <Frame>
      <img alt="Click Sign in with Xero to connect your account" />

      <img alt="Click Sign in with Xero to connect your account" />
    </Frame>
  </Step>

  <Step title="Enter your Xero credentials">
    Input your Xero registered email address and password, then click **Log In**.

    <Frame>
      ![Enter your Xero email and password and click Log In](https://framerusercontent.com/images/hrL361xIyN5WSc9pplS2uROusmw.png)
    </Frame>
  </Step>

  <Step title="Select your organisation">
    If prompted, select your Organisation and click **Allow access**.

    <Frame>
      ![Select your Xero organisation and click Allow access](https://framerusercontent.com/images/lnEQ5LM6m8zppDyzl3SuGew5wbE.png)
    </Frame>
  </Step>

  <Step title="Confirmation">
    You will receive a success message once the Xero account is connected.
  </Step>

  <Step title="Choose Your Setup Method">
    Click on "**Yes, setup automation**" or "**I'll do it manually**" to proceed. Choose the option that best fits your workflow.

    <Frame>
      <img alt="Choose setup method" />
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Quote Creation Rules
Source: https://docs.cloudify.biz/hubspot/xero/installation/invoicequote-rules



<Steps>
  <Step>
    Select a Pipeline from the drop-down menu. This step allows you to link the creation of invoices or quotes to a specific sales pipeline in HubSpot. It ensures that the invoices or quotes are generated at the right time in the sales process, improving efficiency and reducing the risk of errors associated with manual entry.

    <Note>
      Feel free to click [**Get Guided Installation**](https://meetings.hubspot.com/cloudify/app-assistance) if you require assistance from Cloudify experts regarding the installation steps
    </Note>

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Select the Deal Stage from the drop-down menu. Here, you select the particular stage within the sales pipeline that will trigger the creation of an invoice or quotes in Xero. This ensures the invoicing process aligns perfectly with your established sales flow.

    <img alt="Main dashboard interface" />

    Choose the Invoice/Quote from the next drop-down menu. This action involves creating a draft invoice/quote as per your requirement.
  </Step>

  <Step>
    After selecting the required options, click on **"Add Pipeline".**

    <img alt="Main dashboard interface" />
  </Step>

  <Step>
    Once you’ve added the pipeline, you can click on “**Customize**” to set up your **Customer Matching** and **Product Matching** preferences, or click on “**Complete Setup**” to directly view the dashboard and start syncing.

    <img alt="Main dashboard interface" />
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# One Click Invoice/Quote
Source: https://docs.cloudify.biz/hubspot/xero/installation/one-click-invoice



The HubSpot Xero integration by Cloudify facilitates one-click creation of invoices or quotes directly from HubSpot deals, irrespective of the deal stage.

<Info>
  Selecting **I'll do it manually** skips automation and takes you to the **Cloudify Dashboard**, allowing you to update invoices from any HubSpot deal stage.
</Info>

<Frame>
  <img alt="Select I'll do it manually to skip automation and go to the Cloudify Dashboard" />

  <img alt="Select I'll do it manually to skip automation and go to the Cloudify Dashboard" />
</Frame>

***

## Manual Sync via the Dashboard

Once you click **Dashboard**, follow these steps to complete a manual sync:

<Frame>
  <img alt="Cloudify Dashboard showing deals available for manual sync" />

  <img alt="Cloudify Dashboard showing deals available for manual sync" />
</Frame>

<Steps>
  <Step title="Access the invoice">
    Go to any invoice on the dashboard you wish to update and click **Review and Sync**. The manual sync window will immediately appear on your screen.

    <Frame>
      <img alt="Click Review and Sync on any invoice to open the manual sync window" />

      <img alt="Click Review and Sync on any invoice to open the manual sync window" />
    </Frame>
  </Step>

  <Step title="Enter basic details">
    Select your contact, currency, tax, and account details to get started.

    <Frame>
      <img alt="Select contact, currency, tax, and account details" />

      <img alt="Select contact, currency, tax, and account details" />
    </Frame>
  </Step>

  <Step title="Set invoice terms">
    Choose specific details such as the **Invoice date**, **Due date**, **Status**, and **Tax preferences**.

    <Frame>
      <img alt="Screenshot 2026 04 12 005510" />
    </Frame>
  </Step>

  <Step title="Add products">
    Click **+ Add Line Item** to include products in your draft. To adjust specific item settings, click **Customize Accounts, Taxes and Amounts**.

    <Note>
      You can only use the **+ Add Line Item** button for products that are already present in Xero.
    </Note>

    <Frame>
      <img alt="Click + Add Line Item to add products, or Customize Accounts, Taxes and Amounts for item-level adjustments" />

      <img alt="Click + Add Line Item to add products, or Customize Accounts, Taxes and Amounts for item-level adjustments" />
    </Frame>
  </Step>

  <Step title="Adjust the invoice (Optional)">
    Click the **three-dots menu** to **Split** your invoice by percentage or **Duplicate** it.

    <Warning>
      The option to split an invoice is only available while it remains in **DRAFT** status.
    </Warning>

    <Frame>
      <img alt="Use the three-dots menu to Split or Duplicate the invoice" />

      <img alt="Use the three-dots menu to Split or Duplicate the invoice" />
    </Frame>
  </Step>

  <Step title="Finish and sync">
    Click  **Sync** to push the draft to Xero. You can view the final invoice in the deal's attachments or notes.

    <Frame>
      <img alt="Click Save Progress to save for later, or Sync to Xero to push the invoice" />

      <img alt="Click Save Progress to save for later, or Sync to Xero to push the invoice" />
    </Frame>
  </Step>
</Steps>

***


# Set Up Customer Matching
Source: https://docs.cloudify.biz/hubspot/xero/installation/setup-customer-matching

To begin customizing your customer mappings and preferences, click on the “Customize” button.

<img alt="Main dashboard interface" />

## Company Matching Criteria (For Business Customers - B2B)

You can configure company matching criteria by selecting a field in HubSpot (e.g., Company Name, Email) corresponding to the chosen Xero field. This ensures both platforms refer to the same company data when syncing information, maintaining consistency across systems

<img alt="Main dashboard interface" />

## Enable Individual Contact Sync (For Individual Customers - B2C)

<Info>
  **Note**: Enable this only if you deal with individual contacts as well
</Info>

This feature is essential for businesses dealing directly with consumers. It allows the seamless addition of individual contacts from HubSpot to Xero as customers when there's no associated company. Therefore, if this is the case, tick **“Enable individual customer sync**”.

<img alt="Main dashboard interface" />

Once you have selected your preferences, click on the "**Next**" button.

<img alt="Main dashboard interface" />

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Set Up Product Matching
Source: https://docs.cloudify.biz/hubspot/xero/installation/setup-product-matching

Product Search Rules define how products from HubSpot are matched with those in Xero, enabling a simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

## Simple Search

This feature is used to match products between HubSpot and Xero by correlating a specific field, such as SKU or product number. It's particularly useful for users who have long product lists. Choose the corresponding field in HubSpot and Xero for automatic identification from the respective dropdowns.

<img alt="Main dashboard interface" />

## Direct Link

Select this method to link specific products one-to-one between HubSpot and Xero directly. This option is particularly beneficial when the product count is low, allowing for precise, manual matching of each product.

<img alt="Main dashboard interface" />

## Advance Settings

### **Set Product Matching Fallback Options**

This option is useful when a product is not found in the search. It offers three options, which are:

### **Skip Invoice Generation**

Select this option if you prefer not to create an invoice when a product isn't found in Xero.

<img alt="Main dashboard interface" />

### **Use a Default product**

When an item is not found in Xero, a default item from Xero will be used to generate the invoice. If you select this option, you must specify a default product from your Xero item list.

<img alt="Main dashboard interface" />

### **Create a new product in Xero**

This option automatically generates a new item entry in Xero when a matching item isn't found using product details from HubSpot.

<img alt="Main dashboard interface" />

## Sync deals which do not have line-items (products) associated with them

This additional option is provided to create an invoice/quote with deal value only. You can choose this option if you do not use line items in HubSpot deals. Select a default product from the list to handle this scenario. Click on "**Save customization**" once done.

<img alt="Main dashboard interface" />

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Cancel your subscription
Source: https://docs.cloudify.biz/hubspot/xero/unsubscribe

How to cancel your HubSpot–Xero integration plan. 

## Steps to cancel

<Steps>
  <Step title="Go to Connected Apps">
    In HubSpot, click the **marketplace icon** in the top navigation bar, then select **Connected Apps**.

    <img alt="Screenshot 2026 08 24 192952" />
  </Step>

  <Step title="Find Xero Integration by Cloudify">
    Search for **Xero Integration by Cloudify** and click **Actions → Go to settings**, then click **Manage subscription**.

    <img alt="Screenshot 2026 08 27 011058 1" />

    <img alt="Screenshot 2026 08 27 011155" />
  </Step>

  <Step title="Cancel your plan">
    Click **Cancel** and confirm when prompted. You'll get an email at your billing address.

    <img alt="Screenshot 2026 08 24 132010 1" />
  </Step>
</Steps>

***

***

## Custom solutions

Not finding a plan that fits your sync volume, workflow, or team structure? We build tailored integrations for companies with specific requirements — custom field mapping, enterprise data volumes, dedicated support, or bespoke automation logic.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business](https://meetings.hubspot.com/steveklein/custom-integration). We'll scope out exactly what you need.
</Card>

***

## Help us improve

Before you go, we'd love to hear what we could have done better. Your feedback directly shapes what we build next — it takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Home
Source: https://docs.cloudify.biz/index



<div>
  <Tabs>
    <Tab title="Integration guides">
      <div>
        # <span>📖</span>Knowledge Base

        <p>Find articles and guides to help answer your Cloudify questions.</p>
      </div>

      <div>
        <div>
          <div>
            <div>
              <img />
            </div>

            <span>HubSpot</span>
          </div>

          <div>
            <a href="/hubspot/msbc/getting-started/overview">Business Central Integration</a>
            <a href="/hubspot/company-vat/getting-started/overview">Company VAT Integration</a>
            <a href="/hubspot/danish-cvr/getting-started/overview">Danish CVR Integration</a>
            <a href="/hubspot/flowlink/getting-started/overview">FlowLink</a>
            <a href="/hubspot/fortnox/getting-started/overview">Fortnox Integration</a>
            <a href="/hubspot/quickbooks/getting-started/overview">QuickBooks Online Integration</a>
            <a href="/hubspot/tripletex/getting-started/overview">Tripletex Integration</a>
            <a href="/hubspot/e-conomic/getting-started/overview">Visma e-conomic Integration</a>
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            <span>Pipedrive</span>
          </div>

          <div>
            <a href="/pipedrive/msbc/getting-started/overview">Business Central Integration</a>
            <a href="/pipedrive/company-vat/getting-started/overview">Company VAT Integration</a>
            <a href="/pipedrive/danish-cvr/getting-started/overview">Danish CVR Integration</a>
            <a href="/pipedrive/fortnox/getting-started/overview">Fortnox Integration</a>
            <a href="/pipedrive/e-conomic/getting-started/overview">Visma e-conomic Integration</a>
            <a href="/pipedrive/xero/getting-started/overview">Xero Integration</a>
          </div>
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        <div>
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            </div>

            <span>Shopify</span>
          </div>

          <div>
            <a href="/shopify/fortnox/getting-started/overview">Fortnox Integration</a>
            <a href="/shopify/e-conomic/getting-started/overview">Visma e-conomic Integration</a>
            <a href="/shopify/xero/getting-started/overview">Xero Integration</a>
            <a href="/shopi/tripletex/getting-started/overview">Tripletex Integration</a>
          </div>
        </div>

        <div>
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            <span>WooCommerce</span>
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            <a href="https://docs.cloudify.biz/woocommerce-xero/getting-started/overview">Xero Integration</a>
          </div>
        </div>

        <div>
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            </div>

            <span>Xero</span>
          </div>

          <div>
            <a href="/hubspot/xero/getting-started/overview">HubSpot Integration</a>
            <a href="/pipedrive/xero/getting-started/overview">Pipedrive Integration</a>
          </div>
        </div>

        <div>
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              <img />
            </div>

            <span>Stripe</span>
          </div>

          <div>
            <a href="/stripe/msbc/getting-started/overview">Business Central Integration</a>
            <a href="/stripe/e-conomic/getting-started/overview">Visma e-conomic Integration</a>
          </div>
        </div>

        <div>
          <div>
            <div>
              <img />
            </div>

            <span>Business Central</span>
          </div>

          <div>
            <a href="/hubspot/msbc/getting-started/overview">HubSpot Integration</a>
          </div>
        </div>
      </div>

      <div>
        <div>
          <span>💡</span>

          <div>
            <p><span>Need help getting started?</span><br />Our team is here to guide you through the setup process.</p>

            <a href="https://meetings.hubspot.com/cloudify/app-assistance">
              <span>
                Book a free consultation
              </span>
            </a>
          </div>
        </div>
      </div>
    </Tab>

    <Tab title="Lighthouse platform">
      <div>
        # <span>📖</span>Knowledge Base

        <p>Everything you need to get started with Lighthouse, all in one place.</p>
      </div>

      <div>
        <div>
          <span>
            <img alt="Lighthouse" />
          </span>

          <span>Lighthouse</span>
        </div>

        <div>
          <div>
            <p>Getting started</p>
            <a href="/lighthouse-overview">Getting started</a>
            <a href="/lighthouse-overview-1">Overview</a>
          </div>

          <div>
            <p>Workflows & flows</p>
            <a href="/workflows-1">Workflows</a>
            <a href="/work-flow-runs">Workflow runs</a>
            <a href="/flows">Flows</a>
            <a href="/flow-requests">Flow Requests</a>
            <a href="/flows-events">Flow Events</a>
            <a href="/polling">Polling</a>
            <a href="/schedule">Schedule</a>
          </div>

          <div>
            <p>Account & support</p>
            <a href="/connections-1">Connections</a>
            <a href="/billing">Billing</a>
            <a href="/untitled-page">Members</a>
            <a href="/settings">Settings</a>
            <a href="/support">Support</a>
          </div>
        </div>
      </div>

      <div>
        <div>
          <span>💡</span>

          <div>
            <p><span>Need help getting started?</span><br />Our team is here to guide you through the setup process.</p>

            <a href="https://meetings.hubspot.com/rajdeep-mandal">
              <span>
                Book a free consultation
              </span>
            </a>
          </div>
        </div>
      </div>
    </Tab>
  </Tabs>
</div>


# Getting Started with Lighthouse
Source: https://docs.cloudify.biz/lighthouse-overview

Create your account, configure your integration, and get your first workflow running — step by step.

**Lighthouse** is Cloudify's integration platform — the engine that connects your apps, processes your data, and keeps everything running. This guide walks you through everything from creating your account to submitting your first integration request.

<Frame>
  <img alt="Chat GPT Image Aug 3, 2026, 01 45 10 AM" />
</Frame>

***

## What Is Lighthouse?

Lighthouse works on two levels — one for you, one for us.

<CardGroup>
  <Card title="Your Dashboard" icon="layout-dashboard">
    A clear window into your integrations — no technical expertise required.

    * See all connected apps at a glance
    * Monitor workflow run status
    * Replay failed workflows in one click
    * Get email alerts when something needs attention
  </Card>

  <Card title="Our Infrastructure" icon="server">
    The powerful backend where Cloudify builds and manages everything.

    * Custom integrations coded and deployed by our team
    * Event-driven architecture for real-time processing
    * 24/7 monitoring with automatic error detection
    * Technical issues resolved immediately by Cloudify
  </Card>
</CardGroup>

<Note>
  You never need to touch the technical side. Cloudify handles all infrastructure, field mapping, and deployment — your dashboard is simply your window into what's running.
</Note>

***

## The Cloudify 4D Approach

Cloudify follows a structured four-stage process to deliver and continuously improve your integration.

<Frame>
  <img alt="Chat GPT Image Aug 3, 2026, 01 37 34 AM" />
</Frame>

<Steps>
  <Step title="Discover — Digital Ecosystem Assessment">
    Cloudify analyses your tech stack and outlines the optimal connections between your systems.
  </Step>

  <Step title="Design — Integration Blueprint">
    A detailed integration plan is created — mapping data flows, field logic, and workflow behaviour tailored to your business.
  </Step>

  <Step title="Deliver — Seamless Implementation">
    Your systems are connected, data flows are activated, and your integration goes live.
  </Step>

  <Step title="Drive — Continuous Optimisation">
    Cloudify tracks KPIs, flags performance spikes, and continuously improves your workflows over time.
  </Step>
</Steps>

***

## Step 1 — Create Your Account

Go to [app.cloudify.biz/auth/signup](https://app.cloudify.biz/auth/signup) to create your Lighthouse account.

<Frame>
  <img alt="Screenshot 2026 08 03 012956" />
</Frame>

Fill in the following fields and click **Sign Up**:

| Field | Notes |
| - | - |
| **Name** | Your full name |
| **E-mail** | You'll receive a verification code here |
| **Password** | Choose a secure password |
| **Confirm Password** | Re-enter your password to confirm |

<Tip>
  After signing up, check your inbox for a **six-digit verification code**. Copy and paste it into the verification screen to activate your account.
</Tip>

Already have an account? Click **Log in** at the bottom of the form.

***

## Step 2 — The Welcome Screen

Once your account is verified, you'll land on the **Welcome Screen**.

<Frame>
  <img alt="Screenshot 2026 08 03 013400 1" />
</Frame>

Click **Request Setup** to begin configuring your integration.

<Info>
  No payment is required at this stage. Requesting setup simply starts a consultation with the Cloudify team — you'll receive a tailored quote before any commitment is made.
</Info>

***

## Your Dashboard — Once You're Live

Once your integration is deployed, your Lighthouse dashboard gives you full visibility with zero complexity.

<CardGroup>
  <Card title="Connected Apps" icon="plug">
    See all the applications connected through Lighthouse in one place — your CRM, accounting software, e-commerce platform, and more.
  </Card>

  <Card title="Workflow Runs" icon="activity">
    Every workflow execution is logged with its status — see what completed successfully and what needs attention.
  </Card>

  <Card title="One-Click Replay" icon="refresh-cw">
    If a workflow fails — maybe a field was missing or data wasn't ready — fix it in your source app and click Replay. No data is ever lost.
  </Card>

  <Card title="Email Alerts" icon="bell">
    When something needs your attention, Lighthouse notifies you by email so you can take action quickly.
  </Card>
</CardGroup>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Do I pay anything when requesting setup?">
    No. Submitting your setup request is completely free. You'll only receive a quote during your consultation and commit after reviewing and approving your integration plan.
  </Accordion>

  <Accordion title="What if I don't see my app in the system selector?">
    Contact your Cloudify account manager. Lighthouse supports a wide range of custom integrations, including apps not listed in the standard selector.
  </Accordion>

  <Accordion title="What is 'Order Volume'?">
    Order volume is the number of transactions, records, or events your integration will process each month — for example, orders synced from Shopify to Xero, or deals in HubSpot that trigger invoice creation.
  </Accordion>

  <Accordion title="How long does setup take after my consultation?">
    Timelines vary depending on integration complexity. Cloudify will provide an estimated delivery timeframe as part of your integration plan.
  </Accordion>

  <Accordion title="Can I change my apps or volume after submitting?">
    Yes. Discuss any changes during your consultation call. Volume and app configuration can be adjusted before your integration goes live.
  </Accordion>
</AccordionGroup>

***


# Overview
Source: https://docs.cloudify.biz/lighthouse-overview-1

Your integration health at a glance — run counts, success rates, and usage against your current plan.

The **Overview** page is your Lighthouse home base. Every time you log in, this is where you check the pulse of your integration — how many runs have processed, whether anything has failed, and how your usage compares to your plan.

<Frame>
  <img alt="Screenshot 2026 07 09 172107" />
</Frame>

<Note>
  If your account is new and your integration hasn't processed any runs yet, all counters will show **0** and charts will display "Not enough data to show this graph." This is expected — the dashboard fills in as your workflows begin running.
</Note>

***

## Plan Details

The top-left panel shows your active subscription.

<Frame>
  <img alt="Screenshot 2026 07 09 172407" />
</Frame>

<CardGroup>
  <Card title="Active Plan" icon="circle-check">
    When a plan is active, you'll see your plan name, the number of included runs, and your current billing cycle here.
  </Card>

  <Card title="No Plan" icon="circle-alert">
    If this shows **No Plan**, your subscription hasn't been activated yet. Contact your Cloudify account manager to confirm your billing status before runs begin processing.
  </Card>
</CardGroup>

<Tip>
  Your plan directly controls how many workflow runs Lighthouse will process each billing cycle. Always confirm your plan is active before going live.
</Tip>

***

## Usage Counters

Two counters sit below the plan details and update in real time throughout your billing cycle.

| Counter | What It Shows |
| - | - |
| **Runs Remaining** | How many runs are left in your current plan allowance for this cycle |
| **Usage over Included** | Runs that have exceeded your plan limit — if this is non-zero, review your plan |

<Warning>
  If **Usage over Included** shows a number greater than zero, you are processing more runs than your plan covers. Contact Cloudify to discuss upgrading your plan volume before your next billing cycle.
</Warning>

***

## Current Cycle

The **Current Cycle** panel on the right shows a live breakdown of every run processed since your billing period started.

<CardGroup>
  <Card title="Total" icon="play">
    All runs processed in this billing cycle — regardless of outcome.
  </Card>

  <Card title="Finished" icon="circle-check">
    Runs that completed successfully. This is your healthy baseline.
  </Card>

  <Card title="Failed" icon="circle-x">
    Runs that encountered an error. Go to **Workflow Runs** to investigate.
  </Card>

  <Card title="Running" icon="loader">
    Runs currently in progress. Refresh the page to see them resolve.
  </Card>

  <Card title="Pending" icon="clock">
    Runs queued and waiting to start. These will process automatically.
  </Card>

  <Card title="Skipped" icon="ban">
    Runs that were intentionally skipped based on your workflow logic.
  </Card>
</CardGroup>

***

## Today & This Week

The same six counters — Total, Finished, Failed, Running, Pending, Skipped — are repeated for two shorter windows:

* **Today** — runs from the current calendar day
* **This Week** — runs from the current calendar week

<Tip>
  Use **Today** and **This Week** for your daily check-in. Use **Current Cycle** to review overall health against your plan allowance.
</Tip>

***

## Performance Charts

The lower half of the Overview page contains four charts that build up over time as your integration processes runs.

<Frame>
  <img alt="Screenshot 2026 07 09 172302" />
</Frame>

| Chart | What It Shows |
| - | - |
| **Current cycle v/s Previous cycle** | Side-by-side comparison of run volume between your current and last billing period |
| **Finished v/s Failed for Current cycle** | The ratio of successful to failed runs in the current billing cycle |
| **Usage percentage over the past cycles** | How much of your plan allowance you've used across recent billing periods |
| **Finished v/s Failed over the year** | Long-term success rate trend across the past 12 months |
| **Total runs distribution** | Run volume breakdown for the last 6 months |

<Note>
  Charts display **"Not enough data to show this graph"** until your integration has processed sufficient run history. They will populate automatically — no action needed on your part.
</Note>

***

## Quick Health Check

Use this as your daily 30-second routine:

<Steps>
  <Step title="Check Failed count">
    Look at **Today → Failed**. If it's above zero, go to **Workflow Runs**, filter by `Failed`, and investigate.
  </Step>

  <Step title="Check Runs Remaining">
    If **Runs Remaining** is approaching zero, contact Cloudify to increase your plan volume before it runs out.
  </Step>

  <Step title="Check Usage over Included">
    If this is non-zero, you're over your plan limit. Review with your Cloudify account manager.
  </Step>
</Steps>


# Adding a Company
Source: https://docs.cloudify.biz/pipedrive/company-vat/configuration/adding-company



This section on adding a company via the Company VAT app is crucial for enhancing your Pipedrive CRM with accurate, up-to-date VAT information:

* **Streamlined Data Entry:** Quickly populate your Pipedrive records with official VAT data, saving time and reducing manual input errors.
* **Data Accuracy:** By pulling information directly from VAT databases, you ensure that your company records are precise and compliant with current regulations.
* **Efficiency:** The integration of VAT lookup within the Pipedrive interface means you can update records without switching between multiple systems.
* **Real-time Verification:** Verify and update company details on the spot, particularly useful when dealing with new clients or updating existing records.
* **Compliance Support:** Easily accessing and updating VAT information helps maintain compliance with tax regulations and improves the accuracy of your financial reporting.

***

## How Does It Work?

<Steps>
  <Step>
    Open a company inside your Pipedrive CRM.

    <Frame>
      ![Adding a Company](https://framerusercontent.com/images/fucnObpsVDThFzzm9SeWDNMcHag.png)
    </Frame>
  </Step>

  <Step>
    On the right side of the window, you will see a CRM card named **"Company VAT Lookup"**. Click **"Search Company"**.

    <Frame>
      ![Adding a Company](https://framerusercontent.com/images/XOcEH5WQQwwT3nFzLKOQvY0OTKg.png)
    </Frame>
  </Step>

  <Step>
    A search window will pop up. Select a country and enter the VAT number or company name in the search dialogue box (use the CVR number if Denmark is selected).
  </Step>

  <Step>
    Click **"Add"** for the company you want to add. This will populate all the organisation's data into the company currently open in your Pipedrive CRM, based on the mappings you defined.

    <Frame>
      ![Adding a Company](https://framerusercontent.com/images/D8eOMGUwdTqvjsukm13ddo2Re8.png)
    </Frame>
  </Step>

  <Step>
    After the successful addition, close the window and refresh the page to see the newly inserted data.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Bulk Update
Source: https://docs.cloudify.biz/pipedrive/company-vat/configuration/bulk-update



The Bulk Update feature is crucial for maintaining accurate and up-to-date company information in your Pipedrive CRM:

1. **Efficiency:** Update multiple company records simultaneously, saving significant time and effort.
2. **Data Accuracy:** Ensure your CRM data matches the latest official VAT information, reducing errors in your business processes.
3. **Compliance:** Keep your records aligned with current VAT registrations, supporting regulatory compliance.
4. **Scalability:** Easily manage large volumes of company data, especially useful as your business grows.
5. **Data Integrity:** Automatic exclusion of invalid entries helps maintain the overall quality of your database.

***

## How Does It Work?

<Steps>
  <Step>
    Navigate to the **Bulk Update** screen in the Company VAT Lookup app.
  </Step>

  <Step>
    You'll see a table displaying company information including Name, Number, Domain, Country, and Create Date.

    <Frame>
      ![Bulk Update](https://framerusercontent.com/images/XPzwDpRRgqWWLA9yBRlO0WA0.png)
    </Frame>
  </Step>

  <Step>
    Use the **Search** bar at the top to find specific companies if needed.
  </Step>

  <Step>
    Select the companies you wish to update by ticking the checkbox next to their names.
  </Step>

  <Step>
    Once you've selected all desired companies, click the **"CVR Bulk Update"** button in the top right corner, then click **"Update"**.

    <Frame>
      ![Bulk Update](https://framerusercontent.com/images/owxdGa7t0kEMWIAA2fnU6swp8HA.png)
    </Frame>
  </Step>

  <Step>
    The app will update the selected companies' information in your Pipedrive CRM based on the latest data from official VAT databases.

    <Frame>
      ![Bulk Update](https://framerusercontent.com/images/UzokqQIdmOerCabeiT2aznM5SA.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/company-vat/configuration/getting-started



## Setting up the Pipedrive to Company VAT Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Pipedrive and Company VAT. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To Find the Settings Page

<Steps>
  <Step>
    Click the **Marketplace** icon at the top of the page, then click **"My Apps"**.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/St7nj4F8UgutMpJTFP9uQt5BKdQ.png)
    </Frame>
  </Step>

  <Step>
    Click on the **Company VAT** app.
  </Step>

  <Step>
    Select **"Settings"**.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/VE7eoQP377HTXzkNE1XUfs3RMk.png)
    </Frame>
  </Step>
</Steps>

You have arrived at the settings page. The setup process is divided into three main areas:

1. **Customize Mapping**
2. **Manage Plan**
3. **Bulk Update**

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Setting Up the Mapping Window
Source: https://docs.cloudify.biz/pipedrive/company-vat/configuration/setting-up-the-mapping-window



The mapping feature is vital for your business's VAT management in Pipedrive. Here's why it's important:

1. **Compliance:** Accurate mapping ensures your VAT data aligns with country-specific regulations, helping you stay compliant.
2. **Data Integrity:** Proper field mapping maintains consistency between your VAT information and Pipedrive records, reducing errors in reporting and calculations.
3. **Efficiency:** Customised mappings streamline your VAT-related workflows, saving time and reducing manual data entry.
4. **Flexibility:** The ability to create new properties allows you to adapt the system to your unique business needs and local VAT requirements.
5. **Accuracy in Reporting:** Correct mappings lead to more accurate VAT reports, which is crucial for financial management and audits.
6. **Scalability:** As your business expands to new countries, you can easily set up country-specific mappings, supporting your growth.

***

## How Does It Work?

<Steps>
  <Step>
    **Country Selection** — Select the country from the drop-down box.

    <Note>
      You can select only one country at a time to set mappings.
    </Note>

    <Frame>
      ![Setting Up the Mapping Window](https://framerusercontent.com/images/NdhpvFuMFkLcsbySmfM8Q5Rk.png)
    </Frame>
  </Step>

  <Step>
    Map basic company data for your selected country. The following fields are available for Denmark, UK, Sweden, Australia, Norway, Switzerland, and Finland: company number, company name, country name, company address, industry code, legal form, company registration date, and status.

    <Frame>
      ![Setting Up the Mapping Window](https://framerusercontent.com/images/ZRJsoWZKARuTVCE6ZzMWbJmUwc.png)
    </Frame>

    Additional country-specific fields:

    * **Australia** — state and zip code
    * **Finland** — city and language
    * **Denmark** — registration number, phone, and email
    * **Norway** — municipality, industry description, state, zip code, and extra information
    * **Sweden** — industry description
    * **Switzerland** — state, zip code, capital nominal
    * **UK** — capital nominal

    <Note>
      **Data sources:**

      * Australia: [Australian Business Registry Services (ABRS)](https://abr.business.gov.au/)
      * Finland: [Finnish Patent and Registration Office (PRH)](https://www.prh.fi/en/kaupparekisteri.html)
      * Denmark: [Det Centrale Virksomhedsregister (CVR)](https://datacvr.virk.dk/data/)
      * Norway: [Brønnøysund Register Centre](https://www.brreg.no/)
      * Sweden: [Bolagsverket](https://bolagsverket.se/en/home.html)
      * Switzerland: [Commercial Register](https://www.uid.admin.ch/)
      * UK: [Companies House](https://www.gov.uk/government/organisations/companies-house)
    </Note>
  </Step>

  <Step>
    Review each row to ensure the VAT fields are correctly mapped to Pipedrive properties.
  </Step>

  <Step>
    Use the **"Actions"** button to adjust any mappings as needed. Click **"Save"** once done.
  </Step>

  <Step>
    If a required field doesn't exist in Pipedrive, click **"Create a new Pipedrive property"** to add it.

    <Frame>
      ![Setting Up the Mapping Window](https://framerusercontent.com/images/wbccBTDp8mJKlkKRvRVe3yrcxE.png)
    </Frame>
  </Step>

  <Step>
    Use the search bar to find specific fields quickly if you have many to review.
  </Step>

  <Step>
    Click **"Save Mappings"**.

    <Frame>
      ![Setting Up the Mapping Window](https://framerusercontent.com/images/GZUAEuO5Rv2Ahi4T8kjQIzBxCQ.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Best Practices and Support
Source: https://docs.cloudify.biz/pipedrive/company-vat/get-the-most/best-practices



## Best Practices

1. Start with creating a test deal to verify all settings
2. Review the first few automated invoices/quotes carefully during the trial plan
3. Keep track of any manual adjustments needed
4. Document your configuration choices for ease of reference and training

***

## Troubleshooting

### Connection Problems

* Verify login credentials
* Check account permissions
* Ensure a stable internet connection

### Sync Issues

* Verify matching fields are correctly mapped
* Check for duplicate entries
* Review error logs

***

## Need Help? Contact Our Support Team

* [**Book a meeting with our Integration Experts**](https://meetings.hubspot.com/cloudify/app-assistance)
* Email: [**support@cloudify.biz**](mailto:support@cloudify.biz)
* Support Hours: Monday–Friday, **5:30 AM – 2:00 PM CET**

***

## Next Steps

After completing the setup:

1. Run a test integration
2. Monitor the first few workflows
3. Train your team on the new workflow
4. Schedule a review after the first month

<Note>
  You can adjust these settings at any time by visiting the app settings.
</Note>

Looking for an advanced tailored integration solution based on your evolving business needs? Check out our custom integration options for Pipedrive [here](https://cloudify.biz/marketplace/products/pipedrive-integrations).

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/company-vat/get-the-most/faqs



<Note>
  **IMPORTANT**: Always check the mapping settings in your Pipedrive account to ensure proper data synchronization.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Automatically fetch and validate company information using VAT numbers
  * Keep your Pipedrive CRM data accurate and up-to-date
  * Access official company data from government databases
  * Perform bulk updates of company information
  * Track data synchronization status
</Accordion>

<Accordion title="How do I install the integration?">
  * Click "Install Now" in the Pipedrive marketplace
  * Select the Pipedrive account where you want to install the app
  * Click "Allow and Install"
  * Grant the necessary permissions The app will be installed automatically on the selected account
</Accordion>

<Accordion title="How does the mapping configuration work?">
  The mapping process involves:

  * Select your country from the dropdown menu
  * Review pre-mapped fields (Company Name, Address, etc.)
  * For unmapped fields (shown as 'Not Mapped'), click 'Actions' to assign a Pipedrive property
  * Create new Pipedrive properties if needed
  * Ensure all mandatory fields are mapped (Company Name is required for all countries)
  * Click '**Save Mappings**' when finished
</Accordion>

<Accordion title="What country-specific data fields are available?">
  Different countries have specific data fields:

  * Australia: state and zip code
  * Finland: city and language
  * Denmark: registration number, phone, and email
  * Norway: municipality, industry description, state, zip code and extra information
  * Switzerland: state, zip code, capital nominal
  * UK: capital nominal
</Accordion>

<Accordion title="How do I find the integration settings after installation?">
  * Find the Marketplace icon at the top of the page
  * Click on "**My Apps**"
  * Click on the Company VAT app
  * Select "**Settings**"
  * Click on "**Customize Mapping**"
</Accordion>

<Accordion title="I'm seeing an error message that says 'Products are not enabled for the company'. How do I fix this?">
  To resolve this issue, you need to enable Products in your Pipedrive account:

  * Click on your profile icon in the top-right corner of Pipedrive
  * Select "**Tools and apps**" from the dropdown menu
  * Click on "**Products**"
  * Click the button to enable products for your company
</Accordion>

<Accordion title="Which countries' databases does the integration support?">
  The integration currently supports data retrieval from:

  * Australia (Australian Business Registry Services - ABRS)
  * UK (Companies House)
  * Switzerland (Commercial Register)
  * Finland (Finnish Patent and Registration Office - PRH)
  * Norway (Brønnøysund Register Centre)
  * Denmark (Det Centrale Virksomhedsregister - CVR)
</Accordion>

<Accordion title="How does the bulk update feature work?">
  To update multiple companies:

  * Click on "**Contacts**" from the left navigation menu
  * Click on "**Organizations**"
  * Select the companies you wish to update by checking the boxes next to them
  * Click on the three dots (⋮) menu at the top
  * Select "**VAT lookup bulk update**" option
  * The app will update the selected companies with the latest data from official VAT databases
</Accordion>

<Accordion title="Can I create new custom properties through the integration?">
  Yes, you can create new custom properties by:

  * Find the Marketplace icon (top of the page)
  * Click on "**My Apps**"
  * Click on the Company VAT app
  * Select "**Settings**"
  * Click on "**Customize Mapping**"
  * Click on "**Create new Pipedrive property**"
  * Provide a label and name for the property
  * The new property will be added to your Pipedrive Company list
</Accordion>

<Accordion title="How does VAT lookup and data updating work with VAT numbers?">
  You can update company data by:

  * Using the search window to enter either a company name or VAT number
  * Selecting the appropriate country first in the search window
  * Using the search window in the CRM card to find company matches
  * Adding basic company data directly to your CRM
</Accordion>

<Accordion title="What types of company information can be synchronized?">
  The integration synchronizes:

  * Company Properties
  * Basic company data for all supported countries
  * Registration information
  * Address and contact details
  * Industry and legal information

  For any persistent issues or questions not covered here, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
</Accordion>

<Accordion title="Can other users within my company use this integration on their Pipedrive account?">
  Yes, other Pipedrive users within the same company can also use the integration at NO additional cost. All they need to do is simply install the Company-VAT-Lookup integration from Cloudify on their respective Pipedrive accounts.
</Accordion>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/pipedrive/company-vat/getting-started/overview



Welcome to Pipedrive Company VAT! Streamline your VAT management and enhance your Pipedrive CRM with accurate, up-to-date company information.

**Integration Benefits**

1. Automatic VAT number validation
2. Real-time company data retrieval
3. Seamless Pipedrive CRM updates
4. Improved data accuracy and compliance
5. Time-saving bulk update feature


# Prerequisites
Source: https://docs.cloudify.biz/pipedrive/company-vat/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Pipedrive and Company Vat Lookup. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

1. Active Pipedrive account
2. List of company VAT numbers you wish to validate
3. Basic understanding of your country's VAT system


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/company-vat/installation/choose-your-subscription-plans



You can select the subscription plans according to your business requirements.

<Frame>
  <img alt="Image" />
</Frame>

<Steps>
  <Step>
    The trial plan will be selected for you by default. You can upgrade to the Premium Plan by clicking on "**Select**".
  </Step>

  <Step>
    Click "**Next**".
  </Step>

  <Step>
    You will view the steps to add the company. Click "**Finish**".
  </Step>
</Steps>


# Connect Company Vat Lookup
Source: https://docs.cloudify.biz/pipedrive/company-vat/installation/connect-company-vat-lookup



The installation steps are your gateway to using VAT functionality in Pipedrive. As you begin, remember:

1. These steps are your starting point for all VAT operations.
2. We've made the process simple and accessible.
3. This clear process sets expectations and gives you control.
4. Successfully installing the app is your first achievement, preparing you for more advanced features.

#### **How Does It Work?**

<Steps>
  <Step>
    Click "**Install App**" to install the application.
  </Step>

  <Step>
    Select the Pipedrive account where you want to install the app. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Allow and Install’**".
  </Step>

  <Step>
    Once you grant permission, the app will be installed automatically to the selected account. and you will be redirected to the Mapping window.
  </Step>
</Steps>


# Mapping
Source: https://docs.cloudify.biz/pipedrive/company-vat/installation/mapping-window



The mapping feature in the Pipedrive Company VAT app is a crucial tool for tailoring your VAT setup to your specific business needs and location. Here's why it's important and how you can use it effectively:

**Why use custom mapping:**

1. **Country-specific compliance:** By customizing fields for each country, you ensure your VAT data aligns with local regulations.
2. **Data accuracy:** Proper mapping reduces errors in VAT calculations and reporting.
3. **Streamlined operations:** Matching HubSpot fields to your VAT data structure improves workflow efficiency.
4. **Flexibility:** You can adapt the app to your unique business structure and information needs.

#### **How Does It Work?**

<Steps>
  <Step>
    Select your country from the dropdown menu.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Review the pre-mapped fields. These typically include essential information like Company Name and Address.
  </Step>

  <Step>
    For unmapped fields (shown as "**Not Mapped**"), click the "**Actions**" button to assign a corresponding HubSpot property.
  </Step>

  <Step>
    If needed, use the '**Create a new Pipedrive property**' option to add custom fields.
  </Step>

  <Step>
    Ensure all mandatory fields are mapped. Remember, a Company Name is required for all countries.
  </Step>

  <Step>
    Click "**Save Mappings**" when you're satisfied with your selections.

    <Note>
      **Note**: Feel free to click [Get Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance) if you require assistance from Cloudify experts regarding the installation steps
    </Note>

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    The trial plan will be selected for you by default. You can upgrade to the Premium Plan by clicking on "**Select**".
  </Step>

  <Step>
    Click **Next**.
  </Step>

  <Step>
    You will view the steps to add the company. Click "**Finish**".
  </Step>
</Steps>


# Bulk Update
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/configuration/bulk-update



The Bulk Update feature in the Danish CVR app is a powerful tool for efficient data management. It allows users to:

1. Simultaneously update multiple company records with the latest official Danish data
2. Significantly reduce time and effort in maintaining CRM accuracy
3. Ensure compliance and make informed decisions based on current information
4. Quickly prepare for campaigns or strategic initiatives with fresh data
5. Scale data management practices efficiently as the business grows

#### **How Does It Work?**

<Steps>
  <Step>
    Select all the organizations and click on the three-dot icon at the top right corner of the page.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the "**CVR Bulk Update"** option. A pop-up will appear. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    After clicking on **Update**, all organizations with a valid CVR number will be updated. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>


# Find Leads
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/configuration/find-leads



The **"Find Leads"** feature in the Danish CVR app is a powerful tool for targeted business development and market research. It allows you to:

1. Precisely target prospects by location, company size, industry, and status
2. Efficiently build lists of qualified leads based on specific criteria
3. Access accurate, official Danish business data for compliance and reliability
4. Seamlessly add selected companies to Pipedrive CRM, streamlining the lead generation process
5. Gain valuable market insights for strategic decision-making

***

## How Does It Work?

<Steps>
  <Step>
    **Select Location** — Choose the desired location from the dropdown based on:

    * **Postal Code** — Enter the specific postal code
    * **Municipality** — Enter the name of the municipality

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/GRmbYaBahrA2MBF6aQ15BvuvzQ.png)
    </Frame>

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/0wN5OdwmcwoOTZ0MGryYCjgcxw.png)
    </Frame>
  </Step>

  <Step>
    **Select Comparison** — Choose how you want to compare the location (e.g., equal to, not equal to).

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/58Cu679EQjMEKsUNjeR06vVw8.png)
    </Frame>
  </Step>

  <Step>
    **Select Municipality or Postal Code** — Choose the postal code number or municipality name based on your selection.
  </Step>

  <Step>
    **Number of Employees** — Select a comparison operator (e.g., equal to, greater than, less than) and enter the number of employees.
  </Step>

  <Step>
    **Industry Type** — Select a comparison operator and choose the industry type from the list.

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/28wX2xThYljGwkRvKSpD9fv4XSs.png)
    </Frame>
  </Step>

  <Step>
    **Company Status** — Choose the status of the company. The default is **"Normal / aktiv"**.

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/RtYLaDWhrsVSlPlBiBWyziFyA.png)
    </Frame>

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/X0uX5AHbN6fkAwAdsylFsaXSTNw.png)
    </Frame>
  </Step>

  <Step>
    Click **"Show Results"**. The application will extract companies matching your criteria.

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/sbIlpQdF7zJdQNZN0HFpwfeUQo.png)
    </Frame>
  </Step>

  <Step>
    Select a company and click **"Create"** to add it to Pipedrive. For multiple companies, click the **"Create"** button at the top. A new screen will appear — click **"Create"** again.

    <Frame>
      ![Find Leads](https://framerusercontent.com/images/0VjmrcnjgaGLKJmh59az9VlgS7E.png)
    </Frame>
  </Step>

  <Step>
    Once the companies are added, you will receive a success message. Close the window.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/configuration/getting-started



**Setting up the Pipedrive to Danish CVR Integration**

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Pipedrive and Danish CVR. The install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

To find the settings page:

<Steps>
  <Step>
    Click the "**Tools and apps**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Find the app and click \*\*Actions \*\*> Go to **settings**. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

**The setup process is divided into three main areas:**

1. Bulk Update
2. Search Company
3. Find Leads
4. Panel

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Panel
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/configuration/panel



The Panel is a seamless way to update and enrich company information directly within Pipedrive. This functionality is valuable because it:

1. Allows instant access to up-to-date Danish company data and financials without leaving Pipedrive
2. Enables quick verification and updating of CVR data for existing records
3. Facilitates easy addition of new Danish companies to the CRM with comprehensive information
4. Provides financial insights directly in the dashboard, supporting informed decision-making
5. Streamlines the process of maintaining accurate and current Danish company records

***

## How Does It Work?

<Steps>
  <Step>
    Click on **"Contacts"** and select the **"Organisation"** option.

    <Frame>
      ![Panel](https://framerusercontent.com/images/7S65YgwF64XVrdwkj4CJKU4FFJw.png)
    </Frame>
  </Step>

  <Step>
    Click on an organisation. On the left side of the window, you will see a panel named **"Danish CVR Lookup"**.

    <Frame>
      ![Panel](https://framerusercontent.com/images/6Lb39s2ppOo5VdwrX8lh6RVW0U.png)
    </Frame>
  </Step>

  <Step>
    You will find two options:

    * **Update CVR Data** — updates only the CVR data for the current organisation
    * **Search Organisation** — view the financials or add a new organisation

    <Frame>
      ![Panel](https://framerusercontent.com/images/k5sQe4evJMB8cSkdOgzhW3o3V4.png)
    </Frame>
  </Step>

  <Step>
    Once the data is updated, you will be able to see the financial data table in the dashboard.

    <Frame>
      ![Panel](https://framerusercontent.com/images/E9NWOSohmDs72hY9FFsuy1XPVo.png)
    </Frame>
  </Step>

  <Step>
    Clicking **"Search Organisation"** opens a search window. Enter any Danish organisation name or a valid CVR number to search.

    <Frame>
      ![Panel](https://framerusercontent.com/images/FdaQ6YgKesWRz2O5Rmcb1HmpJA.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add"** for the company you want to add. This will add all that organisation's data and financial data to the company currently open in your Pipedrive CRM.

    <Frame>
      ![Panel](https://framerusercontent.com/images/dDuOeqILXheG7GSCI1vI6KSlM.png)
    </Frame>
  </Step>

  <Step>
    After successful addition, a success window will pop up. Refresh the page to see the newly inserted data.

    <Frame>
      ![Panel](https://framerusercontent.com/images/vPop3RH6rZBouNR00MqTUCmBJY.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Search Company
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/configuration/search-company



The "**Search Companies**" feature in the Danish CVR app is a powerful tool for businesses engaging with the Danish market. It enables users to:

1. Quickly access and verify official Danish company data
2. Effortlessly enrich Pipedrive CRM with accurate, up-to-date information
3. Conduct targeted research for sales, partnerships, or competitive analysis
4. Support compliance, due diligence, and supply chain management efforts
5. Facilitate efficient market entry and expansion strategies

#### **How Does It Work?**

<Steps>
  <Step>
    In the Global Search bar, enter the name or CVR number of the company you are looking for.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click the "**search**" icon or press Enter to find the company.
  </Step>

  <Step>
    Once you find the desired company, click the "**Create**" option on the right to add the company to your Pipedrive CRM. You will receive a successful message once the company is added.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    If you have selected multiple companies, tick the checkbox and click the "**Create**" option on the top. A new screen will appear. Again, click "**Create**". You will receive a successful message. 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Close the window.
  </Step>
</Steps>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/get-the-most/faqs



<Note>
  **IMPORTANT:** Always check organisation details after synchronization to ensure data has been updated correctly.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Sync Danish company data from virk.dk to your Pipedrive CRM
  * Search and add Danish companies using CVR numbers or company names
  * Access comprehensive financial data for Danish companies
  * Use advanced search filters (location, employee count, industry type)
  * Automatically create associated contacts for companies
</Accordion>

<Accordion title="I have installed the app, but how do I add/update company data now?">
  You have following options:

  * Use the "Search Organization" option in the Danish CVR Lookup panel in Pipedrive
  * Use the "Update CVR Data" option in the Danish CVR Lookup panel to update existing information
  * Use the "Search Companies" option available in the settings of the app under connected apps
  * Don't forget to check the organization details after the integration runs.
</Accordion>

<Accordion title="I do not want to create contacts automatically when adding companies. Is there any other way?">
  Yes, you can disable the "**Create Contacts**" checkbox under "Customized Mappings" > "Person Field Mappings". You can always enable it later if needed.
</Accordion>

<Accordion title="I am unable to update some specific company data using this app. What should I do?">
  The integration fetches data from virk.dk (Danish Central Business Registry). If any specific data is unavailable, you can cross check it with virk.dk
</Accordion>

<Accordion title="What if a company is not found in the search results?">
  If you can't find a company, try:

  * Searching with the exact CVR number
  * Checking if the company information is available in virk.dk

  Contacting [support@cloudify.biz](mailto:support@cloudify.biz) if you believe this is an error
</Accordion>

<Accordion title="What if financial data is not showing for a company?">
  Check:

  * If the company has financial data available in virk.dk
  * Your field mappings in the integration settings
  * Note that some companies might be exempt from financial reporting requirements
</Accordion>

<Accordion title="I have mapped the fields but I can't see the data in Pipedrive?">
  Check:

  * Your field mappings in the app settings
  * If all required fields are properly mapped

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  No. Failed integration attempts are not counted towards your usage limits. You will only be charged when you successfully create or update a company.
</Accordion>

<Accordion title="How can I perform a bulk update of company data?">
  To perform a bulk update:

  * Select all the organizations and click on the three-dot icon
  * Click on '**CVR Bulk Update**'
  * Select the companies you want to update
  * Click on '**Update**'
</Accordion>

<Accordion title="The synced company data is missing some information. How can I correctly update this information?">
  * Go to Connected Apps in Pipedrive Settings
  * Navigate to sync settings
  * Review and update your field mappings
  * Save your changes, perform an individual update or a bulk update
</Accordion>

<Accordion title="How do I find leads with this application?">
  Use the 'Find Leads' option in the app settings to customise your search by location, number of employees, industry type, and company status to find different Danish companies.
</Accordion>

<Accordion title="I'm seeing an error message that says 'Products are not enabled for the company'. How do I fix this?">
  To resolve this issue, you need to enable Products in your Pipedrive account:

  * Click on your profile icon in the top-right corner of Pipedrive
  * Select "**Tools and apps**" from the dropdown menu
  * Click on "**Products**"
  * Click the button to enable products for your company
</Accordion>

<Accordion title="How do I update the financial data from virk.dk in Pipedrive?">
  Go to an organization in Pipedrive and click on "Update CVR Data" option from the Danish CVR Lookup panel. This will update the financial data for that particular company from virk.dk.

  For any persistent issues or questions not covered here, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
</Accordion>

<Accordion title="Can other users within my company use this integration on their Pipedrive account?">
  Yes, other Pipedrive users within the same company can also use the integration at NO additional cost. All they need to do is simply install the Danish-CVR-Lookup integration from Cloudify on their respective Pipedrive accounts.
</Accordion>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/getting-started/overview



Welcome to the Setup Guide for Pipedrive and Danish CVR. This guide will walk you through the process of integrating Danish CVR data into your existing systems, enhancing your customer information management capabilities.

**Integration Benefits**

Implementing the Danish CVR integration offers several key advantages for your business:

* **Automated Data Entry:** Streamline your processes by eliminating manual input of customer details.
* **Enhanced Data Accuracy:** Ensure precision in your records by directly sourcing information from the official CVR register.
* **Professional Communication:** Maintain a high standard of professionalism with accurate client information in all correspondence.
* **Regulatory Compliance:** Easily align your records with official Danish business data, supporting compliance efforts.


# Prerequisites
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Pipedrive and Danish CVR. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before initiating the setup process, please ensure you have the following:**

1. Active Pipedrive account with administrative access
2. Authorization to access your company's CVR information


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/installation/choose-your-subscription-plans



We offer two plans for this application:

**Free Trial**

The Free Trial offers 15 syncs to explore the integration's features without any time limit, giving you full access to all premium functionalities to test and evaluate the service.

**Premium**

The Premium plan, at a fixed monthly price of DKK 20, provides unlimited syncs with advanced features such as one-click updates and the latest data from [virk.dk](http://virk.dk), customised mapping, and bulk data updates.

<Frame>
  <img alt="Image" />
</Frame>


# Confirmation Page
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/installation/confirmation-page



## Adding an Organization

<Steps>
  <Step>
    Open an organization inside your Pipedrive CRM.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/7T8gNjdt1Gx33sFyUhO0kysRE.png)
    </Frame>
  </Step>

  <Step>
    Click on the **Organization** tab and enter the Name and CVR number. You can add one or multiple organisations.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/dDuOeqILXheG7GSCI1vI6KSlM.png)
    </Frame>
  </Step>

  <Step>
    This will add all that organisation's data — including financial data — to the organisation you have opened in Pipedrive.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/E9NWOSohmDs72hY9FFsuy1XPVo.png)
    </Frame>
  </Step>

  <Step>
    Your Pipedrive organisation will be updated with the newly inserted data.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/E8zLuhO46QhMiT84hca0BoQiI.png)
    </Frame>
  </Step>
</Steps>

***

## Find Leads

Use this feature to customise your search by location, number of employees, industry type, and organisation status to find Danish companies and add them to your Pipedrive.

<Steps>
  <Step>
    **Select Location** — Choose the desired location from the dropdown based on:

    * **Postal Code** — Enter the specific postal code
    * **Municipality** — Enter the name of the municipality

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/GRmbYaBahrA2MBF6aQ15BvuvzQ.png)
    </Frame>

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/0wN5OdwmcwoOTZ0MGryYCjgcxw.png)
    </Frame>
  </Step>

  <Step>
    **Select Comparison** — Choose how you want to compare the location (e.g., equal to, not equal to).

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/58Cu679EQjMEKsUNjeR06vVw8.png)
    </Frame>
  </Step>

  <Step>
    **Number of Employees** — Select a comparison operator (e.g., equal to, greater than, less than) and enter a number.
  </Step>

  <Step>
    **Industry Type** — Select a comparison operator and choose the industry type from the list.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/28wX2xThYljGwkRvKSpD9fv4XSs.png)
    </Frame>
  </Step>

  <Step>
    **Company Status** — Choose the status of the company. The default is **"Normal / aktiv"**.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/RtYLaDWhrsVSlPlBiBWyziFyA.png)
    </Frame>
  </Step>

  <Step>
    Click **"Show Results"**. The application will extract companies matching your criteria.
  </Step>

  <Step>
    Select a company and click **"Create"** to add it to Pipedrive. For multiple companies, click the **"Create"** button at the top. A new screen will appear — click **"Create"** again.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/0VjmrcnjgaGLKJmh59az9VlgS7E.png)
    </Frame>
  </Step>

  <Step>
    Once the companies are added, you will receive a success message. Close the window.
  </Step>
</Steps>

***

## Search Company

Use this feature to quickly find Danish companies by CVR number or company name.

<Steps>
  <Step>
    In the Global Search bar, enter the name or CVR number of the company you are looking for.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/PRQcr1imat2DhU5uUc9Ume1H2M.png)
    </Frame>
  </Step>

  <Step>
    Click the search icon or press **"Enter"** to find the company.
  </Step>

  <Step>
    Once you find the desired company, click **"Create"** on the right to add it to your Pipedrive CRM. You will receive a success message once added.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/TSevY2S92JCxnaF0iXR07rtO3v4.png)
    </Frame>
  </Step>

  <Step>
    For multiple companies, tick the checkbox and click **"Create"** at the top. A new screen will appear — click **"Create"** again. You will receive a success message. Close the window.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/UTdNbSZtbTAolcyE6hAnGZSEj0.png)
    </Frame>
  </Step>
</Steps>

***

## Bulk Update

Update the information (financial data, company details, and associated contacts) of multiple companies at once.

<Steps>
  <Step>
    Select all the organisations and click the **three-dot icon** at the top right corner of the page.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/XPzwDpRRgqWWLA9yBRlO0WA0.png)
    </Frame>
  </Step>

  <Step>
    Click **"CVR Bulk Update"**. A pop-up will appear.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/owxdGa7t0kEMWIAA2fnU6swp8HA.png)
    </Frame>
  </Step>

  <Step>
    Click **"Update"**. All organisations with a valid CVR number will be updated.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/UzokqQIdmOerCabeiT2aznM5SA.png)
    </Frame>
  </Step>
</Steps>

***

## Panel

A seamless way to update and enrich company information directly within Pipedrive.

<Steps>
  <Step>
    Click on **"Contacts"** and select the **"Organisation"** option.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/7S65YgwF64XVrdwkj4CJKU4FFJw.png)
    </Frame>
  </Step>

  <Step>
    Click on an organisation. On the left side of the window, you will see a panel named **"Danish CVR Lookup"**.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/6Lb39s2ppOo5VdwrX8lh6RVW0U.png)
    </Frame>
  </Step>

  <Step>
    You will find two options under **"Search Organisation"**:

    * **Update CVR Data** — updates only the CVR data
    * **Search Organisation** — view the financials or add a new organisation

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/k5sQe4evJMB8cSkdOgzhW3o3V4.png)
    </Frame>
  </Step>

  <Step>
    Once the data is updated, you will be able to see the financial data table in the dashboard.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/E9NWOSohmDs72hY9FFsuy1XPVo.png)
    </Frame>
  </Step>

  <Step>
    Clicking **"Search Organisation"** opens a search window. Enter any Danish organisation name or a valid CVR number to search.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/FdaQ6YgKesWRz2O5Rmcb1HmpJA.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add"** for the company you want to add. This will add all that organisation's data and financial data to the company currently open in Pipedrive.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/dDuOeqILXheG7GSCI1vI6KSlM.png)
    </Frame>
  </Step>

  <Step>
    After successful addition, a success window will pop up. Refresh the page to see the newly inserted data.

    <Frame>
      ![Confirmation page](https://framerusercontent.com/images/vPop3RH6rZBouNR00MqTUCmBJY.png)
    </Frame>
  </Step>

  <Step>
    Click **"Finish"** when done. Your application is now ready to use.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Connect Danish CVR Account
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/installation/connect-danish-cvr-account



Welcome to your first step towards enhancing your Pipedrive experience with the Danish CVR application! This powerful tool will help you access and manage Danish company information directly within your Pipedrive account.

<Steps>
  <Step>
    Search for the **Danish CVR Lookup** app in the Pipedrive marketplace.

    <Frame>
      ![Connect Danish CVR account](https://framerusercontent.com/images/xdrbaMLazmwdQpJWZXkzSNl459M.png)
    </Frame>
  </Step>

  <Step>
    Click **"Install Now"**.

    <Frame>
      ![Connect Danish CVR account](https://framerusercontent.com/images/BTlNcmrDCyKt1XxvHjUjFqCUak.png)
    </Frame>
  </Step>

  <Step>
    Select the account where you want to install the application and click **"Choose Account"**.

    <Frame>
      ![Connect Danish CVR account](https://framerusercontent.com/images/RxBNhmpUll2KaVCxdAHPv9rvhg.png)
    </Frame>
  </Step>

  <Step>
    Click **"Allow and Install"**.

    <Frame>
      ![Connect Danish CVR account](https://framerusercontent.com/images/owXrjJ53wAADaAfs0TZIWDXtzA.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Mapping Window
Source: https://docs.cloudify.biz/pipedrive/danish-cvr/installation/mapping-window



The mapping window allows you to sync Basic data and Financial data from Danish CVR Lookup into your CRM. It connects individual fields with matching information from CVR Lookup to your Pipedrive organisation. While installing for the first time, some mappings will be set by default.

<Note>
  If you require assistance from Cloudify experts, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance).
</Note>

***

## Company Field Mappings

<Steps>
  <Step>
    Click the **"Edit"** icon and change the fields you want to sync.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/HC87PBBOdEi0xEZJ2Af8NQeygY.png)
    </Frame>
  </Step>

  <Step>
    In the Pipedrive column, click the drop-down menu for the respective field. You will see a list of all your Pipedrive organisation properties (text and number fields only are currently supported). Search for and select the Pipedrive property where you want the CVR app data to be stored.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/ik9Aj5JYxRAC4lRXOaUcGSAth4.png)
    </Frame>
  </Step>

  <Step>
    Click on the **"Financial Data"** section where default financial fields are listed — such as Net Turnover, Gross Profit, Balance Sheet, and Currency Code.
  </Step>

  <Step>
    If you need a property that doesn't exist in your organisation's properties list, click **"Create Property"** to add a new custom property.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/JTdYdNBE3bxVoqMQpWciY3FQk.png)
    </Frame>
  </Step>

  <Step>
    Give it a name and click **"Create"**. This will create a new custom organisation property under Organisation Information in your Pipedrive CRM. Then click **"Save"**.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/1U2aVVXRMTL87ClBtw2oW7I09vo.png)
    </Frame>
  </Step>

  <Step>
    Once you are satisfied with your mapping settings, click **"Save Mapping"**.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/QzBkg3p0witeVsUr1VCquVpEW4U.png)
    </Frame>
  </Step>
</Steps>

***

## Person Field Mappings

This step enhances your Pipedrive CRM with detailed contact information, improving your ability to engage with key individuals within companies.

<Note>
  It is compulsory to check the **"Create Contact"** option if you want to sync the contact details for the added companies.
</Note>

<Steps>
  <Step>
    Click the **"Edit"** button.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/zQzvLUDMHQ15Ps56rZObuWFlcg.png)
    </Frame>
  </Step>

  <Step>
    Select the option from the dropdown menu.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/6L3a49IMYq8TrWPWgiR1HJA1Lc.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save"**.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/Za2B2X8HekRNiaw2YQSAKqd2SI.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.

    <Frame>
      ![Mapping Window](https://framerusercontent.com/images/wXQE1AvOFwKOt4Zff3AONCX6KE.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Settings
Source: https://docs.cloudify.biz/pipedrive/e-conomic/configuration/Invoice-quote-order-Settings

Configure how invoices and orders are automatically created in e-conomic based on your Pipedrive pipeline stages, and map the right fields for accurate invoicing.

## Why Invoice/Order Sync Rules Matter

<CardGroup>
  <Card title="Automate invoice creation" icon="bolt">
    Trigger invoice or order creation in e-conomic at exactly the right moment in your sales process.
  </Card>

  <Card title="Ensure data consistency" icon="arrows-rotate">
    Automatically create or update customer information in e-conomic based on your Pipedrive deals.
  </Card>

  <Card title="Save time" icon="clock">
    Eliminate manual data entry and reduce the risk of errors across both platforms.
  </Card>
</CardGroup>

***

## Setting Up Invoice/Order Sync Rules

<Steps>
  <Step title="Navigate to Invoice/Order sync rules">
    Go to the **Invoice/Order sync rules** tab in your integration settings and click **Add Pipeline** to create a new rule.

    <Frame>
      ![Navigate to Invoice/Order sync rules and click Add Pipeline](https://framerusercontent.com/images/jxzHRRXqVacbrPX7mnhPnViwCiU.png)
    </Frame>
  </Step>

  <Step title="Select a Pipeline and Deal Stage">
    For each rule, define the following:

    * **Pipeline** — select the Pipedrive pipeline you want to trigger from.
    * **Deal Stage** — choose the specific stage in the pipeline that will trigger the integration.

    <Frame>
      ![Select the Pipeline and Deal Stage that will trigger the integration](https://framerusercontent.com/images/vSqEpiJTagX9IrIQYMKPUXeQyM.png)
    </Frame>
  </Step>

  <Step title="Choose what to generate">
    Under **Generate**, decide whether to create a **draft invoice** or a **draft order** in e-conomic when the deal reaches the selected stage.

    <Frame>
      ![Choose whether to generate a draft invoice or draft order in e-conomic](https://framerusercontent.com/images/huTdAhbGXlfn5Msz3p5IZw5A0rg.png)
    </Frame>
  </Step>

  <Step title="Add the Pipeline">
    Click **Add Pipeline** to save this sync rule.

    <Frame>
      ![Click Add Pipeline to save the sync rule](https://framerusercontent.com/images/A58Ipuwj7auJOYYnht7illre04.png)
    </Frame>
  </Step>

  <Step title="Attach invoice PDFs and save">
    Optionally, enable **Attach a PDF of the invoice in the deal** to automatically attach generated invoice PDFs to the corresponding Pipedrive deal. Then click **Save**.

    <Frame>
      ![Enable PDF attachment option and click Save](https://framerusercontent.com/images/iQhdq91G1KqTQeJKiChwFdLa5M.png)
    </Frame>
  </Step>
</Steps>

***

## Invoice/Order Field Mappings

### Why Invoice/Order Field Mappings Matter

* **Ensure data consistency** — match the right information between Pipedrive and e-conomic.
* **Customize for your needs** — adapt the integration to fit your unique invoicing process.
* **Save time** — automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy** — correct field mapping is crucial for ensuring accurate invoices in e-conomic.

### Setting Up Invoice/Order Field Mappings

<Steps>
  <Step title="Navigate to Invoice/Order field mappings">
    Go to the **Invoice/Order field mappings** tab in your integration settings. The mappings are divided into three main areas:

    * **Notes and References**
    * **Delivery Address**
    * **Billing Address**
  </Step>

  <Step title="Review and edit existing mappings">
    For each e-conomic field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.

    <Frame>
      ![Review existing Invoice/Order field mappings and edit or delete as needed](https://framerusercontent.com/images/mk37i0hWwMqqMDnnP7Huck4gE.png)
    </Frame>
  </Step>

  <Step title="Prioritize key fields">
    Pay special attention to these key mappings:

    * **Notes Headline** *(mapped to Invoice headline in Pipedrive)*
    * **References** *(mapped to Purchase order number in Pipedrive)*
    * **Date** *(Invoice issue date)*
    * Delivery and Billing address fields

    <Frame>
      ![Key invoice field mappings — Notes, References, Date, and Address fields](https://framerusercontent.com/images/swvEjUktLd9WcnSv9i7WEnzvj78.png)
    </Frame>
  </Step>

  <Step title="Save your mappings">
    After setting your preferred mappings, save your changes.

    <Frame>
      ![Save your Invoice/Order field mappings](https://framerusercontent.com/images/jAFZwOCPIxUlYqDds3XXiK3sEcI.png)
    </Frame>
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in e-conomic. Review and optimise these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, [contact our support team](https://cloudify.biz/contact) — we're here to help you get the most out of your integration.
</Note>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Customer Settings
Source: https://docs.cloudify.biz/pipedrive/e-conomic/configuration/customer-settings

Configure how customer information is matched, created, and updated between Pipedrive and e-conomic to keep data consistent and accurate across both platforms.

Customer Settings are the foundation of your integration, defining how customer information is matched, created, and updated between Pipedrive and e-conomic. Proper configuration here ensures that your customer data remains consistent and accurate across both platforms.

In this section, we'll cover:

* **Customer Matching Rules**
* **Customer Default Mappings**
* **Organization / Person Field Mappings**

These settings help you manage how customer information is transferred and maintained, preventing duplicates and ensuring the right data is always available where you need it.

***

## Customer Matching Rules

### Why Customer Matching Rules Matter

<CardGroup>
  <Card title="Prevent duplicate customers" icon="copy">
    By accurately matching Pipedrive companies and contacts to existing e-conomic customers, you avoid creating duplicate records in e-conomic.
  </Card>

  <Card title="Ensure data consistency" icon="arrows-rotate">
    Matching rules help maintain consistent customer data between both systems, keeping information up to date across platforms.
  </Card>

  <Card title="Streamline customer creation" icon="bolt">
    When a match is not found, the app automatically creates a new customer in e-conomic, saving you time and effort.
  </Card>

  <Card title="Simplify customer management" icon="users">
    Properly configured matching rules make it easier to manage customer relationships across both platforms.
  </Card>
</CardGroup>

### Setting Up Customer Matching Rules

<Steps>
  <Step title="Define Company Matching Criteria">
    1. In the **Pipedrive** dropdown under **Company Matching Criteria**, select the company property you want to use to identify the customer (e.g., CVR).
    2. In the **e-conomic** dropdown, select the corresponding customer field (e.g., Corporate Identification Num.).

    <Frame>
      ![Define Company Matching Criteria — map Pipedrive company field to e-conomic customer field](https://framerusercontent.com/images/iANWR2WOq4mBQhhtIDlBbYLn0.png)
    </Frame>
  </Step>

  <Step title="Define Contact Matching Criteria (Optional)">
    1. Check the box labelled **Enable Primary Contact Sync**.
    2. In the **Pipedrive** dropdown under **Contact Matching Criteria**, select the contact property you want to use to identify the customer (e.g., Phone Number).
    3. In the **e-conomic** dropdown, select the corresponding customer field (e.g., Phone Number).

    <Frame>
      ![Define Contact Matching Criteria — enable primary contact sync and map fields](https://framerusercontent.com/images/KkzgSjE2CCe3Qa1YmAuVp5HRaw.png)
    </Frame>
  </Step>

  <Step title="Choose how to handle the Customer Number">
    Select one of the two options below:

    **Option 1 — Let e-conomic generate the customer number**

    * Select **Let e-conomic create customer number**.
    * Choose whether to store the generated number in a Pipedrive property.

    **Option 2 — Use a number from Pipedrive**

    * Select **Use customer number from Pipedrive**.
    * Select the Pipedrive property that contains the number you want to use as the e-conomic customer number.

    <Frame>
      ![Choose how to handle the e-conomic customer number](https://framerusercontent.com/images/UEQ6jZbfshBKgkbUdiuQWB8zzyU.png)
    </Frame>
  </Step>

  <Step title="Review and Save">
    Carefully review your settings to ensure they align with your business requirements. If everything looks correct, click **Save** to apply your changes.
  </Step>
</Steps>

***

## Customer Default Mappings

**Why Customer Default Mappings Are Important**

* **Ensure all required e-conomic fields are filled** — these mappings provide values for fields that e-conomic requires when creating a new customer.
* **Streamline customer creation** — by setting defaults, you reduce manual data entry and potential errors.
* **Maintain consistency** — all new customers will have the same baseline settings unless overridden by Pipedrive data.

### Setting Up Customer Default Mappings

<Steps>
  <Step title="Navigate to Customer Default Mappings">
    Go to the **Customer Default Mappings** section in your integration settings.
  </Step>

  <Step title="Review the required fields">
    You'll see a list of required e-conomic fields: **Payment Terms**, **Customer Group**, **VAT Zone**, **Currency**, and **Invoice Layout**.
  </Step>

  <Step title="Set a default value for each field">
    For each field, click the dropdown menu next to the field name and select the appropriate default value from the list.
  </Step>

  <Step title="Save your changes">
    After setting your preferred defaults for all required fields, save your changes.

    <Frame>
      ![Customer Default Mappings — set default values for required e-conomic fields](https://framerusercontent.com/images/dGLs3TU9WCzAO3faCXoKpUVBqy8.png)
    </Frame>
  </Step>
</Steps>

***

## Field Mappings (Organization and Person)

**Why Field Mappings Matter**

* **Ensure data consistency** — match the right information between Pipedrive and e-conomic.
* **Customize for your needs** — adapt the integration to fit your unique business processes.
* **Save time** — automate the transfer of customer data, reducing manual entry.
* **Improve data quality** — the more fields you map, the more comprehensive your customer profiles will be in both systems.

### Setting Up Organization Field Mappings

<Steps>
  <Step title="Navigate to Company field mappings">
    Go to the **Company field mappings** section in your integration settings.
  </Step>

  <Step title="Review and edit existing mappings">
    For each e-conomic field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.
  </Step>

  <Step title="Add new mappings">
    To add a new mapping, use the search bar to find specific fields quickly. If a field doesn't exist in Pipedrive, click **Create Property** to add a new custom property.
  </Step>

  <Step title="Prioritize key fields and save">
    Key fields to prioritize include:

    * **Customer Name** *(mandatory)*
    * CVR Number (or equivalent business identifier)
    * Email
    * Phone Number
    * Address

    After setting your preferred mappings, save your changes.

    <Frame>
      ![Organization Field Mappings — map Pipedrive company fields to e-conomic customer fields](https://framerusercontent.com/images/3eDWKQUOH1cx99mSkEsj0uae3ew.png)
    </Frame>
  </Step>
</Steps>

### Setting Up Person Field Mappings

<Steps>
  <Step title="Navigate to Contact field mappings">
    Go to the **Contact field mappings** section in your integration settings.
  </Step>

  <Step title="Map key fields and save">
    Follow the same process as for Company field mappings, paying special attention to these key fields:

    * **Customer Name** — map this to the Pipedrive **Full name** field.
    * Email
    * Phone Number
    * Address

    <Note>
      Using **Full name** is preferable to mapping separate **First name** and **Last name** fields, as it ensures the complete name is transferred correctly.
    </Note>

    <Frame>
      ![Person Field Mappings — map Pipedrive contact fields to e-conomic customer fields](https://framerusercontent.com/images/MvgM91xDmBnH6dmHXHydUEL7yg.png)
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/e-conomic/configuration/getting-started

Now that you've installed the app and connected your accounts, learn how to navigate to the settings page and configure how information flows between Pipedrive and e-conomic.

## Setting Up the Pipedrive to e-conomic Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Pipedrive and e-conomic. The quick install already covered the essential settings. With this guide you will be able to further customize your app if needed.

***

## Finding the Settings Page

<Steps>
  <Step title="Click the profile icon">
    Click the **profile icon** situated on the right side of the screen.

    <Frame>
      ![Click the profile icon on the right side of the screen](https://framerusercontent.com/images/ExPafYpxUML2F6LdcqoCtnFcUQ.png)
    </Frame>
  </Step>

  <Step title="Open Tools and Apps">
    Click **Tools and Apps**.

    <Frame>
      ![Click Tools and Apps](https://framerusercontent.com/images/qYVISQveP8iPvyUczu3VUcugoo.png)
    </Frame>
  </Step>

  <Step title="Go to Marketplace Apps">
    Click **Marketplace Apps** on the left side of the screen.

    <Frame>
      ![Click Marketplace Apps in the left sidebar](https://framerusercontent.com/images/3CFlH01jX9WECyI9SdeJ0FsKv6g.png)
    </Frame>
  </Step>

  <Step title="Open the app menu">
    Click the **three dots** beside the Pipedrive e-conomic app.

    <Frame>
      ![Click the three dots beside the Pipedrive e-conomic app](https://framerusercontent.com/images/1ZK3ISaWzAfIC1QGoDK8qGaJI.png)
    </Frame>
  </Step>

  <Step title="Open Settings">
    Click **Settings**.

    <Frame>
      ![Click Settings in the dropdown menu](https://framerusercontent.com/images/2sncfowIiLZtNzp7uhpTLDveAtc.png)
    </Frame>
  </Step>

  <Step title="You've arrived">
    A **Sync Settings** dialogue box will open where you can make changes according to your requirements.

    <Frame>
      ![Sync Settings dialogue box is now open](https://framerusercontent.com/images/MphA0zwGQDSKufgjdqVKXS2NjM.png)
    </Frame>
  </Step>
</Steps>

***

## The Setup Process

The configuration is divided into three main areas. Each plays a crucial role in determining how your data is synchronized and how your business processes are automated.

<CardGroup>
  <Card title="Customer Settings" icon="user">
    Configure how customer data is synced between Pipedrive and e-conomic.
  </Card>

  <Card title="Product Settings" icon="box">
    Define how products are mapped and synced across both platforms.
  </Card>

  <Card title="Invoice/Order Settings" icon="file-invoice">
    Control how invoices and orders are generated and managed.
  </Card>
</CardGroup>

Let's start by looking at the **Customer Settings**.

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Product Settings
Source: https://docs.cloudify.biz/pipedrive/e-conomic/configuration/product-settings

Define how products from Pipedrive are matched with those in e-conomic, enabling field-based matching or direct connection for accurate product syncing and invoicing.

Product Sync Rules define how products from Pipedrive are matched with those in e-conomic, enabling simple field-based matching or a direct connection without searching — ensuring accurate product syncing and invoicing.

***

## Why Product Sync Settings Matter

<CardGroup>
  <Card title="Accurate product matching" icon="magnifying-glass">
    Ensure products are correctly matched between Pipedrive and e-conomic every time.
  </Card>

  <Card title="Streamlined invoicing" icon="file-invoice">
    Automatically create invoices and orders without manual product lookups.
  </Card>

  <Card title="Consistent product data" icon="arrows-rotate">
    Maintain uniform product information across both platforms at all times.
  </Card>

  <Card title="Handle mismatches gracefully" icon="triangle-exclamation">
    Define fallback behaviour for scenarios where products don't match exactly.
  </Card>
</CardGroup>

***

## Setting Up Product Sync Settings

<Steps>
  <Step title="Searching for Products">
    This method is best when you have a large number of products and want to automatically match them based on a unique identifier.

    1. Go to the **Product sync rules** tab.
    2. Select **Select search parameters**.
    3. Choose a Pipedrive field (e.g., SKU) and match it with an e-conomic field (e.g., Product Number).
    4. When creating an invoice or order, the integration will use this identifier to find the correct product in e-conomic.

    <Note>
      **Example:** If you set SKU (Pipedrive) to match with Product Number (e-conomic), a product with SKU `ABC123` in Pipedrive will be matched with a product that has Product Number `ABC123` in e-conomic.
    </Note>

    <Frame>
      ![Searching for Products — select search parameters to match Pipedrive and e-conomic products](https://framerusercontent.com/images/hRWGGmh3AM1LfpSSvXYevV27eU.png)
    </Frame>
  </Step>

  <Step title="Custom Mappings">
    This method is ideal when you have a small number of products or when product identifiers don't match exactly between Pipedrive and e-conomic.

    1. Go to the **Product sync rules** tab.
    2. Select **Set custom mappings**.
    3. For each e-conomic product, manually select which Pipedrive product(s) it corresponds to.

    <Note>
      **Example:** You might map the Pipedrive product "Premium Package" to the e-conomic product "Premium Service Bundle", even though their names or identifiers don't match exactly.
    </Note>

    <Frame>
      ![Custom Mappings — manually map Pipedrive products to e-conomic products](https://framerusercontent.com/images/PaMLJfd0mTDQAguskRN3y6wk8A.png)
    </Frame>
  </Step>

  <Step title="Handling Products Not Found in e-conomic">
    Scroll down in the **Product sync rules** tab and choose one of the three fallback options:

    <AccordionGroup>
      <Accordion title="Do not generate invoice">
        If no matching product is found in e-conomic, the invoice will not be generated.

        <Frame>
          ![Do not generate invoice when product is not found](https://framerusercontent.com/images/wqU3LgBH45FTxNHjORXoIJIpJU.png)
        </Frame>
      </Accordion>

      <Accordion title="Use a default product">
        When a product is not found, the integration will fall back to a default product from e-conomic to generate the invoice.

        <Frame>
          ![Use a default product when no matching product is found](https://framerusercontent.com/images/mBqEigKXtc94uuSWiirXypIG2o.png)
        </Frame>
      </Accordion>

      <Accordion title="Create a new product">
        The integration will automatically create a new product entry in e-conomic using product details from Pipedrive.

        <Frame>
          ![Create a new product in e-conomic when no match is found](https://framerusercontent.com/images/yUhhC8esU5cEekUjyFClpXnqaa0.png)
        </Frame>
      </Accordion>
    </AccordionGroup>

    Follow the on-screen prompts to set up the necessary details for your chosen option.
  </Step>

  <Step title="Deals Without Line Items">
    At the bottom of the **Product sync rules** tab, find the **Deal Syncing When Products Are Unavailable** section.

    1. Check the box to **Sync the deals which do not have products associated with them**.

    <Frame>
      ![Enable syncing for deals that do not have products associated](https://framerusercontent.com/images/jJJu67ux8Z7RSpzJ0mzLPhko.png)
    </Frame>

    2. Select a default product from e-conomic to use in these cases.

    <Frame>
      ![Select a default product from e-conomic for deals without line items](https://framerusercontent.com/images/yMMasnXRdl34gVQBDrRTMSBIVuo.png)
    </Frame>
  </Step>

  <Step title="Add a Deal-Level Discount as a Line Item">
    Check the **Select a default item to add overall discount as a line item** box and select the product to apply a deal-level discount to the complete deal value in Pipedrive.
  </Step>
</Steps>

***

## Product Field Mappings

**Why Product Field Mappings Matter**

* **Ensure data consistency** — align product information between Pipedrive and e-conomic.
* **Customize for your needs** — tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy** — ensure essential product information is correctly represented in e-conomic for proper accounting.

### Setting Up Product Field Mappings

<Steps>
  <Step title="Navigate to Product field mappings">
    Go to the **Product field mappings** tab in your integration settings.
  </Step>

  <Step title="Review and edit existing mappings">
    For each e-conomic field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.

    <Frame>
      ![Review existing product field mappings and edit or delete as needed](https://framerusercontent.com/images/eMx5hDaC7Z9UjHwavBLINFdOq8.png)
    </Frame>
  </Step>

  <Step title="Prioritize required fields">
    Pay special attention to these required fields:

    * **Name** *(default mapped to Name in Pipedrive)*
    * **Product Number** *(typically mapped to SKU in Pipedrive)*
    * **Product Group**

    <Frame>
      ![Required product fields — Name, Product Number, and Product Group](https://framerusercontent.com/images/Gcz66HFRuZoiuiUIZbrLW0yNCa0.png)
    </Frame>
  </Step>

  <Step title="Save your mappings">
    After setting your preferred mappings, click **Save Mappings** to apply your changes.

    <Frame>
      ![Click Save Mappings to apply your product field mappings](https://framerusercontent.com/images/q3phHbic9Zuzsbi2HCmcHeoo0M.png)
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Explore App Features 
Source: https://docs.cloudify.biz/pipedrive/e-conomic/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Pipedrive to e-conomic integration.

<Accordion title="Save Time with Automatic Deal-to-Invoice, Order, or Quote Creation">
  Turn HubSpot deals into invoices, orders, or quotes instantly as they progress. Stay updated in real time and reduce manual work across your sales and finance teams.

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="Real-Time Financial Metrics in Pipedrive">
  Easily view booked invoice data from e-conomic directly in Pipedrive to make faster, informed decisions without switching tools.

  <Frame>
    <img alt="Yghhmtz Nljsw7p E Qds2a0k ZE Mc" />
  </Frame>
</Accordion>

<Accordion title="Retry Failed Syncs with One Click">
  Easily retrigger unsuccessful integrations to keep your data accurate and up to date.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/e-conomic/get-the-most-out-of-the-app/frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the **"All"** subsection under the **History** section of your Pipedrive deals to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Pipedrive deals into e-conomic invoices, orders or quotes
  * Keep your Pipedrive and e-conomic product and customer data in sync
  * View financial information within Pipedrive contacts
  * Track sync-status in your deal notes
</Accordion>

<Accordion title="My Pipedrive deal has moved to the required deal stage. Where do I check if the invoice/order/quote creation was successful?">
  Expand the "**History**" section in your Pipedrive deal to view the integration updates. You will find the PDF copy of the successful invoice/order/quote attached. If the integration ran into any errors, error logs will be shown as well. You can make necessary changes and then click on the 'Replay' button in the notes to re-run the integration.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order/quote now?">
  Set up triggers for specific deal stages in My apps > Visma e-conomic Integration > Settings > Invoice/Order/Quote
</Accordion>

<Accordion title="Will the invoice/order/quote be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/order/quote in e-conomic. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="Can I connect my Pipedrive account with multiple e-conomic accounts using Cloudify's app?">
  No. You can only connect one e-conomic account to one Pipedrive account at a time. However, you can connect a new e-conomic account if needed, by disconnecting the existing e-conomic connection.
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="I am unable to import my e-conomic customer and product data to Pipedrive with this application.">
  The integration syncs customer and product data from Pipedrive to e-conomic only, not the other way around.
</Accordion>

<Accordion title="What if my Pipedrive contact is not present in e-conomic? Will the integration work?">
  Yes. The integration will create a new customer record in e-conomic using the information from your Pipedrive person/organization added in the deal.
</Accordion>

<Accordion title="What if my Pipedrive product is not present in e-conomic? Will the integration work?">
  The app provides you three options to choose from if a product from Pipedrive is not found in e-conomic:

  * Take no action by skipping invoice/order/quote generation
  * Choose from a default product that serves as a placeholder
  * Create a new product in e-conomic
</Accordion>

<Accordion title="I'm seeing an error message that says 'Products are not enabled for the company'. How do I fix this?">
  To resolve this issue, you need to enable Products in your Pipedrive account:

  1. Click on your profile icon in the top-right corner of Pipedrive
  2. Select "**Tools and apps**" from the dropdown menu
  3. Click on "**Products**"
  4. Click the button to enable products for your company
</Accordion>

<Accordion title="How can I only sync my Customers from Pipedrive to e-conomic">
  * Go to **Organizations** or **Persons** in Pipedrive.
  * In the left-hand panel, locate the **Visma E-conomic Integration** card.
  * Select any timeline and click **Update**.

  The integration will then search for the corresponding customer in Economic If the customer is found, it will retrieve and display the latest financial data. If no matching customer exists, the integration will automatically create a new customer in Economic based on your customer sync settings
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/e-conomic/getting-started/choose-your-subscription-plans



Select the subscription plan according to your requirements and click Next. There are 4 plans:

* **Free Trial:** 15 free syncs to try the integration with basic data sync features between Pipedrive and e-conomic.
* **Basic:** Priced at DKK 99/month, it offers unlimited sync and financial updates for customer data from e-conomic.
* **Premium**: At DKK 199/month, this plan includes comprehensive sync for customers, products, and invoices, along with financial updates and replay functionality for Pipedrive activity logs.
* **Custom**: This plan is tailored to individual business needs and provides a bespoke integration solution with dedicated support, priced on a quote basis.insta

<Frame>
  <img alt="Image" />
</Frame>

### Manage Your Plan

This section allows you to manage your current subscription plan and view billing details. Click on **Manage Plan** to be redirected to select your new subscription plan and make payment for it.


# Overview
Source: https://docs.cloudify.biz/pipedrive/e-conomic/getting-started/overview



Welcome to the Pipedrive e-conomic Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your Pipedrive and e-conomic accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

#### **Integration Benefits**

By integrating Pipedrive with e-conomic, your organization can:

1. Automate invoice generation based on Pipedrive deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial insights directly within Pipedrive
4. Significantly reduce time spent on manual data entry and reconciliation

#### **Data Flow Between Pipedrive and e-conomic**

The table below shows what data is synced between Pipedrive and Visma e-conomic. The data flow is largely unidirectional from Pipedrive to Visma e-conomic, except for the invoice/quote/order PDF copy imported back into Pipedrive as well as updated booked-invoice financial data synced into Pipedrive.

<Frame>
  <img alt="Image" />
</Frame>


# Prerequistes
Source: https://docs.cloudify.biz/pipedrive/e-conomic/getting-started/prerequistes



This document outlines the essential prerequisites for successfully integrating Pipedrive and e-conomic. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

1. An active Pipedrive account with administrative access
2. An active e-conomic account with administrative access
3. Necessary authentication credentials for both platforms


# Connect Visma e-conomic Account
Source: https://docs.cloudify.biz/pipedrive/e-conomic/installation/connect-visma-e-conomic-account

Step-by-step guide to installing the Visma e-conomic sync app in Pipedrive and connecting your e-conomic account.

## How to Install the App

<Steps>
  <Step title="Find the app in the Pipedrive Marketplace">
    Log in to your Pipedrive account and search for the **Visma e-conomic sync** app in the marketplace. If you have already logged into your Pipedrive account, click the application link directly.

    Then click **Install now**.

    <Frame>
      ![Search for Visma e-conomic sync in the Pipedrive marketplace and click Install now](https://framerusercontent.com/images/za094jZU9BcAxa3qrqcrxh9Wj78.png)
    </Frame>
  </Step>

  <Step title="Allow and Install">
    Click **Allow and Install** to grant the necessary permissions.

    <Frame>
      ![Click Allow and Install to grant permissions](https://framerusercontent.com/images/YhqfcnCBfDedE4zOIRIpQQbl0o.png)
    </Frame>
  </Step>

  <Step title="Start the setup">
    Click **Start** to begin the setup process.

    <Frame>
      ![Click Start to begin setup](https://framerusercontent.com/images/U9k8t8nWdtoWnmA0Gf8U7FNgtM0.png)
    </Frame>
  </Step>
</Steps>

***

## Connecting Your e-conomic Account

<Steps>
  <Step title="Connect e-conomic">
    Click **Connect e-conomic** to begin linking your e-conomic account.

    <Frame>
      ![Click Connect e-conomic](https://framerusercontent.com/images/flKpIsPYl2bSS0f5l11kz1eVM.png)
    </Frame>
  </Step>

  <Step title="Proceed through the authentication window">
    You will be redirected to the e-conomic authentication window. Click **OK** to proceed to the next step.

    <Frame>
      ![Click OK in the e-conomic authentication window](https://framerusercontent.com/images/AX2v6X8mdyPa8vy1O6s4HPbwg.png)
    </Frame>
  </Step>

  <Step title="Enter your email">
    Fill in the email address connected to your e-conomic account, then click **Next**.

    <Frame>
      ![Enter your e-conomic email and click Next](https://framerusercontent.com/images/GkNnt7xc4FgUtyxN6OFesu7zULM.png)
    </Frame>
  </Step>

  <Step title="Enter your password">
    Input your password and click **Sign In**.

    <Frame>
      ![Enter your password and click Sign In](https://framerusercontent.com/images/RHFk6QaBgvtH56cdDNcJQwcMpE.png)
    </Frame>
  </Step>

  <Step title="Add the app to your agreement">
    You will be asked for permission to add the app to your agreement. Click **Add App**.

    <Frame>
      ![Click Add App to grant permission](https://framerusercontent.com/images/pch1PiwjtQ1rN5KFtR6S7dhs6T0.png)
    </Frame>
  </Step>

  <Step title="Confirmation">
    You will receive a success message confirming that your e-conomic account is now connected to Pipedrive. Click anywhere on the screen to close the popup.

    <Frame>
      ![Success message confirming e-conomic is connected](https://framerusercontent.com/images/IsZU1Yjqa1wwyeWvkrFIpv5Eot8.png)
    </Frame>
  </Step>

  <Step title="Continue to next steps">
    Click **Continue** to move on to the next steps in the setup.

    <Frame>
      ![Click Continue to proceed](https://framerusercontent.com/images/kJG5fh0pfPNDovEqnGzzINUlM.png)
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Customer Search Rules
Source: https://docs.cloudify.biz/pipedrive/e-conomic/installation/customer-search-rules

Set up Customer Search Rules to seamlessly synchronize customer information between Pipedrive and e-conomic, ensuring data consistency and avoiding duplicate entries.

Set up Customer Search Rules to seamlessly synchronize customer information between Pipedrive and e-conomic, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters — if a match is found, that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

***

## Organization Matching Criteria

Configure Organization matching criteria by selecting a field in Pipedrive (e.g., Organization Name, Email) that corresponds to the chosen e-conomic field. This ensures both platforms refer to the same company data when syncing information, maintaining consistency across systems.

<Frame>
  ![Configure Organization matching criteria between Pipedrive and e-conomic fields](https://framerusercontent.com/images/7QPevkjVKAdsw4kwfeGAIBZPE.png)
</Frame>

***

## Enable Primary Contact Sync

This feature is essential for businesses dealing directly with consumers. It allows individual contacts from Pipedrive to be seamlessly added to e-conomic as customers when there is no associated company.

<Steps>
  <Step title="Enable Primary Contact Sync">
    If your contacts are not linked to an organization, check **Enable Primary Contact Sync** to allow the integration to handle them as customers in e-conomic.
  </Step>

  <Step title="Select the Pipedrive Contact Identifier">
    From the **Pipedrive Contact Identifier** dropdown menu, select the Pipedrive field that uniquely identifies your contacts — such as person name or email.
  </Step>

  <Step title="Select the e-conomic Contact Field">
    From the **e-conomic Contact Field** dropdown menu, select the corresponding field in e-conomic used to match and identify the same contact. This should also be a unique identifier, such as an email address or customer number in e-conomic.
  </Step>

  <Step title="Proceed">
    Click **Next** to continue to the next setup step.

    <Frame>
      ![Enable Primary Contact Sync and configure Pipedrive and e-conomic contact fields](https://framerusercontent.com/images/FIp05xfMmKkvjqkvDR45Me0.png)
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Invoice/Order Sync Rules
Source: https://docs.cloudify.biz/pipedrive/e-conomic/installation/invoice-order-sync-rules

Customize how invoices or orders are generated in e-conomic by linking them to your Pipedrive sales flow.

## Create Invoice/Order Sync Rules

Customize how invoices or orders are generated in e-conomic by linking them to your Pipedrive sales flow.

<Steps>
  <Step title="Select a Pipeline">
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or orders to a specific sales pipeline in Pipedrive, ensuring they are generated at the right stage in your sales process — reducing manual entry errors and improving efficiency.

    <Note>
      Need help? Click [**Get Guided Installation**](https://meetings.hubspot.com/cloudify/app-assistance) if you require assistance from Cloudify experts regarding the installation steps.
    </Note>

    <Frame>
      ![Select a Pipeline from the drop-down menu](https://framerusercontent.com/images/IuhXbxIYZSbXxIKopjfnGuQNw.png)
    </Frame>
  </Step>

  <Step title="Select the Deal Stage">
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the sales pipeline that will trigger the creation of an invoice or order in e-conomic, ensuring the invoicing process aligns perfectly with your established sales flow.

    <Frame>
      ![Select the Deal Stage from the drop-down menu](https://framerusercontent.com/images/GkVRo0k78dzWFOLU1IPNhq9dMkg.png)
    </Frame>
  </Step>

  <Step title="Choose Order or Invoice type">
    Choose the **Order/Invoice** from the drop-down menu. This determines whether a draft invoice or a draft order is created in e-conomic when the deal reaches the selected stage.

    <Frame>
      ![Choose Order or Invoice type from the drop-down menu](https://framerusercontent.com/images/r1TNZeHUtww2foFII7rrezVElH0.png)
    </Frame>
  </Step>

  <Step title="Add the Pipeline">
    After selecting all the required options, click **Add Pipeline**.

    <Frame>
      ![Click Add Pipeline to save the configuration](https://framerusercontent.com/images/zFWPYvUpMs2134SCpaDqIUspWJs.png)
    </Frame>
  </Step>

  <Step title="Continue to the next step">
    The pipeline will be added to the list. Click **Next** to continue.

    <Note>
      You can add more pipelines as per your requirements by clicking **Add Pipeline** again. Need help? Click [**Get Guided Installation**](https://meetings.hubspot.com/cloudify/app-assistance) to reach Cloudify experts.
    </Note>

    <Frame>
      ![Pipeline added — click Next to proceed](https://framerusercontent.com/images/OYegI2v3Uu4s4XPXT4vM12JrmGA.png)
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Product Sync Rules
Source: https://docs.cloudify.biz/pipedrive/e-conomic/installation/product-sync-rules

Define how products from Pipedrive are matched with those in e-conomic, enabling field-based matching or direct connection for accurate product syncing and invoicing.

Product Sync Rules define how products from Pipedrive are matched with those in e-conomic, enabling simple field-based matching or a direct connection without searching — ensuring accurate product syncing and invoicing.

***

## Simple Search

Use this feature to match products between Pipedrive and e-conomic by correlating a specific field, such as SKU or product number. This is particularly useful for users who have long product lists.

Choose the corresponding field in Pipedrive and e-conomic for automatic identification from the respective dropdowns.

<Frame>
  ![Simple Search — match products between Pipedrive and e-conomic by field](https://framerusercontent.com/images/6n7gBHEZNaFnqEFKKf2063lzUsk.png)
</Frame>

***

## Direct Link

Connect products directly without searching. This option is useful for users who have short product lists. Map the Pipedrive fields with the e-conomic fields and click **Save Mappings**.

<Frame>
  ![Direct Link — map Pipedrive fields to e-conomic fields and save](https://framerusercontent.com/images/8LkcsPH4cVtxWAoGAjRylfkxyuA.png)
</Frame>

***

## Advanced Settings

These settings apply when a product is not found during the search. Choose one of the three fallback options below:

<AccordionGroup>
  <Accordion title="Skip invoice generation">
    Select this option if you prefer **not** to create an invoice when a product isn't found in e-conomic.

    <Frame>
      ![Skip invoice generation when a product is not found in e-conomic](https://framerusercontent.com/images/iaGhq8o6pWtd6Us0FKLF1tFOxF0.png)
    </Frame>
  </Accordion>

  <Accordion title="Use a default product">
    When a product is not found in e-conomic, the integration will use a **default product** from e-conomic to generate the invoice. If you select this option, you must specify a default product from your e-conomic product list.

    <Frame>
      ![Use a default product from e-conomic when no match is found](https://framerusercontent.com/images/h5x1IRDOyqwrdNWw17A2igYKw.png)
    </Frame>
  </Accordion>

  <Accordion title="Create a new product in e-conomic">
    This option automatically generates a new product entry in e-conomic when a matching item isn't found, using product details from Pipedrive. You must specify the **product group** to ensure the new product aligns with the correct category in e-conomic.

    Select the product group and click **Finish**.

    <Frame>
      ![Create a new product in e-conomic when no match is found](https://framerusercontent.com/images/LtIQVHuszL99DfxP7jyGSPiQ8jc.png)
    </Frame>
  </Accordion>
</AccordionGroup>

***

## Sync Deals Without Associated Products

This option applies when a deal has no products attached and you still want to sync it. Enable this option, select a default product, and click **Finish**.

<Frame>
  ![Sync deals that do not have products associated with them](https://framerusercontent.com/images/LtIQVHuszL99DfxP7jyGSPiQ8jc.png)
</Frame>

***

## Select a Default Product for Overall Discount as a Line Item

Use this feature to incorporate invoice-level discounts as line items in e-conomic. This lets you apply a standard discount to entire deals, displaying it as a default product within the Pipedrive deal.

<Frame>
  ![Select a default product to add an overall discount as a line item](https://framerusercontent.com/images/h8c8IWZqluceP2QoghdyBWZDQ.png)
</Frame>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Customer Settings
Source: https://docs.cloudify.biz/pipedrive/fortnox/configuration/customer-settings



Customer Settings are the foundation of your integration, defining how customer information is matched, created, and updated between Pipedrive and Fortnox. Proper configuration here ensures that your customer data remains consistent and accurate across both platforms.

In this section, we'll cover:

* **Customer Matching Rules**
* **Customer Default Mappings**
* **Field Mappings**

***

## Customer Matching Rules

### Why Customer Matching Rules Matter

1. **Prevent duplicate customers:** By accurately matching Pipedrive companies and contacts to existing Fortnox customers, you avoid creating duplicate records in Fortnox.
2. **Ensure data consistency:** Matching rules help maintain consistent customer data between Pipedrive and Fortnox, ensuring both systems have the most up-to-date information.
3. **Streamline customer creation:** When a match is not found, the app automatically creates a new customer in Fortnox, saving you time and effort.
4. **Simplify customer management:** Properly configured matching rules make it easier to manage your customer relationships across both platforms.

### Setting Up Customer Matching Rules

<Steps>
  <Step>
    **Define Company Matching Criteria**

    In the **"Pipedrive"** dropdown under **"Company Matching Criteria"**, select the company property you want to use to identify the customer (e.g., CVR). In the **"Fortnox"** dropdown, select the corresponding customer field (e.g., Corporate Identification Num.).

    <Frame>
      ![Customer Settings](https://framerusercontent.com/images/llgoymc0EP1mWGDkjzdSrrvdK4.png)
    </Frame>
  </Step>

  <Step>
    **Define Contact Matching Criteria** (Optional)

    Check the box labelled **"Enable Primary Contact Sync"**. In the **"Pipedrive"** dropdown under **"Contact Matching Criteria"**, select the contact property (e.g., Phone number). In the **"Fortnox"** dropdown, select the corresponding customer field (e.g., Phone Number).

    <Frame>
      ![Customer Settings](https://framerusercontent.com/images/I7ZMPJzLCEGD2XbO960ludla7k.png)
    </Frame>
  </Step>

  <Step>
    **Choose How to Handle the Customer Number**

    * **Option 1 — Let Fortnox generate the customer number:** Select **"Let Fortnox create customer number"** and choose whether to store the generated number in a Pipedrive property.
    * **Option 2 — Use a number from Pipedrive:** Select **"Use customer number from Pipedrive"** and select the Pipedrive property that contains the number you want to use.

    <Frame>
      ![Customer Settings](https://framerusercontent.com/images/FQ85VgQuB7iiAQPKbhJgsv5rFk.png)
    </Frame>
  </Step>

  <Step>
    **Review and Save**

    Carefully review your settings to ensure they align with your business requirements. Click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Customer Default Mappings

### Why Customer Default Mappings Are Important

* **Ensure all required Fortnox fields are filled:** These mappings provide values for fields that Fortnox requires to create a new customer.
* **Streamline customer creation:** By setting defaults, you reduce manual data entry and potential errors.
* **Maintain consistency:** All new customers will have the same baseline settings unless overridden by Pipedrive data.

### Setting Up Customer Default Mappings

<Steps>
  <Step>
    Navigate to the **Customer Default Mappings** section in your integration settings.
  </Step>

  <Step>
    You'll see a list of required Fortnox fields: **Payment Terms**, **Customer Group**, **VAT Zone**, **Currency**, and **Invoice Layout**.
  </Step>

  <Step>
    For each field, click on the dropdown menu next to the field name and select the appropriate default value.
  </Step>

  <Step>
    After setting your preferred defaults for all required fields, click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Field Mappings (Organization and Person)

### Why Field Mappings Matter

* **Ensure data consistency:** Match the right information between Pipedrive and Fortnox.
* **Customize for your needs:** Adapt the integration to fit your unique business processes.
* **Save time:** Automate the transfer of customer data, reducing manual entry.
* **Improve data quality:** The more fields you map, the more comprehensive your customer profiles will be in both systems.

### Setting Up Organization Field Mappings

<Steps>
  <Step>
    Navigate to the **Organization Field Mappings** section in your integration settings.

    <Frame>
      ![Customer Settings](https://framerusercontent.com/images/AjHCC2vpCGETL210V3PfF8zK6TA.png)
    </Frame>
  </Step>

  <Step>
    For each Fortnox field, the default Pipedrive field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.
  </Step>

  <Step>
    To add a new mapping, use the search bar to find specific fields. If a field doesn't exist in Pipedrive, click **"Create Property"** to add a new custom property.
  </Step>

  <Step>
    Key fields to prioritize:

    * **Customer Name** (mandatory)
    * **CVR Number** (or equivalent business identifier)
    * **Email**
    * **Phone Number**
    * **Address**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.
  </Step>
</Steps>

### Setting Up Person Field Mappings

<Steps>
  <Step>
    Navigate to the **Person Field Mappings** section in your integration settings.

    <Frame>
      ![Customer Settings](https://framerusercontent.com/images/a4U3Jj6Iipt6bnprWVecgcqabg.png)
    </Frame>
  </Step>

  <Step>
    Follow the same process as for Organization field mappings, paying special attention to these key fields:

    * **Customer Name** — map to the Pipedrive **"Full Name"** field
    * **Email**
    * **Phone Number**
    * **Address**

    <Note>
      Using **"Full Name"** is preferable to mapping separate **"First Name"** and **"Last Name"** fields, as it ensures the complete name is transferred correctly.
    </Note>
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/fortnox/configuration/getting-started



## Setting up the Pipedrive to Fortnox Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Pipedrive and Fortnox. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To Find the Settings Page

<Steps>
  <Step>
    Click the **profile icon** on the right side of the screen.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/LfifeQO2539qWONxM7e5WZJv48.png)
    </Frame>
  </Step>

  <Step>
    Click **"Tools and Apps"**.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/9PiiG516I5WPfBhCjvtMbVRaboM.png)
    </Frame>
  </Step>

  <Step>
    Click **"Marketplace Apps"** on the left side of the screen.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/MndawKpzRUZTfmMaNppUOO9ExLs.png)
    </Frame>
  </Step>

  <Step>
    Click the **"Pipedrive Fortnox app"**.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/t6H4By74lXMJMXi3cjVIo7wB898.png)
    </Frame>
  </Step>

  <Step>
    Click **"Settings"**.

    <Frame>
      ![Getting Started](https://framerusercontent.com/images/iRKBXgccAgApbHl7uMmKxbccOY.png)
    </Frame>
  </Step>

  <Step>
    A Sync Settings dialogue box will open where you can make changes according to your requirements.
  </Step>
</Steps>

The setup process is divided into three main areas:

1. **Customer Settings**
2. **Product Settings**
3. **Invoice/Order Settings**

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated. Let's start by looking at the Customer Settings.

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Settings
Source: https://docs.cloudify.biz/pipedrive/fortnox/configuration/invoice-order-settings



## Why Invoice/Order Sync Rules Matter

* **Automate invoice/order creation:** Trigger invoice or order creation in Fortnox at the right moment in your sales process.
* **Ensure data consistency:** Automatically create or update customer information in Fortnox based on your Pipedrive deals.
* **Save time:** Eliminate manual data entry and reduce the risk of errors.

***

## Setting Up Invoice/Order Sync Rules

<Steps>
  <Step>
    Navigate to the **"Invoice/Order Sync Rules"** tab in your integration settings.
  </Step>

  <Step>
    Click **"Add Pipeline"** to create a new rule.
  </Step>

  <Step>
    For each rule, define the following three elements:

    **Pipeline** — Select the Pipedrive pipeline you want to trigger from.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/g6lW0Dzqxw9MfyQSforsoPE2E.png)
    </Frame>

    **Deal Stage** — Choose the specific stage in the pipeline that will trigger the integration.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/aQK6IxIbGdRl8peFA1MDknO94.png)
    </Frame>

    **Generate** — Decide whether to create a draft invoice or a draft order in Fortnox.

    <Frame>
      ![Setting Up Invoice/Order Sync Rules](https://framerusercontent.com/images/7YFLt9oTAsUGLcK5fOspJV1HvnM.png)
    </Frame>
  </Step>

  <Step>
    You can add multiple rules for different pipelines or stages as needed.
  </Step>

  <Step>
    After setting up your rules, click **"Save"** to apply your changes.
  </Step>
</Steps>

***

## Invoice/Order Field Mappings

### Why Invoice/Order Field Mappings Matter

* **Ensure data consistency:** Match the right information between Pipedrive and Fortnox.
* **Customize for your needs:** Adapt the integration to fit your unique invoicing process.
* **Save time:** Automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy:** Correct field mapping is crucial for ensuring accurate invoices in Fortnox.

### Setting Up Invoice/Order Field Mappings

<Steps>
  <Step>
    Navigate to the **"Invoice/Order Field Mappings"** tab in your integration settings.
  </Step>

  <Step>
    The mappings are divided into three main areas:

    * Notes and References
    * Delivery Address
    * Billing Address
  </Step>

  <Step>
    For each Fortnox field, the default Pipedrive field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.

    <Frame>
      ![Setting Up Invoice/Order Field Mappings](https://framerusercontent.com/images/ij5QNQvrfvZ6XG9IzwYD9y5LGnk.png)
    </Frame>
  </Step>

  <Step>
    Pay special attention to these key mappings:

    * **Notes Headline** — mapped to Invoice headline in Pipedrive
    * **References** — mapped to Purchase order number in Pipedrive
    * **Date** — Invoice issue date
    * **Delivery and Billing address fields**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save"** to apply your changes.

    <Frame>
      ![Setting Up Invoice/Order Field Mappings](https://framerusercontent.com/images/ObogaUgbNQDWXxDoIpLG65uvDc.png)
    </Frame>
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in Fortnox. Take the time to review and optimize these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, don't hesitate to reach out to our support team.
</Note>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Settings
Source: https://docs.cloudify.biz/pipedrive/fortnox/configuration/product-settings



Product sync settings are important because they:

1. Ensure accurate product matching between Pipedrive and Fortnox
2. Streamline invoice and order creation
3. Maintain consistent product data across platforms
4. Handle scenarios where products may not match exactly

***

## Setting Up Product Sync Settings

### Option 1: Searching for Products

This method is best when you have a large number of products and want to match them automatically based on a unique identifier.

<Steps>
  <Step>
    Go to the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Select **"Select Search Parameters"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/9QsyUrE8xGqYnv2RMSXjHgnuLY.png)
    </Frame>
  </Step>

  <Step>
    Choose a Pipedrive field (e.g., SKU) and match it with a Fortnox field (e.g., Product Number). When creating an invoice or order, the integration will use this identifier to find the correct product in Fortnox.

    <Note>
      **Example:** If you set SKU (Pipedrive) to match with Product Number (Fortnox), a product with SKU **"ABC123"** in Pipedrive will be matched with a product that has Product Number **"ABC123"** in Fortnox.
    </Note>
  </Step>
</Steps>

### Option 2: Custom Mappings

This method is ideal when you have a small number of products or when product identifiers don't match exactly between Pipedrive and Fortnox.

<Steps>
  <Step>
    Go to the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Select **"Set Custom Mappings"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/m12EsSwPUpZj5Av6X7SOVGJdq70.png)
    </Frame>
  </Step>

  <Step>
    For each Fortnox product, manually select which Pipedrive product(s) it corresponds to.

    <Note>
      **Example:** You might map the Pipedrive product "Premium Package" to the Fortnox product "Premium Service Bundle", even though their names or identifiers don't match exactly.
    </Note>
  </Step>
</Steps>

### Option 3: Handling Products Not Found in Fortnox

<Steps>
  <Step>
    Scroll down in the **"Product Sync Rules"** tab.
  </Step>

  <Step>
    Choose one of three options:

    * **Do not generate invoice**

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/lXRU1YytkCvqp1z5XKilw78kjtw.png)
    </Frame>

    * **Use a default product**

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/WeCDM3o4r13EHEaVI8q69eWJkag.png)
    </Frame>

    * **Create a new product**

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/aEIGEV4CrrhGI2NcggCUgAbevA.png)
    </Frame>
  </Step>

  <Step>
    Follow the prompts to set up the necessary details for your chosen option.
  </Step>
</Steps>

### Option 4: Deals Without Line Items

<Steps>
  <Step>
    At the bottom of the **"Product Sync Rules"** tab, find the **"Deal Syncing When Products Are Unavailable"** section.
  </Step>

  <Step>
    Check the box to **"Sync the deals which do not have products associated with them"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/XnBtzw7f7OWjKNfU7CTm940M.png)
    </Frame>
  </Step>

  <Step>
    Select a default product from Fortnox to use in these cases.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/HZxzjF8EY06OQO4H6MeFnRsGx8.png)
    </Frame>
  </Step>
</Steps>

### Deal-Level Discount

Check the **"Select a default item to add overall discount as a line item"** box and select the product to add a deal-level discount to the complete deal value in Pipedrive.

***

## Product Field Mappings

### Why Product Field Mappings Matter

* **Ensure data consistency:** Align product information between Pipedrive and Fortnox.
* **Customize for your needs:** Tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy:** Ensure that essential product information is correctly represented in Fortnox for proper accounting.

### Setting Up Product Field Mappings

<Steps>
  <Step>
    Navigate to the **"Product Field Mappings"** tab in your integration settings.
  </Step>

  <Step>
    For each Fortnox field, the default Pipedrive field will be shown (if applicable). Click **"Edit"** to change the mapping or **"Delete"** to remove it.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/d3jWR8380ffnDXv3UFX7iONGSg.png)
    </Frame>
  </Step>

  <Step>
    Pay special attention to these required fields:

    * **Name** — default mapped to Name in Pipedrive
    * **Product Number** — typically mapped to SKU in Pipedrive
    * **Product Group**
  </Step>

  <Step>
    After setting your preferred mappings, click **"Save Mappings"** to apply your changes.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/UOOe55VGrnNgtrTvLz0x9AS5qk.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Explore App Features
Source: https://docs.cloudify.biz/pipedrive/fortnox/get-the-most-out-of-the-app/explore-app-features

Discover the new features designed to automate billing and streamline your Pipedrive to Fortnox integration.

<Accordion title="Save Time by Auto-Creating Invoices and Orders from Pipedrive Deals">
  Automatically turn your Pipedrive deals into Fortnox invoices or orders as they progress. Eliminate manual entry, speed up billing, and keep everything in sync with real-time updates.

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="Track Financial Performance Directly in Pipedrive">
  Instantly view Fortnox invoice metrics within Pipedrive. Track financial performance in real time, make informed decisions, and keep your sales and finance teams aligned without switching platforms.
</Accordion>

<Accordion title="Fix Failed Syncs Instantly with One-Click Replay">
  Quickly resolve unsuccessful Pipedrive–Fortnox syncs. View detailed error messages and use one-click replay to recover failed invoices or orders keeping your data accurate and processes running smoothly.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/fortnox/get-the-most-out-of-the-app/faqs



<Note>
  **IMPORTANT**: Always check the **"All"** subsection under the **History** section of your Pipedrive deals to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  Turn your Pipedrive deals into Fortnox invoices or orders

  Keep your Pipedrive and Fortnox product and customer data in sync

  View financial information within Pipedrive contacts

  Track sync-status in your deal notes
</Accordion>

<Accordion title="I get this error when I try to create invoices/orders in Fortnox: 'The workflow execution failed due to this error: There is no active license for the desired scope'. How do I fix this?">
  Fortnox requires a few scopes enabled before you can create an invoice or order:Fa: InvoiceOo: Order & QuoteAr: Asset register

  If you are looking to create an invoice, then please ensure that Fa and Ar are enabledIf you are creating an order, then you would need Oo and ArRequired scopes are shown in the image below:

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="My Pipedrive deal has moved to the required deal stage. Where do I check if the invoice/order creation was successful?">
  Expand the "History" section in your Pipedrive deal to view the integration updates. You will find the PDF copy of the successful invoice/order attached. If the integration ran into any errors, error logs will be shown as well. You can make necessary changes and then click on the 'Replay' button in the notes to re-run the integration.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order now?">
  Set up triggers for specific deal stages in My apps > Fortnox Integration > Settings > Invoice/Order
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/order in Fortnox. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="Can I connect my Pipedrive account with multiple Fortnox accounts using Cloudify's app?">
  No. You can only connect one Fortnox account to one Pipedrive account at a time. However, you can connect a new Fortnox account if needed, by disconnecting the existing Fortnox connection.
</Accordion>

<Accordion title="I am unable to import my Fortnox customer and product data to Pipedrive with this application.">
  The integration syncs customer and product data from Pipedrive to Fortnox only, not the other way around.
</Accordion>

<Accordion title="I'm seeing an error message that says 'Products are not enabled for the company'. How do I fix this?">
  To resolve this issue, you need to enable Products in your Pipedrive account:

  * Click on your profile icon in the top-right corner of Pipedrive
  * Select "Tools and apps" from the dropdown menu
  * Click on "Products"
  * Click the button to enable products for your company
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="What if my Pipedrive contact is not present in Fortnox? Will the integration work?">
  Yes. The integration will create a new customer record in Fortnox using the information from your Pipedrive person/organization added in the deal.
</Accordion>

<Accordion title="What if my Pipedrive product is not present in Fortnox? Will the integration work?">
  The app provides you three options to choose from if a product from Pipedrive is not found in Fortnox:

  * Take no action by skipping invoice/order generation
  * Choose from a default product that serves as a placeholder
  * Create a new product in Fortnox
</Accordion>

<Accordion title="I have connected my Fortnox account to Pipedrive but I can't see the created invoice/order in Fortnox.">
  Check:

  * Your Pipedrive deal notes for any sync errors
  * Your Fortnox connection status
  * If needed, try the "Replay" option in deal notes

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the "**Replay**" option in your deal's history notes. This allows you to retry any failed sy
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  No. Failed integration attempts are not counted towards your usage. You will only be charged for successful invoice/order creations.
</Accordion>

<Accordion title="How can I only sync my Customers from Pipedrive to Fortnox">
  * Go to **Organizations** or **Persons** in Pipedrive.
  * In the left-hand panel, locate the **Fortnox Sync** card.
  * Select any timeline and click **Update**.

  The integration will then search for the corresponding customer in Fortnox. If the customer is found, it will retrieve and display the latest financial data. If no matching customer exists, the integration will automatically create a new customer in Fortnox based on your customer sync settings
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/pipedrive/fortnox/getting-started/overview

Welcome to the Pipedrive-Fortnox Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your Pipedrive and Fortnox accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

<iframe title="Pipedrive Fortnox Integration Overview" />

## Integration Benefits

By integrating Pipedrive with Fortnox, your organization can:

1. Automate invoice generation based on Pipedrive deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial insights directly within Pipedrive
4. Significantly reduce time spent on manual data entry and reconciliation

## Data Flow Between Pipedrive and Fortnox

The table below shows what data is synced between Pipedrive and Fortnox. The data flow is largely unidirectional from Pipedrive to Fortnox, except for the invoice/order PDF copy imported back into Pipedrive as well as updated booked-invoice data synced into Pipedrive.

<Frame>
  ![Data Flow Between Pipedrive and Fortnox](https://framerusercontent.com/images/59ZvCw1kSLjj5c4paAd1QDII1gQ.png)
</Frame>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Prerequisites
Source: https://docs.cloudify.biz/pipedrive/fortnox/getting-started/prerequisites

This document outlines the essential prerequisites for successfully integrating Pipedrive and Fortnox. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

Before beginning the integration process, please ensure you have:

1. An active Pipedrive account with administrative access
2. An active Fortnox account with administrative access
3. Necessary authentication credentials for both platforms

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/fortnox/installation/choose-subscription-plans



Select the subscription plan according to your requirements and click **"Next"**. There are 4 plans available:

* **Free Trial** — 15 free syncs to try the integration with basic data sync features between Pipedrive and Fortnox.
* **Basic** — SEK 149/month. Offers unlimited sync and financial updates for customer data from Fortnox.
* **Premium** — SEK 299/month. Includes comprehensive sync for customers, articles, and invoices, along with financial updates and replay functionality for Pipedrive activity logs.
* **Custom** — Tailored to individual business needs. Provides a bespoke integration solution with dedicated support, priced on a quote basis.

<Frame>
  ![Choose Your Subscription Plans](https://framerusercontent.com/images/GVfZBxcG9Yxwy5fz9uuYg8.png)
</Frame>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Connect Fortnox Account
Source: https://docs.cloudify.biz/pipedrive/fortnox/installation/connect-fortnox-account



## How to Install the App

<Steps>
  <Step>
    Log in to your Pipedrive account and search for **"Fortnox Integration"** in the marketplace. If you already have a Pipedrive account, you can click the application link directly.
  </Step>

  <Step>
    Click **"Install Now"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/W0OefDsIGtxB0sv58zjUNWaXYdA.png)
    </Frame>
  </Step>

  <Step>
    Click **"Allow and Install"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/0en1rRzHbi6DSbRxk62zyCLp4.png)
    </Frame>
  </Step>

  <Step>
    Click **"Start"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/jaQSXLFdrurlJWHfIK3ggj5s.png)
    </Frame>
  </Step>
</Steps>

***

## Connecting Your Fortnox Account

<Steps>
  <Step>
    Click **"Connect Fortnox"** to connect your Fortnox account.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/7EbakOT3ASWavhjyaIj4P6VhsyM.png)
    </Frame>
  </Step>

  <Step>
    Enter the email address connected to your Fortnox account and click **"Next"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/t1fcaSkUQSWFUAdB1nJ4P5I9U.png)
    </Frame>
  </Step>

  <Step>
    Enter your password and click **"Log In"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/HapLVxwWA7h5YJTANQxee08DurM.png)
    </Frame>
  </Step>

  <Step>
    You will be asked to grant permission to add the app to your agreement. Click **"Accept Permission"**.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/VPpYxecZm9aYbXulMhtKFDcnaU.png)
    </Frame>
  </Step>

  <Step>
    You will receive a success message. Click anywhere on the screen to move to the next step.
  </Step>

  <Step>
    Click **"Continue"**. Your Fortnox account is now connected to Pipedrive.

    <Frame>
      ![Connect Fortnox account](https://framerusercontent.com/images/h9SwbyqRFqJoPrG2KOXktS235BY.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Search Rules
Source: https://docs.cloudify.biz/pipedrive/fortnox/installation/customer-search-rules



Set up Customer Search Rules to seamlessly synchronize customer information between Pipedrive and Fortnox, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters — if a match is found, that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

***

## Company Matching Criteria

<Steps>
  <Step>
    From the **"Pipedrive Company Identifier"** dropdown, select the Pipedrive field you want to use for matching (e.g., Organization Name, Email).
  </Step>

  <Step>
    From the **"Fortnox Company Field"** dropdown, select the corresponding field in Fortnox. This ensures both platforms refer to the same company data when syncing, maintaining consistency across systems.

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/324rv5e6zMIO5yUK7Hj2yetwct0.png)
    </Frame>
  </Step>
</Steps>

***

## Enable Primary Contact Sync

This feature is essential for businesses dealing directly with consumers, allowing individual contacts from Pipedrive to be added to Fortnox as customers when there is no associated company.

<Steps>
  <Step>
    Check **"Enable Primary Contact Sync"** if your contacts are not associated with a company.
  </Step>

  <Step>
    From the **"Pipedrive Contact Identifier"** dropdown, select the Pipedrive field that uniquely identifies your contacts (e.g., person name or email).
  </Step>

  <Step>
    From the **"Fortnox Contact Field"** dropdown, select the corresponding field in Fortnox to match and identify the same contact. This should also be a unique identifier such as an email address or customer number.

    <Frame>
      ![Customer Search Rules](https://framerusercontent.com/images/7tKtpeisw7vzh6E3eiaCyjvFDk8.png)
    </Frame>
  </Step>

  <Step>
    Click **"Next"**.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Invoice/Order Sync Rules
Source: https://docs.cloudify.biz/pipedrive/fortnox/installation/invoice-order-sync-rules



Customize how invoices or orders are generated in Fortnox by linking them to your Pipedrive sales flow.

<Steps>
  <Step>
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or orders to a specific sales pipeline in Pipedrive, ensuring they are generated at the right time in your sales process.

    <Note>
      If you require assistance from Cloudify experts, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance).
    </Note>

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/OGlXnFM4rKVDkUTmxzIoBzey9UI.png)
    </Frame>
  </Step>

  <Step>
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the pipeline that will trigger the creation of an invoice or order in Fortnox, ensuring the invoicing process aligns with your sales flow.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/MqcXXWfctY5aFaAkrHrmJIly6I.png)
    </Frame>
  </Step>

  <Step>
    Choose **Order** or **Invoice** from the drop-down menu to decide what type of draft document is created in Fortnox.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/UVsflufHoOcxej5aBUmghGSbYg0.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"** to save the rule.

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/LEEwavywyXoENhps5gsXSLZlA.png)
    </Frame>
  </Step>

  <Step>
    The pipeline will be added. Click **"Next"** to continue.

    <Note>
      You can add more pipelines as needed by clicking **"Add Pipeline"** again. If you need assistance, feel free to [book a Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=cd58e7cf-3178-4c1d-a9c3-7fdc434d7193) with Cloudify experts.
    </Note>

    <Frame>
      ![Invoice/Order Sync Rules](https://framerusercontent.com/images/k5JySBdYZs013ORv9hFFxp55Q.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Product Sync Rules
Source: https://docs.cloudify.biz/pipedrive/fortnox/installation/product-sync-rules



Product Sync Rules define how products from Pipedrive are matched with those in Fortnox, enabling simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

***

## Option 1: Simple Search

This method matches products between Pipedrive and Fortnox by correlating a specific field such as SKU or product number. It's particularly useful for users with long product lists.

<Steps>
  <Step>
    From the **Pipedrive** dropdown, select the field you want to use for product matching (e.g., SKU).
  </Step>

  <Step>
    From the **Fortnox** dropdown, select the corresponding field for automatic identification.

    <Frame>
      ![Product Sync Rules](https://framerusercontent.com/images/wQQPTWO1iI9FI1D6TWFJyWinvaE.png)
    </Frame>
  </Step>
</Steps>

***

## Option 2: Direct Link

This method connects products directly without searching. It's ideal for users with short product lists.

<Steps>
  <Step>
    Map the Pipedrive fields with the corresponding Fortnox fields.

    <Frame>
      ![Product Sync Rules](https://framerusercontent.com/images/0uEswSkPEfYKh9R0iAurvp6OF8.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Customer Settings
Source: https://docs.cloudify.biz/pipedrive/msbc/configuration/customer-settings



Customer Settings are the foundation of your integration, defining how customer information is matched, created, and updated between Pipedrive and Business Central. Proper configuration here ensures that your customer data remains consistent and accurate across both platforms.

In this section, we'll cover:

* **Customer matching rules**
* **Customer default mappings**
* **Field mappings**

These settings will help you manage how customer information is transferred and maintained, preventing duplicates and ensuring that the right data is always available where you need it.

## Customer Matching Rules

### **Why Customer Matching Rules Matter**

Customer matching rules are crucial because they:

1. **Prevent duplicate customers**: By accurately matching Pipedrive companies and contacts to existing Business Central customers, you avoid creating duplicate records in Business Central.
2. **Ensure data consistency:** Matching rules help maintain consistent customer data between Pipedrive and Business Central, ensuring that both systems have the most up-to-date information.
3. **Streamline customer creation**: When a match is not found, the app automatically creates a new customer in Business Central, saving you time and effort.
4. **Simplify customer managemen**t: Properly configured matching rules make it easier to manage your customer relationships across both platforms.

### **Setting Up Customer Matching Rules**

**Define Search Parameters:** Set search preferences to match Pipedrive companies with Microsoft Business Central customers using specific fields, reducing duplicates by verifying existing records. Select a field (such as Organization Name) from a drop-down in Pipedrive for the customer sync rules and select a corresponding field (Customer Name) from the drop-down in Microsoft Business Central. Click "**Save"**.

<Frame>
  <img alt="Image" />
</Frame>

**Enable Primary Contact Sync:** This feature is essential for businesses dealing directly with consumers. It allows the seamless addition of individual contacts from Pipedrive to Microsoft Business Central as customers when there's no associated company. Therefore, if this is the case, check “Enable Primary Contact Sync.” From the "Pipedrive Contact Identifier" dropdown menu, select the Pipedrive field that uniquely identifies your contacts, such as person name and email.

From the "**Microsoft Business Central Contact Field**" dropdown menu, select the corresponding field in Microsoft Business Central that should be used to match and identify the same contact. This should also be a unique identifier like an email address or customer number in Microsoft Business Central. Click "**Next**".

<Frame>
  <img alt="Image" />
</Frame>

Select one of two options for handling the customer number when a customer is created in Microsoft Business Central: You can select whether Microsoft Business Central creates the customer number or take it from Pipedrive when creating new customer records. 

<Frame>
  <img alt="Image" />
</Frame>

**Microsoft Business Central Customer Number Field:** This option is conditional based on the previous selection.

Select the Pipedrive field that will store the value of the auto-generated Microsoft Business Central customer number. You can also choose not to store it anywhere in Pipedrive. It helps with integrated tracking, or you can opt not to retain this number within Pipedrive for a cleaner dataset.

<Frame>
  <img alt="Image" />
</Frame>

Or you can choose to take the customer number from Pipedrive, for which you need to select the Pipedrive customer number field.

<Frame>
  <img alt="Image" />
</Frame>

After you have selected the parameters, scroll down and click **Save**.

## Customer Default Mappings

### Why Customer Default Mappings Are Important

* **Ensure all required Business Central fields are filled:** These mappings provide values for fields that Business Central requires to create a new customer.
* **Streamline customer creation:** By setting defaults, you reduce manual data entry and potential errors.
* **Maintain consistency**: All new customers will have the same baseline settings unless overridden by Pipedrive data.

### **Setting Up Customer Default Mappings**

The company default mapping is applied to fill key fields with preset values during new customer creation in Microsoft Business Central from Pipedrive when certain data is missing.

Set default values for key fields to facilitate customer and invoice creation in Microsoft Business Central. These default values will be applied automatically whenever a new customer is created. Select the options that fit your preference and click "**Save**".

## Field Mappings (Organization and Person)

### **Why Field Mappings Matter**

* **Ensure data consistency:** Match the right information between Pipedrive and Business Central.
* **Customize for your needs:** Adapt the integration to fit your unique business processes.
* **Save time**: Automate the transfer of customer data, reducing manual entry.
* **Improve data quality:** The more fields you map, the more comprehensive your customer profiles will be in both systems.

### **Setting Up Company Field Mappings**

Organization field mappings dictate the flow of customer data from Pipedrive to Microsoft Business Central, allowing for tailored synchronization of company information to align with specific business needs. You can customize these mappings according to your specific business requirements by clicking Edit > Select the Pipedrive field from the drop-down box and click "**Save**".

<Frame>
  <img alt="Image" />
</Frame>

### Setting Up Person Field Mappings

Define the field mapping between Pipedrive persons and Microsoft Business Central customers. This step shows how customer data will flow from Pipedrive to Microsoft Business Central when a new customer is created. You can customize these mappings according to your specific business requirements by clicking Edit > Select the Pipedrive field from the drop-down box and click **"Save Mappings**".

<Frame>
  <img alt="Image" />
</Frame>


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/msbc/configuration/getting-started



**How to Change the App Settings After Installation**

<Steps>
  <Step>
    Click the profile icon situated on the right side of the screen.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Tools and Apps**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Marketplace Apps**", which is on the screen's left side

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click the **"Microsoft Business Central app"**.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Settings**".

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>


# Invoice/Order Settings
Source: https://docs.cloudify.biz/pipedrive/msbc/configuration/invoice-order-settings



## Why Invoice/Order Sync Rules Matter

* **Automate invoice/order creation**: Trigger invoice or order creation in Business Central at the right moment in your sales process.
* **Ensure data consistency**: Automatically create or update customer information in Business Central based on your Pipedrive deals.
* **Save time**: Eliminate manual data entry and reduce the risk of errors.

## Setting Up Invoice/Order Sync Rules

Customize how invoices or orders are generated in Microsoft Business Central by linking them to your Pipedrive sales flow. You can add a new Pipeline or delete the previous one.

<Steps>
  <Step>
    Select a **"Pipeline"**

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/KZNXPGFKsQbVNsSgnkoF9qTPtw.png)
    </Frame>
  </Step>

  <Step>
    Select a **"Deal Stage"**

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/p6Jf8AbJt98uGvnJruvutz5qrA.png)
    </Frame>
  </Step>

  <Step>
    Select **"Invoice Creation"**

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/SVGUyNcAng9XB1cDQXp1PNQpDI.png)
    </Frame>
  </Step>

  <Step>
    Click **"Add Pipeline"**

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/QpPjIrkKS0tsA8T3NwWJzhXOwN4.png)
    </Frame>
  </Step>

  <Step>
    You can attach PDFs of your successfully generated invoices to the deal by clicking **"Attach a PDF of the invoice in the deal"**. Then click **"Save"**.

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/SmPT60LaScEnBI2Pz325TqjbsE.png)
    </Frame>
  </Step>
</Steps>

***

## Invoice/Order Field Mappings

### Why Invoice/Order Field Mappings Matter

* **Ensure data consistency**: Match the right information between Pipedrive and Business Central.
* **Customize for your needs**: Adapt the integration to fit your unique invoicing process.
* **Save time**: Automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy**: Correct field mapping is crucial for ensuring accurate invoices in Business Central.

### Setting Up Invoice/Order Field Mappings

This option allows you to align and transfer invoice-related data from Pipedrive to Microsoft Business Central, giving you control over how each piece of data is represented in the invoicing process. This ensures that every detail from Pipedrive corresponds accurately to the related field in Microsoft Business Central, facilitating a consistent and error-free invoicing workflow.

<Steps>
  <Step>
    Click **"Edit"**

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/Kqo6Pi8a7dEND8kCOu9hmf8Ptw.png)
    </Frame>
  </Step>

  <Step>
    Select the option from the drop-down box.

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/AAdOmRWTlrkKET9ZqFGaiJ6noQ4.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save"**.

    <Frame>
      ![Invoice/Order Settings](https://framerusercontent.com/images/IvEbC6wxZCFuSNRdypOyQ23PWy4.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in Business Central. Take the time to review and optimize these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, don't hesitate to reach out to our support team.
</Note>


# Product Settings
Source: https://docs.cloudify.biz/pipedrive/msbc/configuration/product-settings



Product sync settings are important because they:

1. Ensure accurate product matching between Pipedrive and Business Central
2. Streamline invoice and order creation
3. Maintain consistent product data across platforms
4. Handle scenarios where products may not match exactly

***

## Setting Up Product Sync Settings

Manage how items are identified and matched between Pipedrive and Microsoft Business Central. Select the method of product search that best suits your needs, ensuring accurate invoice creation.

### Option 1: Select Search Parameters

Choose this method to set specific parameters for searching products in Microsoft Business Central when the integration is triggered.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/aRDAHhPVGlVPQ128vTdPDt5h4.png)
</Frame>

### Option 2: Set Custom Mappings

Select this method to link specific products one-to-many between Pipedrive and Microsoft Business Central directly.

<Steps>
  <Step>
    Click **"Custom Mappings"**.
  </Step>

  <Step>
    Click **"Not Mapped"** for the specific Microsoft Business Central field.
  </Step>

  <Step>
    Select the item from the drop-down box.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/0C9SJwGde9QG3jssl19vB1mTi6U.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.
  </Step>
</Steps>

***

## Advanced Settings

This option handles cases where a product is not found during the search. Choose one of the three behaviours below:

### Skip Invoice Generation

Select this option if you prefer not to create an invoice when a product isn't found in Microsoft Business Central.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/LUcn76YLFmAw3NZlcZjRZQODRGU.png)
</Frame>

### Use a Default Item

When an item is not found in Microsoft Business Central, the integration will fall back to a default item to generate the invoice. If you select this option, you must specify a default item from your Microsoft Business Central item list.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/iLotCnES9CdVETEgEJAWrGhXfLk.png)
</Frame>

### Create a New Item in Microsoft Business Central

Automatically generates a new item entry in Microsoft Business Central when a matching item isn't found, using the product details from Pipedrive.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/mlHQHRKO16F2vNhbG2AUkYMTj4o.png)
</Frame>

***

## Sync Deals Without Products

This option applies when a deal has no products associated with it but you still want to sync it. Check the option, select a default product, and click **"Finish"**.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/gWVfHCti083RTX9QxOcR7KGeoQo.png)
</Frame>

***

## Select a Default Item to Add an Overall Discount as a Line Item

Use this feature to incorporate invoice-level discounts as line items in Microsoft Business Central. This enables you to apply a standard discount to entire deals, displaying it as a default product within the Pipedrive deal.

<Frame>
  ![Product Settings](https://framerusercontent.com/images/BZI3SK0yxy8rGbpl3aNi5pYjHE.png)
</Frame>

***

## Product Field Mappings

### Why Product Field Mappings Matter

* **Ensure data consistency:** Align product information between Pipedrive and Business Central.
* **Customize for your needs:** Tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy:** Ensure that essential product information is correctly represented in Business Central for proper accounting.

### Setting Up Product Field Mappings

Product field mapping involves customizing how item data aligns between Pipedrive and Microsoft Business Central by setting equivalent fields. This ensures that item information like names and numbers is consistently and accurately transferred between the two systems.

<Steps>
  <Step>
    Click **"Edit"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/aeTcl57iRXiYBzeyIo68S7gIJF4.png)
    </Frame>
  </Step>

  <Step>
    Select the Pipedrive field you want to map from the drop-down menu.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/tE4HVHN9i1G03P0Jp6igcmVZcmc.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/ZxYWgi1OtpwJHaT3ZFzcNjWt8.png)
    </Frame>
  </Step>

  <Step>
    Click **"Save Mappings"**.

    <Frame>
      ![Product Settings](https://framerusercontent.com/images/KbSLvJUzKteqbedHyO5aB3P6WDk.png)
    </Frame>
  </Step>
</Steps>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Explore App Features
Source: https://docs.cloudify.biz/pipedrive/msbc/get-the-most-out-of-the-app/explore-app-features

Discover the new features designed to automate billing and streamline your Pipedrive to Business Central integration.

<Accordion title="Save Time by Auto-Creating Invoices and Orders from Deals">
  Automatically convert Pipedrive deals into Microsoft Business Central invoices or orders as they progress. Eliminate manual data entry, reduce errors, and speed up your billing process with real-time updates and seamless syncing.

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="Stay Financially Informed with Real-Time Invoice Data">
  View booked invoice metrics from Microsoft Business Central directly within Pipedrive. Access up-to-date financial data instantly to make smarter, faster business decisions—without leaving your CRM.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Easily Recover Failed Syncs with One Click">
  Quickly identify and retry unsuccessful syncs. Get detailed error messages and use one-click replay to resolve issues—keeping your data accurate and workflows uninterrupted.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Tip>
  **Got unique integration needs?**\
  Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/msbc/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the "**All**" subsection under the **History** section of your Pipedrive deals to view the status of your integration run.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Pipedrive deals into Business Central invoices or Orders
  * Keep your Pipedrive and Business Central product and customer data in sync
  * View financial information within Pipedrive contacts
  * Track sync-status in your Pipedrive deal notes
</Accordion>

<Accordion title="My Pipedrive deal has moved to the required deal stage. Where do I check if the invoice/order creation was successful?">
  Expand the "**History**" section in your Pipedrive deal to view the integration updates. You will find the PDF copy of the successful invoice attached. Please note that Business Central does not provide a PDF copy of the sales order, just the sales invoice PDF back into Pipedrive. If the integration ran into any errors, error logs will be shown as well. You can make necessary changes and then click on the 'Replay' button in the notes to re-run the integration.
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/order now?">
  Set up triggers for specific deal stages in My apps > Business Central Integration > Settings > Invoice/Order
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/order in Business Central. It won't be automatically sent to your customers. You'll need to send it to your customer manually for now.
</Accordion>

<Accordion title="Can I connect my Pipedrive account with multiple Business Central accounts using Cloudify's app?">
  No. You can only connect one Business Central account to one Pipedrive account at a time. However, you can connect a new Business Central account if needed, by disconnecting the existing Business Central connection.
</Accordion>

<Accordion title="Can I connect multiple Business Central environments to Pipedrive using this integration?">
  At the moment, only a single environment can be connected.
</Accordion>

<Accordion title="I am unable to import my Business Central customer and product data to Pipedrive with this application.">
  The integration syncs customer and product data from Pipedrive to Business Central only, not the other way around.
</Accordion>

<Accordion title="How do I just create a customer in my accounting system from Pipedrive if I don't want to create an invoice/order?">
  You need to manually open each company or people in Pipedrive respectively and click on "**Update**" in the CRM card.
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="What if my Pipedrive contact is not present in Business Central? Will the integration work?">
  Yes. The integration will create a new customer record in Business Central using the information from your Pipedrive person/organization added in the deal.
</Accordion>

<Accordion title="What if my Pipedrive product is not present in Business Central? Will the integration work?">
  The app provides you three options to choose from if a product from Pipedrive is not found in Business Central:

  * Take no action by skipping invoice/order generation
  * Choose from a default product that serves as a placeholder
  * Create a new product in Business Central
</Accordion>

<Accordion title="I have connected my Business Central account to Pipedrive but I can't see the created invoice/order in Business Central.">
  Check:

  * Your Pipedrive deal notes for any sync errors
  * Your Business Central connection status
  * If needed, try the "Replay" option in deal notes
  * Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the "**Replay**" option in your deal's history notes. This allows you to retry any failed sync attempts.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  Failed integration attempts are not counted towards your usage. You will only be charged for successful invoice/order creations.
</Accordion>

<Accordion title="I get the error Workflow execution failed: Error while creating customer. What should be done here?">
  This error could come up due to two major reasons:

  * Limited permissions in Business Central (Check with your Business Central admin if the connected BC account has the required licenses and permissions for customer creation in Business Central)
  * No templates assigned to a customer (Watch this video to learn how to enable this)
</Accordion>

<Accordion title="How can I only sync my Customers from Pipedrive to Business Central">
  * Go to **Organizations** or **Persons** in Pipedrive.
  * In the left-hand panel, locate the **Business Central Integration** card.
  * Select any timeline and click **Update**.

  The integration will then search for the corresponding customer in Business Central. If the customer is found, it will retrieve and display the latest financial data. If no matching customer exists, the integration will automatically create a new customer in Business Central based on your customer sync settings
</Accordion>

<Tip>
  **Got unique integration needs?**<br />Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes.

  [Advanced integration settings](https://custom.cloudify.biz/)
</Tip>


# Overview
Source: https://docs.cloudify.biz/pipedrive/msbc/getting-started/overview



Welcome to the Pipedrive-Business Central Integration Setup Guide. This comprehensive resource will help you connect your Pipedrive and Microsoft Dynamics 365 Business Central accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

**Integration Benefits**

By integrating Pipedrive with Business Central, your organization can:

1. Automate invoice and order generation based on Pipedrive deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial and inventory insights directly within Pipedrive
4. Significantly reduce time spent on manual data entry and reconciliation
5. Streamline your quote-to-cash process

**Data Flow Between Pipedrive and Business Central**

The table below shows what data is synced between Pipedrive and Business Central. The data flow is largely unidirectional from Pipedrive to Business Central except for the invoice PDF copy imported back into Pipedrive as well as updated booked-invoice data synced into Pipedrive.

<Frame>
  <img alt="Image" />
</Frame>


# Prerequisites
Source: https://docs.cloudify.biz/pipedrive/msbc/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Pipedrive and Microsoft Business Central. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

1. An active Pipedrive account with administrative access
2. An active Business Central account with administrative access
3. Necessary authentication credentials for both platforms


# Assign Template to a Customer on BC
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/assign-template-to-a-customer-on-bc



Watch the video to understand how to assign a template to a customer when it's created on Business Central. Here, we show you how to add three mandatory posting-group fields in Business Central for your integration to run smoothly.

<Note>
  **Note**: Setting these default values are mandatory for the integration to run. If these default values are already set, then there is no need to set them again. If not already set, please follow the steps shared below
</Note>

<iframe title="YouTube video player" />

## Step-by-Step Instructions:

<Steps>
  <Step>
    Click on the search bar and type “**API”**. Select “**API Setup**” from the search result

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the drop-down button next to “**Table ID**” and select "**Customer**” from the list

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the drop-down in the "**Template Code**" field. Click on “**+ New**” button

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    In the “**Code**” section, enter any default code. For example, “**CUS001**”. In the “**Description**” section, enter a short description. For example, “**for posting group fields**”

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the empty space under “**Field Name**”

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the search button and enter “**post**”. This will show all posting-group fields. Click on “**Customer Posting Group**” and press “**OK**”

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Enter the Code and Description as shown below. Then click on the three-dots under “**Default Value**”

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Select a code from this list.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Repeat the steps for the remaining posting-group fields. Click again on the empty space under the **Customer Posting Group** field name.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the search icon and type “**post**” again. Now add “**Gen. Bus. Posting Group**” first, followed by “**VAT Bus. Posting Group**”

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on the back button or somewhere outside to close this window. 

    <Frame>
      <img alt="Image" />
    </Frame>

    For any queries or concerns while setting up default values, please write to [support@cloudify.biz](mailto:support@cloudify.biz)
  </Step>
</Steps>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/choose-your-subscription-plans



Select the subscription plan according to your requirements and click Next. There are 4 plans:

* **Free Trial:** 15 free syncs to try the integration with basic data sync features between Pipedrive and Microsoft Business Central.
* **Basic:** Priced at USD \$15/month, it offers unlimited sync and financial updates for customer data from Microsoft Business Central.
* **Premium:** At USD \$30/month, this plan includes comprehensive sync for customers, items, and invoices, along with financial updates and replay functionality for Pipedrive activity logs.
* **Custom**: This plan is tailored to individual business needs and provides a bespoke integration solution with dedicated support, priced on a quote basis

  <Frame>
    <img alt="Image" />
  </Frame>


# Connect Business Central 
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/connect-business-central-account



**How to Install the App**

<Steps>
  <Step>
    Log in to your Pipedrive account and search for the ‘Microsoft Business Central Integration’ in the marketplace. If you have already logged into your Pipedrive account, click the [application link](https://www.pipedrive.com/en/marketplace/app/microsoft-business-central-integration/ddad0faf2cd31fc0) directly.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click **"Install now**". 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click **"Allow and Install."** 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Start**". 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step title="Connecting Microsoft Business Central account">
    Click **“Connect Microsoft Business Central**” to connect your Microsoft Business Central account.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    You will be asked to input your Microsoft Business Central credentials. First, fill in the email ID connected to your Microsoft Business Central account. Click "**Next**".

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Input the password and click **"Log In".**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    You will receive a successful message. Click anywhere on the screen to move to the next step.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Continue**". The Microsoft Business Central account is connected to your HubSpot.
  </Step>

  <Step title="Select Company & Environment">
    Choose the environment and company within Business Central where you would like the app installed. Click "**Next**".

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>


# Customer Search Rule
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/customer-search-rules



Set up Customer Search Rules to seamlessly synchronize customer information between Pipedrive and Microsoft Business Central, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters; if a match is found, that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

**Organization Matching Criteria**

You can configure company matching criteria by selecting a field in Pipedrive (e.g., Organization Name, Email) corresponding to the chosen Microsoft Business Central field. This ensures both platforms refer to the same company data when syncing information, maintaining consistency across systems.

<Frame>
  <img alt="Image" />
</Frame>

**Enable Primary Contact Sync**

###### This feature is essential for businesses dealing directly with consumers, allowing the seamless addition of individual contacts from Pipedrive to Microsoft Business Central as customers when there's no associated company. Therefore, if this is the case, check “**Enable Primary Contact Sync.**” From the "**Pipedrive Contact Identifier**" dropdown menu, select the Pipedrive field that uniquely identifies your contacts, such as person name and email.

From the "**Microsoft Business Central Contact Field**" dropdown menu, select the corresponding field in Microsoft Business Central that should be used to match and identify the same contact. This should also be a unique identifier like an email address or customer number in Microsoft Business Central. Click "**Next**".

<Frame>
  <img alt="Image" />
</Frame>


# Invoice Order
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/invoice-order-sync-rules



Customize how invoices or orders are generated in Microsoft Business Central by linking them to your Pipedrive sales flow.

**Select a Pipeline from the drop-down menu:**

This step allows you to link the creation of invoices or orders to a specific sales pipeline in Pipedrive. It ensures that the invoices or orders are generated at the right time in the sales process, improving efficiency and reducing the risk of errors associated with manual entry.

<Frame>
  <img alt="Image" />
</Frame>

**Select the Deal Stage from the drop-down menu**:

Here, you select the particular stage within the sales pipeline that will trigger the creation of an invoice or order in Microsoft Business Central. This ensures the invoicing process aligns perfectly with your established sales flow.

<Frame>
  <img alt="Image" />
</Frame>

**Choose the Order/Invoice from the drop-down menu:**

This action involves creating a draft invoice/order as per the requirement.

<Frame>
  <img alt="Image" />
</Frame>

After selecting the required options, click **"Add Pipeline".**

<Frame>
  <img alt="Image" />
</Frame>

The pipeline will be added. Click "**Next**".

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  **Note**: You can add more pipelines as per your requirements by clicking on Add Pipeline. Feel free to click [Get Guided Installation](https://meetings.hubspot.com/cloudify/app-assistance?uuid=cd58e7cf-3178-4c1d-a9c3-7fdc434d7193) if you require assistance from Cloudify experts regarding the installation steps.
</Note>


# Product Sync Rules
Source: https://docs.cloudify.biz/pipedrive/msbc/installation/product-sync-rules



Product Sync Rules define how products from Pipedrive are matched with those in Microsoft Business Central, enabling a simple field-based matching or a direct connection without searching to ensure accurate product syncing and invoicing.

## Simple search

This feature is used to match products between Pipedrive and Microsoft Business Central by correlating a specific field, such as SKU or product number. It's particularly useful for users who have long product lists. Choose the corresponding field in Pipedrive and Microsoft Business Central for automatic identification from the respective dropdowns.

<Frame>
  <img alt="Image" />
</Frame>

## Direct Link

You can connect products directly without searching. This option is useful for users who have short product lists. Map the Pipedrive fields with the Microsoft Business Central fields and click **"Save Mappings"**.

## Advance Settings

This option is useful when a product is not found in the search. It offers three options, which are:

### Skip invoice generation

Select this option if you prefer not to create an invoice when a product isn't found in Microsoft Business Central.

<Frame>
  <img alt="Image" />
</Frame>

### Use a default item

When an item is not found in Microsoft Business Central, it will use a default item from Microsoft Business Central to generate the invoice. If you select this option, you must specify a default item from your Microsoft Business Central item list.

<Frame>
  <img alt="Image" />
</Frame>

### Create a new item in Microsoft Business Central

This option automatically generates a new item entry in Microsoft Business Central when a matching product isn't found using product details from Pipedrive.

<Frame>
  <img alt="Image" />
</Frame>

## Sync deals which do not have products associated with them

This option is applicable when there are no products in a deal and the user wants to sync the deal. You can check this option. Select the product and click "**Finish**".

<Frame>
  <img alt="Image" />
</Frame>

## Select a default item to add an overall discount as a line item

Opt for this feature to incorporate invoice-level discounts as line items in Microsoft Business Central when chosen. This enables you to apply a standard discount to entire deals, effortlessly showcasing it as a default product within the Pipedrive deal.

<Frame>
  <img alt="Image" />
</Frame>


# Customer Settings
Source: https://docs.cloudify.biz/pipedrive/xero/configuration/customer-settings

Configure how customer information is matched, created, and updated between Pipedrive and Xero to keep data consistent and accurate across both platforms.

In this section, we'll cover:

* **Customer Sync Rules**
* **Customer Default Mappings**
* **Organization and Person Field Mappings**

These settings help you manage how customer information is transferred and maintained, preventing duplicates and ensuring the right data is available in both systems.

***

## Customer Matching Rules

### Why Customer Matching Rules Matter

<CardGroup>
  <Card icon="copy" title="Prevent duplicate customers">
    By accurately matching Pipedrive companies and contacts to existing Xero customers, you avoid creating duplicate records in Xero.
  </Card>

  <Card icon="arrows-rotate" title="Ensure data consistency">
    Matching rules help maintain consistent customer data between Pipedrive and Xero, keeping information up to date across both systems.
  </Card>

  <Card icon="bolt" title="Streamline customer creation">
    When a match is not found, the app automatically creates a new customer in Xero, saving you time and effort.
  </Card>

  <Card icon="users" title="Simplify customer management">
    Properly configured matching rules make it easier to manage customer relationships across both platforms.
  </Card>
</CardGroup>

### Setting Up Customer Matching Rules

<Steps>
  <Step title="Define Company Matching Criteria">
    1. In the **Pipedrive** dropdown under **Organisation Matching Criteria**, select the company property you want to use to identify the customer (e.g., CVR).
    2. In the **Xero** dropdown, select the corresponding customer field (e.g., Corporate Identification Num.).
  </Step>

  <Step title="Define Contact Matching Criteria (Optional)">
    1. Check the box labelled **Enable Primary Contact Sync**.
    2. In the **Pipedrive** dropdown under **Contact Matching Criteria**, select the contact property you want to use to identify the customer (e.g., Phone Number).
    3. In the **Xero** dropdown, select the corresponding customer field (e.g., Phone Number).
  </Step>

  <Step title="Choose how to handle the Customer Number">
    Select one of the two options below:

    **Option 1 — Let Xero generate the customer number**

    * Select **Let Xero create customer number**.
    * Choose whether to store the generated number in a Pipedrive property.

    **Option 2 — Use a number from Pipedrive**

    * Select **Use customer number from Pipedrive**.
    * Select the Pipedrive property that contains the number you want to use as the Xero customer number.
  </Step>

  <Step title="Review and Save">
    Carefully review your settings to ensure they align with your business requirements. If everything looks correct, click **Save** to apply your changes.
  </Step>
</Steps>

***

## Customer Default Mappings

### Why Customer Default Mappings Are Important

* **Ensure all required Xero fields are filled** — these mappings provide values for fields that Xero requires when creating a new customer.
* **Streamline customer creation** — by setting defaults, you reduce manual data entry and potential errors.
* **Maintain consistency** — all new customers will have the same baseline settings unless overridden by Pipedrive data.

### Setting Up Customer Default Mappings

<Steps>
  <Step title="Navigate to Customer Default Mappings">
    Go to the **Customer Default Mappings** section in your integration settings.
  </Step>

  <Step title="Review the required fields">
    You'll see a list of required Xero fields: **Payment Terms**, **Customer Group**, **VAT Zone**, **Currency**, and **Invoice Layout**.
  </Step>

  <Step title="Set a default value for each field">
    For each field, click the dropdown menu next to the field name and select the appropriate default value from the list.
  </Step>

  <Step title="Save your changes">
    After setting your preferred defaults for all required fields, save your changes.
  </Step>
</Steps>

***

## Field Mappings (Company and Contact)

### Why Field Mappings Matter

* **Ensure data consistency** — match the right information between Pipedrive and Xero.
* **Customize for your needs** — adapt the integration to fit your unique business processes.
* **Save time** — automate the transfer of customer data, reducing manual entry.
* **Improve data quality** — the more fields you map, the more comprehensive your customer profiles will be in both systems.

### Setting Up Company Field Mappings

<Steps>
  <Step title="Navigate to Company field mappings">
    Go to the **Company field mappings** section in your integration settings.
  </Step>

  <Step title="Review and edit existing mappings">
    For each Xero field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.
  </Step>

  <Step title="Add new mappings">
    To add a new mapping, use the search bar to find specific fields quickly. If a field doesn't exist in Pipedrive, click **Create Property** to add a new custom property.
  </Step>

  <Step title="Prioritize key fields and save">
    Key fields to prioritize include:

    * **Customer Name** *(mandatory)*
    * CVR Number (or equivalent business identifier)
    * Email
    * Phone Number
    * Address

    After setting your preferred mappings, save your changes.
  </Step>
</Steps>

### Setting Up Contact Field Mappings

<Steps>
  <Step title="Navigate to Contact field mappings">
    Go to the **Contact field mappings** section in your integration settings.
  </Step>

  <Step title="Map key fields and save">
    Follow the same process as for Company field mappings, paying special attention to these key fields:

    * **Customer Name** — map this to the Pipedrive **Full name** field.
    * Email
    * Phone Number
    * Address

    <Note>
      Using **Full name** is preferable to mapping separate **First name** and **Last name** fields, as it ensures the complete name is transferred correctly.
    </Note>

    After setting your preferred mappings, save your changes.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Getting Started
Source: https://docs.cloudify.biz/pipedrive/xero/configuration/getting-started

Now that you've installed the app and connected your accounts, learn how to navigate to the settings page and configure how information flows between Pipedrive and Xero.

## Setting Up the Pipedrive to Xero Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Pipedrive and Xero. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

***

## Finding the Settings Page

<Steps>
  <Step title="Open My Apps">
    Find the **Marketplace icon** in the top right of the page, click on the **My Apps** icon, and select the Xero app from the list.

    <Frame>
      ![Click the Marketplace icon, open My Apps, and select the Xero app](https://framerusercontent.com/images/eRM0D9BhLZs6RGx4dEi3Wy0XwmI.png)
    </Frame>
  </Step>

  <Step title="Open Settings">
    Select **Settings**.

    <Frame>
      ![Select Settings from the Xero app options](https://framerusercontent.com/images/gWXB3Lhc0vrP6MWzX90qv5fDEfQ.png)
    </Frame>
  </Step>
</Steps>

***

## What You Can Configure Here

From the Settings page, you can make changes across the following areas. Click and navigate to the relevant section in the left panel to proceed.

<CardGroup>
  <Card icon="user" title="Customer Settings">
    Configure how customer data is synced between Pipedrive and Xero.
  </Card>

  <Card icon="box" title="Product Settings">
    Define how products are mapped and synced across both platforms.
  </Card>

  <Card icon="file-invoice" title="Invoice/Quote Settings">
    Control how invoices and quotes are generated and managed.
  </Card>

  <Card icon="plug" title="Connect / Disconnect Xero">
    Manage your Xero account connection at any time.
  </Card>

  <Card icon="credit-card" title="Manage Your Subscription">
    View and update your current subscription plan.
  </Card>
</CardGroup>

Let's start by looking at the **Customer Settings** first.

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Invoice/Quote Settings
Source: https://docs.cloudify.biz/pipedrive/xero/configuration/invoice-quotes-settings

Configure how invoices and quotes are automatically created in Xero based on your Pipedrive pipeline stages, and map the right fields for accurate invoicing.

## Why Invoice/Quote Sync Rules Matter

<CardGroup>
  <Card icon="bolt" title="Automate invoice creation">
    Trigger invoice or quote creation in Xero at exactly the right moment in your sales process.
  </Card>

  <Card icon="arrows-rotate" title="Ensure data consistency">
    Automatically create or update customer information in Xero based on your Pipedrive deals.
  </Card>

  <Card icon="clock" title="Save time">
    Eliminate manual data entry and reduce the risk of errors across both platforms.
  </Card>
</CardGroup>

***

## Setting Up Invoice/Quote Sync Rules

<Steps>
  <Step title="Navigate to Invoice/Quote sync rules">
    Go to the **Invoice/Quote sync rules** tab in your integration settings and click **Add Pipeline** to create a new rule.
  </Step>

  <Step title="Define the three key elements for each rule">
    For each rule, configure the following:

    * **Pipeline** — select the Pipedrive pipeline you want to trigger from.
    * **Deal Stage** — choose the specific stage in the pipeline that will trigger the integration.
    * **Generate** — decide whether to create a draft invoice or a draft quote in Xero.
  </Step>

  <Step title="Add multiple rules if needed">
    You can add multiple rules for different pipelines or stages as needed.
  </Step>

  <Step title="Save your changes">
    After setting up your rules, save your changes to apply them.
  </Step>
</Steps>

***

## Invoice/Quote Field Mappings

**Why Invoice/Quote Field Mappings Matter**

* **Ensure data consistency** — match the right information between Pipedrive and Xero.
* **Customize for your needs** — adapt the integration to fit your unique invoicing process.
* **Save time** — automate the transfer of invoice data, reducing manual entry and potential errors.
* **Guarantee accuracy** — correct field mapping is crucial for ensuring accurate invoices in Xero.

### Setting Up Invoice/Quote Field Mappings

<Steps>
  <Step title="Navigate to Invoice/Quote field mappings">
    Go to the **Invoice/Quote field mappings** tab in your integration settings. The mappings are divided into three main areas:

    * **Notes and References**
    * **Delivery Address**
    * **Billing Address**
  </Step>

  <Step title="Review and edit existing mappings">
    For each Xero field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.
  </Step>

  <Step title="Prioritize key fields">
    Pay special attention to these key mappings:

    * **Notes Headline** *(mapped to Invoice headline in Pipedrive)*
    * **References** *(mapped to Purchase order number in Pipedrive)*
    * **Date** *(Invoice issue date)*
    * Delivery and Billing address fields
  </Step>

  <Step title="Save your changes">
    After setting your preferred mappings, save your changes to apply them.
  </Step>
</Steps>

<Note>
  Correct field mapping is essential for ensuring accurate invoices in Xero. Review and optimise these mappings regularly. If you're unsure about which fields to map or how to handle specific scenarios, [contact our support team](https://meetings.hubspot.com/cloudify/app-assistance) — we're here to help you get the most out of your integration.
</Note>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# One-click Invoices/Quotes
Source: https://docs.cloudify.biz/pipedrive/xero/configuration/one-click-invoices-quotes

Learn how to manually create, manage, split, duplicate, and sync invoices or quotes directly from a Pipedrive deal using the Xero Integration panel.

## Creating an Invoice or Quote from a Deal

<Steps>
  <Step title="Open the Xero Integration panel">
    Go to a Deal in Pipedrive and navigate to the **Xero Integration** section in the left panel.

    <Frame>
      ![Navigate to the Xero Integration section within a Pipedrive deal](https://framerusercontent.com/images/SaFtvixJclxQRsbnuPqTokvC0.png)
    </Frame>
  </Step>

  <Step title="Create an invoice or quote">
    Click **Create invoice/quotes**.

    <Frame>
      ![Click Create invoice/quotes in the Xero Integration panel](https://framerusercontent.com/images/LP1rGqajPWcUt5Pxoy79JiQ9fpE.png)
    </Frame>
  </Step>

  <Step title="Add invoice details or start a new one">
    Once the window opens, you will get multiple options to manage your invoice or quote manually. Add relevant invoice details in this window, or click the blue **+** icon to create a new invoice or quote.

    <Frame>
      ![Add invoice details or click the + icon to create a new invoice or quote](https://framerusercontent.com/images/YacK3GzZga5SGv50GAm0aE2oDgM.png)
    </Frame>
  </Step>

  <Step title="Select contact, currency, tax, and account details">
    Select the contact, currency, tax, and account details to get started.

    <Frame>
      ![Select contact, currency, tax, and account details](https://framerusercontent.com/images/qgOZ8z131MJkCu2lJ5fQta5A.png)
    </Frame>
  </Step>

  <Step title="Set invoice-specific details">
    Select invoice-specific details such as **Invoice date**, **Due date**, **Status**, and **Tax preferences**.

    <Frame>
      ![Set Invoice date, Due date, Status, and Tax preferences](https://framerusercontent.com/images/46i8Lb69F57yXGVissoRp3C4bGo.png)
    </Frame>
  </Step>

  <Step title="Add line items">
    Add new products to your draft invoice by clicking **+ Add Line Item**.

    <Note>
      You can only select products using this option if they are already present in Xero.
    </Note>

    <Frame>
      ![Click + Add Line Item to add products to the draft invoice](https://framerusercontent.com/images/YH5CFbw6peogI7H7zc4Djp3AOJQ.png)
    </Frame>
  </Step>

  <Step title="Customize accounts, taxes, and amounts (optional)">
    Add custom preferences to individual products by clicking **Customize Accounts, Taxes and Amounts**.

    <Frame>
      ![Click Customize Accounts, Taxes and Amounts for product-level customization](https://framerusercontent.com/images/LCcJEQftobmK0deOgJQBrsHNfw.png)
    </Frame>
  </Step>

  <Step title="Split the invoice (optional)">
    Split your invoice into two by specifying a percentage ratio. Click the **three dots** and select **Split**.

    <Warning>
      You can only split an invoice while it is in **DRAFT** status. Once an invoice has moved out of the DRAFT stage, the Split option is disabled.
    </Warning>

    <Frame>
      ![Click the three dots and select Split to divide the invoice by percentage](https://framerusercontent.com/images/4qKMu78WSxR0utvviHfip9bQu9g.png)
    </Frame>

    <Frame>
      ![Specify the percentage ratio to split the invoice](https://framerusercontent.com/images/JTWeYrnAoWUL2of6qxYyFhC6oGw.png)
    </Frame>
  </Step>

  <Step title="Duplicate the invoice or quote (optional)">
    To duplicate an invoice or quote, click the **three dots** and select **Duplicate**.

    <Frame>
      ![Click the three dots and select Duplicate to copy the invoice or quote](https://framerusercontent.com/images/8gOsJtr5DYkGDoaiU9IOD2HpxU.png)
    </Frame>
  </Step>

  <Step title="Save progress for later (optional)">
    If you need to come back and update the details later, click **Save Progress**.

    <Frame>
      ![Click Save Progress to save your draft and return to it later](https://framerusercontent.com/images/lJnnO6kY78Hkpb0NlCsObLMebI.png)
    </Frame>
  </Step>

  <Step title="Sync to Xero">
    Once you are ready to send the draft invoice to Xero, click **Sync to Xero**.

    <Frame>
      ![Click Sync to Xero to push the invoice from Pipedrive to Xero](https://framerusercontent.com/images/awUKOaPvZXQI5XhPzwWFh6Hcqo.png)
    </Frame>
  </Step>

  <Step title="View the invoice in Pipedrive">
    Close the window and view your synced invoice in the **Notes** section within the Pipedrive deal.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Product Settings
Source: https://docs.cloudify.biz/pipedrive/xero/configuration/product-settings

Define how products from Pipedrive are matched with those in Xero, enabling field-based matching or direct connection for accurate product syncing and invoicing.

### Why Product Sync Settings Matter

<CardGroup>
  <Card icon="magnifying-glass" title="Accurate product matching">
    Ensure products are correctly matched between Pipedrive and Xero every time.
  </Card>

  <Card icon="file-invoice" title="Streamlined invoicing">
    Automatically create invoices and quotes without manual product lookups.
  </Card>

  <Card icon="arrows-rotate" title="Consistent product data">
    Maintain uniform product information across both platforms at all times.
  </Card>

  <Card icon="triangle-exclamation" title="Handle mismatches gracefully">
    Define fallback behaviour for scenarios where products don't match exactly.
  </Card>
</CardGroup>

***

## Setting Up Product Sync Settings

<Steps>
  <Step title="Searching for Products">
    This method is best when you have a large number of products and want to automatically match them based on a unique identifier.

    1. Go to the **Product sync rules** tab.
    2. Select **Select search parameters**.
    3. Choose a Pipedrive field (e.g., SKU) and match it with a Xero field (e.g., Product Number).
    4. When creating an invoice or quote, the integration will use this identifier to find the correct product in Xero.

    <Note>
      **Example:** If you set SKU (Pipedrive) to match with Product Number (Xero), a product with SKU`ABC123` in Pipedrive will be matched with a product that has Product Number `ABC123` in Xero.
    </Note>
  </Step>

  <Step title="Custom Mappings">
    This method is ideal when you have a small number of products or when product identifiers don't match exactly between Pipedrive and Xero.

    1. Go to the **Product sync rules** tab.
    2. Select **Set custom mappings**.
    3. For each Xero product, manually select which Pipedrive product(s) it corresponds to.

    <Note>
      **Example:** You might map the Pipedrive product "Premium Package" to the Xero product "Premium Service Bundle", even though their names or identifiers don't match exactly.
    </Note>
  </Step>

  <Step title="Handling Products Not Found in Xero">
    Scroll down in the **Product sync rules** tab and choose one of the three fallback options:

    <AccordionGroup>
      <Accordion title="Do not generate invoice">
        If no matching product is found in Xero, the invoice or quote will not be generated.
      </Accordion>

      <Accordion title="Use a default product">
        When a product is not found, the integration will fall back to a default product from Xero to generate the invoice or quote.
      </Accordion>

      <Accordion title="Create a new product">
        The integration will automatically create a new product entry in Xero using product details from Pipedrive.
      </Accordion>
    </AccordionGroup>

    Follow the on-screen prompts to set up the necessary details for your chosen option.
  </Step>

  <Step title="Deals Without Line Items">
    At the bottom of the **Product sync rules** tab, find the **Deal Syncing When Products Are Unavailable** section.

    1. Check the box to **Sync the deals which do not have products associated with them**.
    2. Select a default product from Xero to use in these cases.
  </Step>

  <Step title="Add a Deal-Level Discount as a Line Item">
    Check the **Select a default item to add overall discount as a line item** box and select the product to apply a deal-level discount to the complete deal value in Pipedrive.
  </Step>
</Steps>

***

## Product Field Mappings

### Why Product Field Mappings Matter

* **Ensure data consistency** — align product information between Pipedrive and Xero.
* **Customize for your needs** — tailor the product data transfer to fit your specific requirements.
* **Maintain data accuracy** — ensure essential product information is correctly represented in Xero for proper accounting.

### Setting Up Product Field Mappings

<Steps>
  <Step title="Navigate to Product field mappings">
    Go to the **Product field mappings** tab in your integration settings.
  </Step>

  <Step title="Review and edit existing mappings">
    For each Xero field, the default Pipedrive field will be shown (if applicable). Click **Edit** to change the mapping or **Delete** to remove it.
  </Step>

  <Step title="Prioritize required fields">
    Pay special attention to these required fields:

    * **Name** *(default mapped to Name in Pipedrive)*
    * **Product Number** *(typically mapped to SKU in Pipedrive)*
    * **Product Group**
  </Step>

  <Step title="Save your mappings">
    After setting your preferred mappings, click **Save Mappings** to apply your changes.
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Cloudify Dashboard
Source: https://docs.cloudify.biz/pipedrive/xero/get-the-most-out-of-the-app/cloudify-dashboard

The Cloudify Dashboard brings you complete visibility and control over your Pipedrive–Xero integration all in one place.

The Cloudify Dashboard brings you complete visibility and control over your integration all in one place.

***

## How to Access the Integration Dashboard

<Steps>
  <Step title="Navigate to Xero Settings">
    Click **My apps** → **Xero** → **Settings**.

    <Frame>
      <img alt="Click Connected Apps then Xero in HubSpot" />

      <img alt="Click Connected Apps then Xero in HubSpot" />
    </Frame>
  </Step>

  <Step title="Open the Cloudify Dashboard">
    Under the **Settings** tab, go to **Dashboard** button on the left side.

    <Frame>
      <img alt="Go to Cloudify Dashboard and click View Dashboard" />

      <img alt="Go to Cloudify Dashboard and click View Dashboard" />
    </Frame>

    This will open the full Cloudify Pipedrive–Xero dashboard, where you can monitor sync statuses, manage invoices, and take action on your deals in real time.
  </Step>
</Steps>

***

## Dashboard Features

<CardGroup>
  <Card title="Filter by Pipeline, Contact or Person or Create date" icon="filter">
    Effortlessly refine your view by filtering deals based on Contact or Person or Create date — helping you find exactly what you need in seconds.
  </Card>

  <Card title="Choose invoice or quote type" icon="file-invoice">
    Select the invoice or quote type you'd like to create in Xero directly from the dashboard, saving time without switching screens.
  </Card>

  <Card title="Real-time deal and sync status" icon="circle-check">
    View all your Pipedrive  deals along with their create date, person, contact, amount, and real-time sync status — so you can instantly see what's synced, pending, or needs attention.
  </Card>

  <Card title="View deal details" icon="eye">
    Use the **View** button to quickly open and review the associated Pipedrive deal, along with its sync details and invoice information.
  </Card>
</CardGroup>

### Filtering Pipelines

<Frame>
  <img alt="Filter deals by Pipeline, Deal Owner, Contact, or Company" />

  <img alt="Filter deals by Pipeline, Deal Owner, Contact, or Company" />
</Frame>

### Selecting Invoice or Quote Type

<Frame>
  <img alt="Choose the invoice or quote type to create in Xero" />

  <img alt="Choose the invoice or quote type to create in Xero" />
</Frame>

### Deal List with Sync Status

<Frame>
  <img alt="View all HubSpot deals with their sync status, contact, company, and amount" />

  <img alt="View all HubSpot deals with their sync status, contact, company, and amount" />
</Frame>

### Viewing Deal and Invoice Details

<Frame>
  <img alt="Use the View button to open a HubSpot deal and review its sync and invoice details" />

  <img alt="Use the View button to open a HubSpot deal and review its sync and invoice details" />
</Frame>

### Syncing and Managing Invoices

Use the **Sync** and **Re Run** buttons to instantly trigger or retry invoice syncing. Use **Review & Sync** to inspect and edit invoice or quote details before sending them to Xero.

<Frame>
  <img alt="Use Sync, Re Run, and Review & Sync buttons to manage invoice syncing" />

  <img alt="Use Sync, Re Run, and Review & Sync buttons to manage invoice syncing" />
</Frame>

<Note>
  If you get stuck at any step, you can book a free consultation directly from the dashboard and our team will assist you.
</Note>

<Frame>
  <img alt="Screenshot2026 03 18020638" />
</Frame>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup>
  <Card title="Need help?" icon="headset" href="https://cloudify.biz/contact">
    Contact our support team for further assistance.
  </Card>

  <Card title="Book a consultation" icon="calendar" href="https://meetings.hubspot.com/cloudify/app-assistance">
    Book a free consultation with a Cloudify expert.
  </Card>
</CardGroup>


# Explore App Features
Source: https://docs.cloudify.biz/pipedrive/xero/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Pipedrive to Xero integration.

<Accordion title="Instant Deal-to-Invoice or Quote Creation in Pipedrive">
  Automatically generate Xero invoices or quotes as your Pipedrive deals move forward. Save time, reduce manual work, and stay updated with real-time sync and status tracking.

  <iframe title="YouTube video player" />
</Accordion>

<Accordion title="View Real-Time Xero Invoice Data in Pipedrive">
  Access up-to-date invoice details from Xero directly within Pipedrive. Make informed decisions faster without switching platforms.

  <Frame>
    <img alt="Mt Xni0axuy Ih5xo RK Wvja L Ai5p I" />
  </Frame>
</Accordion>

<Accordion title="Easily Retry Failed Syncs in Pipedrive">
  Quickly recover from unsuccessful Xero syncs with replay feature. Seamlessly customize Xero invoices or quotes directly from Pipedrive Deals with full control over taxes, amounts, discounts, and products.

  <Frame>
    <img alt="FIQ Gwn W Ts D8A Sbq Y90qm Bc Bq QH8" />
  </Frame>

  \\
</Accordion>

<Accordion title="Simplify Syncing with the Unified Dashboard">
  * **Complete Integration Oversight**\
    Control your entire integration from a single, powerful dashboard. Monitor connection status in real time and access all integration settings in one place.
  * **Sync & Resync with One-Click**\
    Manually trigger or retry invoice syncs instantly. Create or update invoices quickly and eliminate the need to search through logs.
  * **Resync Historical Invoices Effortlessly**\
    Access and resync historical invoices directly from the dashboard. Retry failed integrations anytime with a single click, no need to open individual invoices.
    <Frame>
      <img alt="Image" />
    </Frame>
</Accordion>


# FAQs - Frequently Asked Questions
Source: https://docs.cloudify.biz/pipedrive/xero/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: Always check the "**All"** subsection under the **History** section of your Pipedrive deals to view the status of your integration run.

  For any persistent issues or topics not covered here, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Convert your Pipedrive deals into Xero invoices or quotes
  * Synchronize your Pipedrive and Xero product and customer data
  * View financial information directly in Pipedrive
  * Customize invoice/quote details including taxes and discounts
  * Track sync status in your deal activities
</Accordion>

<Accordion title="I have installed the app, but how do I create the invoice/quote now?">
  Configure triggers for specific deal stages in the app settings to automatically create invoices/quotes when deals move to those stages.
</Accordion>

<Accordion title="Will the invoice/quote be directly sent to my customer after it is created?">
  No. The integration only creates a draft invoice/quote in Xero. You'll need to review and send it to your customer manually through Xero.
</Accordion>

<Accordion title="How do I control when invoices/quotes are created?">
  You can configure which deal stages trigger invoice/quote creation in the app settings. This allows you to precisely control at which stages of your process the documents are generated.
</Accordion>

<Accordion title="How do I make sure that the address of my customer is shown on the invoice/quote that gets created?">
  Client needs to add the billing address and ensure that the billing address fields are mapped under "Company field mappings" to ensure that the address reflects on the document.
</Accordion>

<Accordion title="What if I don't want to manually go to each company or contact and update it?">
  In that case, user will have to go with automatic deal to invoice flow where they can select draft document creation (will have to delete it later from their accounting system if they don't want it). This will ensure that customers and products gets updated in accounting system.
</Accordion>

<Accordion title="Can I connect my Pipedrive account with multiple Xero accounts using Cloudify's app?">
  No. You can only connect one Xero account to one Pipedrive account at a time. However, you can switch between different Xero organizations within a single Xero account.
</Accordion>

<Accordion title="I have multiple tenants/organizations within my Xero account, can I use your integration within all the tenants?">
  Yes, but you'll need to select which tenant/organisation to connect with during setup. You can only connect to one tenant at a time. You can change the connected organization via the 'Connect' section in the app settings.
</Accordion>

<Accordion title="I am unable to import my Xero customer and product data to Pipedrive with this application">
  The integration syncs customer and product data from Pipedrive to Xero only, not the other way around. This ensures Pipedrive remains your primary system.
</Accordion>

<Accordion title="What if my Pipedrive product is not present in Xero? Will the integration work?">
  The app provides three options if a product is not found in Xero:

  * Take no action
  * Choose from a default product
  * Create a new product in Xero
</Accordion>

<Accordion title="I have connected my Xero account to Pipedrive but I can't see the created invoice/quote in Xero">
  Check:

  * Your deal activities for any sync errors
  * Your Xero connection status
  * Ensure that you are checking the correct organisation under Xero
  * If needed, try the "**Replay**" option

  Contact [support@cloudify.biz](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How can I re-run failed integration attempts?">
  Use the "**Replay**" option in your deal's activity log. This allows you to retry any failed sync attempts.
</Accordion>

<Accordion title="Will I be charged if the integration fails due to a setting error at my end?">
  No. Failed integration attempts are not counted towards your usage limits. You will only be charged for successful invoice/quote creations.
</Accordion>

<Accordion title=" How can I only sync my Customers from Pipedrive to Xero">
  * Go to **Organizations** or **Persons** in Pipedrive.
  * In the left-hand panel, locate the **Xero Financial Report** card.
  * Select any timeline and click **Update**.

  The integration will then search for the corresponding customer in Xero. If the customer is found, it will retrieve and display the latest financial data. If no matching customer exists, the integration will automatically create a new customer in Xero based on your customer sync settings
</Accordion>


# Choose Subscription Plans
Source: https://docs.cloudify.biz/pipedrive/xero/getting-started/choose-subscription-plans

Select the right Pipedrive–Xero integration plan for your business

Select the plan that matches your monthly sync volume and feature needs. The subscription applies to your company across all users.

<Info>
  🎉 **Save 15% with annual billing** — All paid plans come with a 15% discount when billed annually.
</Info>

## Plans & Pricing

<Frame>
  <img alt="Screenshot 2026 08 12 161651" />
</Frame>

Need unlimited syncs? [Contact us for an Enterprise quote →](https://cloudify.biz/contact)

***

## Feature Comparison

| Feature | Free Trial | Customer Sync | Starter | Growth | Professional | Scale | Enterprise |
| - | :-: | :-: | :-: | :-: | :-: | :-: | :-: |
| Invoice syncs | 30 (one-time) | NA | 100/mo | 200/mo | 400/mo | 800/mo | Unlimited |
| Customer sync | Manual + auto | Manual only | Manual + auto | Manual + auto | Manual + auto | Manual + auto | Manual + auto |
| Product sync | ✅ | — | ✅ | ✅ | ✅ | ✅ | ✅ |
| Deal → Invoice sync | Manual + auto | — | Manual + auto | Manual + auto | Manual + auto | Manual + auto | Manual + auto |
| Invoice status update | ✅ | — | — | ✅ | ✅ | ✅ | ✅ |
| Invoice splitting | ✅ | — | — | — | ✅ | ✅ | ✅ |
| Draft update | ✅ | — | — | ✅ | ✅ | ✅ | ✅ |
| Dashboard | With bulk sync | — | No bulk sync | With bulk sync | With bulk sync | With bulk sync | ✅ |

***

## Need Help Choosing?

Not sure which plan is right for you? We can help you find the best fit.

<CardGroup>
  <Card title="Book a Meeting" icon="calendar" href="https://calendly.com/cloudify">
    [Schedule a call with our team to walk through your requirements and pick the right plan.](https://meetings.hubspot.com/cloudify/app-assistance)
  </Card>

  <Card title="Email Us" icon="envelope" href="mailto:support@cloudify.biz?subject=Help%20choosing%20a%20Pipedrive-Xero%20plan">
    [Drop us a line and we will recommend the best plan for your business.](mailto:support@cloudify.biz)
  </Card>
</CardGroup>

***

## FAQs

<AccordionGroup>
  <Accordion title="I want to test the integration first">
    Start with the Free Trial — 30 one-time syncs with every feature enabled. No credit card required.
  </Accordion>

  <Accordion title="I only need contact sync (no invoices)">
    Customer Sync (USD 13/mo annual) syncs organizations between Pipedrive and Xero. Nothing more, nothing less.
  </Accordion>

  <Accordion title="I process up to 100 invoices/month">
    Starter (USD 26/mo annual) covers basic invoicing. Note: no invoice status updates, no bulk sync on the dashboard.
  </Accordion>

  <Accordion title="I need invoice status updates back in Pipedrive">
    Growth (USD 42/mo annual) is the threshold — status updates and bulk sync start here. Most teams pick this plan.
  </Accordion>

  <Accordion title="I need invoice splitting or draft updates">
    Professional (USD 67/mo annual) and above. These features are not available on Growth or Starter.
  </Accordion>

  <Accordion title="I process 400+ invoices/month">
    Scale (USD 110/mo annual) for up to 800/month. Above that, go Enterprise for unlimited syncs and dedicated support.
  </Accordion>
</AccordionGroup>


# Overview
Source: https://docs.cloudify.biz/pipedrive/xero/getting-started/overview



Welcome to the Pipedrive-Xero Integration Setup Guide. This comprehensive resource will help you connect your Pipedrive and Xero accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

<iframe title="YouTube video player" />

**Integration Benefits**

By integrating Pipedrive with Xero, your organization can:

1. Automate invoice/quote generation based on Pipedrive deal stages
2. Ensure real-time synchronization of customer data across both platforms
3. Access up-to-date financial insights directly within Pipedrive
4. Significantly reduce time spent on manual data entry and reconciliation
5. Enhance financial reporting with integrated sales and accounting data

**Data Flow Between Pipedrive and Xero**

The table below shows what data is synced between Pipedrive and Xero. The data flow is largely unidirectional from Pipedrive to Xero except for the invoice/quote PDF copy imported back into Pipedrive as well as updated booked-invoice data synced into Pipedrive.

<Frame>
  <img alt="Image" />
</Frame>


# Prerequisites
Source: https://docs.cloudify.biz/pipedrive/xero/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Pipedrive and Xero. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before beginning the integration process, please ensure you have:**

1. An active Pipedrive account with administrative access
2. An active Xero account with administrative access
3. Necessary authentication credentials for both platforms


# Connect Xero Account
Source: https://docs.cloudify.biz/pipedrive/xero/installation/connect-xero-account

Step-by-step guide to installing the Cloudify Xero Integration from either the Xero App Store or the Pipedrive Marketplace, and connecting your Xero account.

## How to Install the App

You can install the Cloudify Xero Integration from two places — the Xero App Store or the Pipedrive Marketplace. Follow the path that suits you.

<Tabs>
  <Tab title="From the Xero App Store">
    <Steps>
      <Step title="Find the app in the Xero App Store">
        Log in to your Xero account and search for **Cloudify Xero Integration**. Select the application and click **Get this app**.

        <Frame>
          ![Search for Cloudify Xero Integration in the Xero App Store and click Get this app](https://framerusercontent.com/images/32dRxr1c7sR50MRlnqDglBdk.png)
        </Frame>
      </Step>

      <Step title="Select Pipedrive and install">
        On the next screen, select **Pipedrive** and click **Install**.

        <Frame>
          ![Select Pipedrive and click Install](https://framerusercontent.com/images/3gcJwaCcyGnHhTJmGutfnlQ.png)
        </Frame>
      </Step>

      <Step title="Continue to connecting your Xero account">
        Skip to the **Connecting Xero Account** section below to complete the setup.
      </Step>
    </Steps>
  </Tab>

  <Tab title="From the Pipedrive Marketplace">
    <Steps>
      <Step title="Find the app in the Pipedrive Marketplace">
        Log in to your Pipedrive account and search for **Cloudify** or **Xero Integration app** in the Pipedrive Marketplace. This will display the Xero integration developed by Cloudify. Click **Install now**.

        <Frame>
          ![Search for the Xero Integration in the Pipedrive Marketplace and click Install now](https://framerusercontent.com/images/nGEj9o86hTk2a8YpLGDQBN1o.png)
        </Frame>
      </Step>

      <Step title="Allow and Install">
        Select the Pipedrive company in which you wish to install the Xero app and click **Allow and Install**.

        <Frame>
          ![Select your Pipedrive company and click Allow and Install](https://framerusercontent.com/images/iXMzKPMiJR1omuvDVqvJNQDzL8.png)
        </Frame>
      </Step>

      <Step title="Start the installation">
        Click **Let's get started** to begin the installation.

        <Frame>
          <img alt="Click Start to begin the installation" />

          <img alt="Click Start to begin the installation" />
        </Frame>
      </Step>
    </Steps>
  </Tab>
</Tabs>

***

## Connecting Your Xero Account

<Steps>
  <Step title="Connect Xero Account">
    Click **Connect to Xero** to begin connecting your Xero account.

    <Info>
      **No Xero Account:**\
      If you don’t have a Xero account, you can start a free trial and come back to connect it once your account is set up.

      **Want to See the App Before Going Live:**\
      If you’d like to explore the app first, you can schedule a guided demo to see how it works before connecting your account.
    </Info>

    <Frame>
      <img alt="Click Sign in with Xero to connect your account" />

      <img alt="Click Sign in with Xero to connect your account" />
    </Frame>
  </Step>

  <Step title="Enter your Xero credentials">
    Input your Xero registered email address and password, then click **Log In**.

    <Frame>
      ![Enter your Xero email and password and click Log In](https://framerusercontent.com/images/hrL361xIyN5WSc9pplS2uROusmw.png)
    </Frame>
  </Step>

  <Step title="Select your organisation">
    If prompted, select your Organisation and click **Allow access**.

    <Frame>
      ![Select your Xero organisation and click Allow access](https://framerusercontent.com/images/lnEQ5LM6m8zppDyzl3SuGew5wbE.png)
    </Frame>
  </Step>

  <Step title="Confirmation">
    You will receive a success message once the Xero account is connected.
  </Step>

  <Step title="Choose Your Setup Method">
    Click on “**Yes, setup automation**” or “**I’ll do it manually**” to proceed. Choose the option that best fits your workflow.

    <Frame>
      <img alt="Screenshot2026 03 18013257" />
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Customer Search Rules
Source: https://docs.cloudify.biz/pipedrive/xero/installation/customer-search-rules

Set up Customer Sync Preferences to seamlessly synchronize customer information between Pipedrive and Xero, ensuring data consistency and avoiding duplicate entries.

Set up Customer Sync Preferences to seamlessly synchronize customer information between Pipedrive and Xero, ensuring data consistency and avoiding duplicate entries. The integration actively searches for customers based on your defined parameters — if a match is found, that record is used; otherwise, a new customer profile is created to maintain a comprehensive database.

***

## Organization Matching Criteria (B2B)

Configure organization matching criteria by selecting a field in Pipedrive (e.g., Organization Name, ID, Email) that corresponds to the chosen Xero field. This ensures both platforms refer to the same organization data when syncing, maintaining consistency across systems.

<Frame>
  <img alt="Configure Organization Matching Criteria between Pipedrive and Xero fields" />

  <img alt="Configure Organization Matching Criteria between Pipedrive and Xero fields" />
</Frame>

***

## People Matching Criteria — B2C Sync Activation (For Individual Customers)

<Note>
  Enable this only if you deal with individual contacts as well as organizations.
</Note>

This feature is essential for businesses dealing directly with individual contacts that are not linked to an organization. It allows persons from Pipedrive to be seamlessly added to Xero as customers when there is no associated Organization.

If this applies to your workflow, check **Enable Primary Contact Sync** and match similar fields — for example, name to name, email to email, or ID to ID.

<Frame>
  <img alt="Enable Primary Contact Sync and configure People Matching Criteria for B2C customers" />

  <img alt="Enable Primary Contact Sync and configure People Matching Criteria for B2C customers" />
</Frame>

***

Once you have selected your preferences, click **Next** to continue.

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Invoice/Quote Rules
Source: https://docs.cloudify.biz/pipedrive/xero/installation/invoice-quotes-rules

Specify how invoices or quotes will be generated in Xero by linking them to your Pipedrive sales pipeline.

## Create Invoice/Quote Rules

<Info>
  If you proceed with **“Yes, setup automation”**, you’ll be guided to set up invoice and quote creation rules to automate your workflow.
</Info>

<Steps>
  <Step title="Select a Pipeline">
    Select a **Pipeline** from the drop-down menu. This links the creation of invoices or quotes to a specific sales pipeline in Pipedrive, ensuring they are generated at the right stage in your sales process — improving efficiency and reducing the risk of manual entry errors.

    <Note>
      Need help? Click [**Get Guided Installation**](https://meetings.hubspot.com/cloudify/app-assistance) if you require assistance from Cloudify experts regarding the installation steps.
    </Note>

    <Frame>
      <img alt="Select a Pipeline from the drop-down menu" />

      <img alt="Select a Pipeline from the drop-down menu" />
    </Frame>
  </Step>

  <Step title="Select the Deal Stage">
    Select the **Deal Stage** from the drop-down menu. This is the specific stage within the sales pipeline that will trigger the creation of an invoice or quote in Xero, ensuring the invoicing process aligns perfectly with your established sales flow.

    <Frame>
      <img alt="Select the Deal Stage that will trigger invoice or quote creation in Xero" />

      <img alt="Select the Deal Stage that will trigger invoice or quote creation in Xero" />
    </Frame>
  </Step>

  <Step title="Choose Invoice or Quote type">
    Choose the **Invoice/Quote** from the drop-down menu. This determines whether a invoice or a quote is created in Xero when the deal reaches the selected stage.

    <Frame>
      <img title="Screenshot2026 03 18013902" alt="Choose whether to create a draft invoice or draft quote in Xero" />

      <img title="Screenshot2026 03 18013902" alt="Choose whether to create a draft invoice or draft quote in Xero" />
    </Frame>
  </Step>

  <Step title="Add the Pipeline">
    After selecting all the required options, click **Add Pipeline**. Use **Clear** to reset your selections if needed.

    <Frame>
      <img alt="Click Add Pipeline to save the rule, or Clear data to reset" />

      <img alt="Click Add Pipeline to save the rule, or Clear data to reset" />
    </Frame>
  </Step>

  <Step title="Continue to the next step">
    Customer and product settings are auto-configured by default. Click **“Customize”** to make changes based on your needs, or **“Complete setup”** to finish the installation.

    <Note>
      Need help? Click [**Get Guided Installation**](https://meetings.hubspot.com/cloudify/app-assistance) to reach Cloudify experts for assistance with installation steps.
    </Note>

    <Frame>
      <img alt="Pipeline added — click Next to proceed to the next step" />

      <img alt="Pipeline added — click Next to proceed to the next step" />
    </Frame>
  </Step>
</Steps>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# One Click Invoice Quote
Source: https://docs.cloudify.biz/pipedrive/xero/installation/one-click-invoice-quote



-Pipedrive Xero integration by Cloudify facilitates one-click creation of invoices/quotes directly from Pipedrive deals irrespective of the deal stage.

<Info>
  Selecting **"I'll do it manually"** skips automation and takes you to the **Cloudify dashboard,** allowing you to update invoices from any Pipedrive deal stage.
</Info>

<Frame>
  <img alt="Screenshot2026 03 18022421" />
</Frame>

Once you click on the **Dashboard**, follow these streamlined steps to complete a manual sync:

<Frame>
  <img alt="Screenshot2026 03 18023554" />
</Frame>

<Steps>
  <Step>
    **Access the invoice:** Go to any invoice on the dashboard you wish to update and click **Review and Sync.** The manual sync window will immediately appear on your screen.

    <Frame>
      <img alt="Screenshot2026 03 18022757" />
    </Frame>
  </Step>

  <Step>
    **Enter basic details:** Select your contact, currency, tax, and account details to get started.

    <Frame>
      <img alt="Screenshot2026 03 18022929" />
    </Frame>
  </Step>

  <Step>
    **Set invoice terms:** Choose specific details such as the Invoice date, Due date, Status, and Tax preferences.
  </Step>

  <Step>
    **Add products:** Click **+ Add Line Item** to include products to your draft. To adjust specific item settings, click **Customize Accounts, Taxes and Amounts**.

    <Warning>
      **Product Availability:** You can only use the "**+ Add Line Item**" button for products that are already present in Xero.
    </Warning>

    <Frame>
      <img alt="Screenshot2026 03 18023145" />
    </Frame>
  </Step>

  <Step>
    **Adjust the invoice (Optional):** Click the three-dots menu to **Split** your invoice by percentage or **Duplicate** it.

    <Warning>
      The option to split an invoice is only available while it remains in the '**DRAFT**' stage.
    </Warning>

    <Frame>
      <img alt="Screenshot2026 03 18023403" />
    </Frame>
  </Step>

  <Step>
    **Finish and sync:** Click **Save Progress** if you need to finish later, or **Sync to Xero** to push the draft Xero. You can view the final invoice in the deal's attachments or notes.

    <Frame>
      <img alt="Screenshot2026 03 18023506" />
    </Frame>
  </Step>
</Steps>


# Product Search Rules
Source: https://docs.cloudify.biz/pipedrive/xero/installation/product-search-rules

Define how products from Pipedrive are matched with items in Xero, enabling field-based matching or direct connection for accurate product syncing and invoicing.

Product Sync Rules define how products from Pipedrive are matched with products in Xero, enabling simple field-based matching or a direct connection without searching  ensuring accurate product syncing and invoicing.

***

## Simple Search

Use this feature to match products between Pipedrive and Xero by correlating a specific field, such as Product Code in Pipedrive and Item Code in Xero. This is particularly useful for users who have long product lists.

Choose the corresponding fields in Pipedrive and Xero for automatic identification from the respective dropdowns.

<Frame>
  <img alt="Simple Search — match products between Pipedrive and Xero using a specific field" />

  <img alt="Simple Search — match products between Pipedrive and Xero using a specific field" />
</Frame>

***

## Direct Link

Select this method to link specific products one-to-one between Pipedrive and Xero directly. This option is particularly beneficial when the product count is low, allowing for precise, manual matching of each product.

<Frame>
  <img alt="Direct Link — manually match Pipedrive products to Xero items one-to-one" />

  <img alt="Direct Link — manually match Pipedrive products to Xero items one-to-one" />
</Frame>

***

## Advanced Settings

These settings apply when a product is not found during the search. Choose one of the three fallback options below:

<Accordion title="Skip Invoice Generation">
  Select this option if you prefer **not** to create an invoice when a product isn't found in Xero.

  <Frame>
    <img alt="Skip Invoice Generation when a product is not found in Xero" />

    <img alt="Skip Invoice Generation when a product is not found in Xero" />
  </Frame>
</Accordion>

<Accordion title="Use a Default Item">
  When an item is not found in Xero, a default item from Xero will be used to generate the invoice. If you select this option, you must specify a default product from your Xero item list.

  <Frame>
    <img alt="Use a Default Item from Xero when no matching product is found" />

    <img alt="Use a Default Item from Xero when no matching product is found" />
  </Frame>
</Accordion>

<Accordion title="Create a New Item in Xero">
  This option automatically generates a new product entry in Xero when a matching item isn't found, using product details from Pipedrive.

  <Frame>
    <img alt="Create a new item in Xero when no matching product is found" />

    <img alt="Create a new item in Xero when no matching product is found" />
  </Frame>
</Accordion>

***

## Sync Deals Without Associated Products

This option lets you create an invoice using just the deal value — useful if you don't use products in your Pipedrive deals. Check the checkbox and select a placeholder product to handle this scenario.

<Frame>
  <img alt="Enable syncing for deals that do not have products associated with them" />

  <img alt="Enable syncing for deals that do not have products associated with them" />
</Frame>

***

## Streamline Your Deal Discounting

Select an item from Xero to reflect discounts from Pipedrive deals. This selected item will appear as an overall discount line in the invoice or quote.

Once done, click **Save**. Your installation is now complete.

<Frame>
  <img alt="Select a Xero item for deal discounts and click Finish to complete installation" />

  <img alt="Select a Xero item for deal discounts and click Finish to complete installation" />
</Frame>

***

<Tip>
  **Got unique integration needs?** Our custom team can build tailored integrations, specialized data mappings, and workflow automations to perfectly match your specific business processes. [Learn more about Advanced Integration Settings](https://custom.cloudify.biz/)
</Tip>

<CardGroup />


# Cancel your subscription
Source: https://docs.cloudify.biz/pipedrive/xero/unsub

How to cancel your Pipedrive–Xero integration plan. 

## Steps to cancel

<Steps>
  <Step title="Open Manage Apps">
    In Pipedrive, click the **marketplace icon** in the top navigation bar, then click **Manage apps**.

    <img alt="Screenshot (44)" />
  </Step>

  <Step title="Find Xero and open Settings">
    Search for **Xero** in your installed apps, click the **···** menu next to it, and select **Settings**.

    <img alt="Screenshot 2026 08 25 002737" />
  </Step>

  <Step title="Go to Manage Plan">
    Inside the Xero app settings, click the **subscription icon** in the left sidebar, then click **Manage Plan**.

    <img alt="Screenshot 2026 08 25 003335" />
  </Step>

  <Step title="Cancel your plan">
    On the subscription page, click **Cancel** in the top-right corner of your current plan banner.

    <img alt="Screenshot 2026 08 25 003447" />
  </Step>

  <Step title="Confirm cancellation">
    A confirmation dialog will appear. Click **Cancel Subscription** to confirm.

    <img alt="Screenshot 2026 08 25 003018" />
  </Step>
</Steps>

***

***

## Custom solutions

Not finding a plan that fits your sync volume or workflow? We build tailored integrations for businesses with specific requirements — custom field mapping, high-volume syncs, dedicated support, or bespoke automation.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business.](https://meetings.hubspot.com/steveklein/custom-integration?uuid=3a9f2e86-2a1d-463a-aba6-3670e2c08eca)
</Card>

***

## Help us improve

We'd love to hear what we could have done better. Takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Polling
Source: https://docs.cloudify.biz/polling

Configure automated API polling — pull data from external systems on a schedule without waiting for a webhook push.

The **Polling** page lets you set up scheduled API polling inside Lighthouse Flows. Instead of waiting for an external system to push data, a polling configuration calls an external API at regular intervals and pulls data automatically.

<Frame>
  <img alt="Screenshot 2026 07 09 174147" />
</Frame>

<Note>
  Use polling when your source system does not support outbound webhooks. If it can push data to Lighthouse in real time, use a webhook trigger instead — it's more efficient.
</Note>

***

## Summary Counters

Three counters at the top show the current state of your polling configurations at a glance.

<CardGroup>
  <Card title="Total Configurations" icon="cassette-vhs">
    All polling configurations on your account — active and disabled combined.
  </Card>

  <Card title="Active" icon="circle-check">
    Configurations currently running on their schedule. Shown in **green**.
  </Card>

  <Card title="Disabled" icon="circle-x">
    Configurations that exist but are not currently running. Shown in **orange**. These will not poll until re-enabled.
  </Card>
</CardGroup>

***

## All Polling Configurations

The table lists every configuration on your account. Click any row to view or edit it.

| Column | What It Shows |
| - | - |
| **Name** | The label for this polling configuration |
| **Status** | Active (running) or Disabled (paused) |
| **Schedule** | How often the API is polled |
| **Created** | When the configuration was first created |
| **Updated** | When it was last modified |

Use the **Filter name...** field to search by name. Click **View** to toggle visible columns.

***

## Creating a New Polling Configuration

Click **+ New Polling Config** in the top-right corner. The creation form has four sections — work through them top to bottom.

***

### 1. Polling Details

<Frame>
  <img alt="Screenshot 2026 07 09 174249" />
</Frame>

| Field | Required | Description |
| - | :-: | - |
| **Name** | ✅ | A descriptive label — e.g. `Daily Customer Sync` |
| **Connection** | Optional | Select an existing connection to use for authentication |
| **Template ID** | Optional | Start from a pre-configured template if one exists for your use case |

The **Enabled** toggle in the top-right activates the configuration immediately after creation.

***

### 2. Schedule Configuration

Set how often Lighthouse should call the external API.

<Frame>
  <img alt="Screenshot 2026 07 09 174327" />
</Frame>

Two modes are available:

<CardGroup>
  <Card title="Quick Setup" icon="zap">
    Choose from preset intervals — **Every 5 min**, **Every 15 min**, **Every 30 min**, **Every hour**, **Every 6 hours**, or **Daily**. The current schedule expression is shown at the bottom of the panel.
  </Card>

  <Card title="Advanced" icon="code">
    Enter a custom expression directly — supports `rate()` and `cron()` syntax for precise scheduling.
  </Card>
</CardGroup>

<Frame>
  <img alt="Screenshot 2026 07 09 181323" />
</Frame>

**Advanced expression examples:**

| Expression | What It Does |
| - | - |
| `rate(5 minutes)` | Run every 5 minutes |
| `cron(0 12 * * ? *)` | Run daily at 12:00 PM UTC |
| `0 */6 * * *` | Run every 6 hours |

***

### 3. HTTP Request Configuration

Define the API endpoint Lighthouse should call on each poll.

<Frame>
  <img alt="Screenshot 2026 07 09 181354" />
</Frame>

Two modes are available:

<CardGroup>
  <Card title="Structured" icon="list">
    Fill in the endpoint URL, HTTP method, headers, query parameters, authentication, and request body using form fields.
  </Card>

  <Card title="Custom Code" icon="code">
    Write a JavaScript handler function directly — full control over how the request is made and how the response is processed.
  </Card>
</CardGroup>

<Frame>
  <img alt="Screenshot 2026 07 09 181435" />
</Frame>

**Structured mode fields:**

| Field | Required | Description |
| - | :-: | - |
| **API Endpoint URL** | ✅ | The full URL of the API endpoint to poll — e.g. `https://api.example.com/v1/data` |
| **HTTP Method** | ✅ | `GET`, `POST`, `PUT`, `DELETE`, or `PATCH` |
| **HTTP Headers** | Optional | Custom headers — e.g. `Content-Type`, `Accept` |
| **Query Parameters** | Optional | URL query parameters appended to the endpoint |
| **Authentication** | Optional | Configure how to authenticate — defaults to No Authentication |
| **Request Body** | Optional | JSON payload for `POST`, `PUT`, or `PATCH` requests |

<Frame>
  <img alt="Screenshot 2026 07 09 181520" />
</Frame>

***

### 4. Response Parser, Retry Logic, Pagination & Filter

<Frame>
  <img alt="Screenshot 2026 07 09 181555 1" />
</Frame>

| Section | Type | What It Does |
| - | - | - |
| **Response Parser** | Always | Extract specific data from the API response using a JSON Path — e.g. `data.items`. Add Custom Logic (JavaScript) to transform the response before it's passed downstream |
| **Retry Logic** | Optional | Automatically retry failed poll attempts. Toggle on to configure retry behaviour |
| **Pagination** | Optional | Handle multi-page API responses — toggle on when the API returns paginated results |
| **Incremental Polling Filter** | Optional | Only process records that are new or updated since the last poll — prevents reprocessing the same data |

Click **Create Configuration** to save, or **Cancel** to discard.

<Info>
  Contact Cloudify before creating a polling configuration. Getting the endpoint URL, authentication, schedule, and response parser correct requires knowledge of your source API. Cloudify will typically configure these as part of your integration delivery.
</Info>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="When should I use polling instead of a webhook?">
    Use polling when your source system cannot push data to Lighthouse when something changes. If it supports webhooks, use a webhook trigger instead — it's real-time and more efficient.
  </Accordion>

  <Accordion title="A polling configuration shows Disabled — will it still run?">
    No. A disabled configuration will not execute until it is re-enabled. Contact Cloudify if a configuration is unexpectedly disabled.
  </Accordion>

  <Accordion title="What is the difference between Quick Setup and Advanced scheduling?">
    Quick Setup gives you six preset intervals in one click. Advanced lets you write a custom `rate()` or `cron()` expression for precise timing — for example, running only on weekdays at a specific time.
  </Accordion>

  <Accordion title="What is the Incremental Polling Filter for?">
    It ensures only new or updated records are processed on each poll — so if your API returns 1,000 records but only 5 are new, only those 5 are passed downstream. This prevents duplicate processing.
  </Accordion>

  <Accordion title="How do I check what events a polling configuration has generated?">
    Go to **Flows Events** and filter by **Type → polling**. This shows all events generated by polling triggers with their delivery status and attempt history.
  </Accordion>
</AccordionGroup>

***


# Schedule
Source: https://docs.cloudify.biz/schedule

Manage cron and rate schedules that trigger your Flows automatically — no webhook or external push required.

The **Schedule** page lets you define time-based triggers for Lighthouse Flows. A schedule fires a Flow automatically at a set interval or specific time — using AWS EventBridge `rate()` or `cron()` expressions.

<Frame>
  <img alt="Screenshot 2026 07 09 181715" />
</Frame>

<Note>
  **Schedule vs Polling**

  * **Schedule** — fires a Flow trigger at a set time. No external data is fetched.
  * **Polling** — calls an external API at a set interval to pull data.

  Use Schedule when you want a Flow to run at a specific time. Use Polling when you need Lighthouse to retrieve data from an external API on a cadence.
</Note>

***

## Summary Counters

<CardGroup>
  <Card title="Total Configurations" icon="clock">
    All schedule configurations on your account — active and disabled combined.
  </Card>

  <Card title="Active" icon="circle-check">
    Configurations currently firing on their schedule. Shown in **green**.
  </Card>

  <Card title="Disabled" icon="circle-x">
    Configurations that exist but are not currently firing. Shown in **orange**.
  </Card>
</CardGroup>

***

## All Schedule Configurations

The table lists every configuration on your account. Click any row to view or edit it.

| Column | What It Shows |
| - | - |
| **Name** | The label for this schedule configuration |
| **Status** | Active (firing) or Disabled (not firing) |
| **Schedule** | The expression defining when the trigger fires |
| **Created** | When the configuration was first created |
| **Updated** | When it was last modified |

Use the **Filter name...** field to search by name. Click **View** to toggle visible columns. Rows per page defaults to **10**.

***

## Creating a New Schedule Configuration

Click **+ New Schedule Config** in the top-right corner.

<Frame>
  <img alt="Image" />
</Frame>

The form has two sections:

***

### 1. Details

| Field | Required | Description |
| - | :-: | - |
| **Name** | ✅ | A descriptive label — e.g. `My Schedule Config` |

The **Enabled** toggle in the top-right activates the configuration immediately on creation.

***

### 2. Schedule Expression

Uses **AWS EventBridge** `rate()` or `cron()` syntax. The minimum interval is **5 minutes**.

| Field | Required | Description |
| - | :-: | - |
| **Expression** | ✅ | The schedule expression — see examples below |
| **Custom Data** | Optional | A JSON object passed as the request body to each linked Flow trigger when the schedule fires |

**Expression examples:**

| Expression | What It Does |
| - | - |
| `rate(5 minutes)` | Fire every 5 minutes |
| `rate(1 hour)` | Fire every hour |
| `cron(0 12 * * ? *)` | Fire daily at 12:00 PM UTC |

<Tip>
  Use **Custom Data** to pass additional context to your Flow on each scheduled trigger — for example, a date range or a specific filter value that the Flow should use when it runs.
</Tip>

<Info>
  Contact Cloudify before creating a schedule configuration. Cloudify will typically configure schedules as part of your integration delivery to ensure the timing aligns with your source system and workflow logic.
</Info>

Click **Create Configuration** to save, or **Cancel** to discard.

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="A schedule configuration shows Disabled — will it still fire?">
    No. A disabled configuration will not execute until re-enabled. Contact Cloudify if a configuration is unexpectedly disabled.
  </Accordion>

  <Accordion title="What is the minimum schedule interval?">
    The minimum is 5 minutes, as enforced by AWS EventBridge. You cannot schedule a trigger more frequently than every 5 minutes.
  </Accordion>

  <Accordion title="How do I verify that a schedule fired correctly?">
    Go to **Flows Events** and filter by **Type → schedule**. This shows all events generated by schedule triggers with their delivery status and attempt history.
  </Accordion>

  <Accordion title="What timezone do schedule expressions use?">
    AWS EventBridge cron expressions run in UTC. Contact Cloudify if you need a schedule aligned to a specific business timezone.
  </Accordion>

  <Accordion title="Can I pause a schedule temporarily without deleting it?">
    Yes — disable the configuration to pause it. Re-enable it when you are ready to resume. Contact Cloudify if you need help with this.
  </Accordion>
</AccordionGroup>

***


# Setting up the Lighthouse HubSpot Connection
Source: https://docs.cloudify.biz/setting-up-the-lighthouse-hubspot-connection



## Before you start

* A Lighthouse account with access to **Settings**
* A HubSpot account — you need permission to install apps/connect integrations in that HubSpot portal
* About 5 minutes

## Connect HubSpot to Lighthouse

<Steps>
  <Step title="Open Connections in Lighthouse">
    In Lighthouse, go to **Settings → Connections** in the left-hand menu. If you haven't added any connections yet, you'll see "No connections available".

    <img alt="Screenshot 2026 10 01 132335" />
  </Step>

  <Step title="Add a new connection">
    Click **Add Connection**. A menu of available connections opens — type **HubSpot** in the **Search connections** box to find the HubSpot connection quickly.

    <img alt="Screenshot 2026 10 01 132417" />
  </Step>

  <Step title="Select HubSpot (OAuth2)">
    Click **HubSpot (OAuth2)** in the search results.

    <img alt="Screenshot 2026 10 01 132509" />

    <Note>
      Choose **HubSpot (OAuth2)**, not **HubSpot (Webhook)** — OAuth2 is the standard connection used for CRM monitoring.
    </Note>
  </Step>

  <Step title="Name the connection and review permissions">
    Enter a **Name** for the connection (for example, `HubSpot`), then review **Permissions & Scopes**. The connection requests read-only access to your HubSpot data:

    * `crm.objects.companies.read` — read company records
    * `crm.objects.contacts.read` — read contact records
    * `crm.objects.deals.read` — read deal records
    * `oauth` — authorize the connection through HubSpot
    * `tickets` — read ticket records

      <img alt="Screenshot 2026 10 01 132551" />

    All permissions are selected by default. You can modify them later if needed. Click **Add** to continue.
  </Step>

  <Step title="Confirm the redirect to HubSpot">
    A **Review access before continuing** dialog appears, explaining that you'll be redirected to HubSpot to authorize the permissions you selected. Click **Continue**.

    <img alt="Screenshot 2026 10 01 132636" />
  </Step>

  <Step title="Choose your HubSpot account">
    You're redirected to HubSpot ("Connecting Lighthouse by Cloudify to HubSpot"). Select the HubSpot account you want to connect and click **Choose Account**.

    <img alt="Hub Spot Account Selection Dialog" />
  </Step>

  <Step title="Authorize Lighthouse in HubSpot">
    Review what **Lighthouse by Cloudify** can access in your HubSpot account. Tick the acknowledgement checkbox, then click **Connect app**.

    <img alt="Screenshot 2026 10 01 133032" />
  </Step>

  <Step title="Verify the connection">
    You're redirected back to Lighthouse. Under **Settings → Connections**, your HubSpot connection now appears with a green **Connected** badge and an **OAuth2** label. The connection is live.

    <img alt="Screenshot 2026 10 01 141522" />
  </Step>
</Steps>

## Managing the connection

* **Reconnect:** open the **•••** menu on the HubSpot card in **Settings → Connections** and re-authorize.
* **Disconnect:** open the **•••** menu on the HubSpot card and delete the connection.

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can't find HubSpot in the connection list">
    Click **Add Connection** and type \*\*HubSpot \*\*in the **Search connections** box at the top of the menu. Select **HubSpot (OAuth2)** from the results.
  </Accordion>

  <Accordion title="Authorization failed or I'm stuck on the HubSpot page">
    Make sure you're signed in to the correct HubSpot account, and that your account has permission to install apps. Allow pop-ups/redirects from Lighthouse in your browser, then start the flow again from **Settings → Connections**.
  </Accordion>

  <Accordion title="The connection shows as disconnected">
    Tokens can expire if permissions change in HubSpot. Reconnect from the **•••** menu on the HubSpot card in **Settings → Connections** and complete the HubSpot authorization again.
  </Accordion>
</AccordionGroup>

## Need help?

If you run into any issues during setup, use the **Contact Us** link on the Add Connection page, or reach out to us at [info@cloudify.biz](mailto:info@cloudify.biz).


# Settings
Source: https://docs.cloudify.biz/settings

Manage your company profile, team members, billing, connections, workflows, and service keys.

<Frame>
  <img alt="Screenshot 2026 07 14 003312" />
</Frame>

<CardGroup>
  <Card title="Profile" icon="building">
    Update your company name, VAT number, country, and company unique identifier. Click **Search** after entering your VAT number to auto-fill company details.
  </Card>

  <Card title="Members" icon="users">
    View active members, manage their roles (Owner / Editor / Viewer), invite new team members, and manage pending invitations.
  </Card>

  <Card title="Billing" icon="credit-card">
    Manage your subscription plan, payment method, billing information, and view invoice history.
  </Card>

  <Card title="Connections" icon="plug">
    View all authenticated app connections linked to your Lighthouse account. Reauthorize or delete connections from here.
  </Card>

  <Card title="Workflows" icon="git-branch">
    View and manage all integration workflows deployed on your account directly from Settings.
  </Card>

  <Card title="Service Keys" icon="key">
    API keys that authenticate programmatic access to your Lighthouse endpoints. These are technical credentials managed by Cloudify — most clients will never need to use this page. If you haven't been specifically asked by Cloudify to generate or manage a key, you can safely ignore this section.
  </Card>
</CardGroup>

<Note>
  Settings is shared across your organisation. Changes made here — such as removing a member or deleting a service key — take effect immediately. Contact Cloudify if you are unsure about any action.
</Note>


# Connect Exact Online Account
Source: https://docs.cloudify.biz/shopi-exactonline-connect-exact-account



Follow the steps below to install the app, authorize your Exact Online account, and connect it to Shopify.

***

## Installation

<Steps>
  <Step title="Install the App">
    Open **Shopify-Exact Online by Cloudify** from the Shopify App Store, select **Install**, and click **"Let's Get Started"** to authorize the installation.
  </Step>

  <Step title="Connect to Exact Online">
    Click **"Connect to Exact Online"**. You'll be redirected to the Exact Online login page to authorize the connection

    Log in with your Exact Online credentials and click **Allow** to grant the app access to your account.

    <Note>
      Make sure you are logging in with the correct Exact Online account. Administrative privileges are required to complete this step.
    </Note>

    Once authorized, your connected account email will appear on the connection screen. You can disconnect and reconnect a different account at any time before your first sync.

    **Select your Division** — After connecting, select the Exact Online division (administration) you want to sync Shopify orders into.
  </Step>

  <Step title="You're All Set">
    Once your account is connected and division is selected, you'll land on the final setup screen confirming everything is configured and ready.

    From here you have two ways to start:

    * **Test with Sample Data** — Run a demo sync with sample data to see how a Shopify order flows into Exact Online before going live.
    * **Open Dashboard** — Go live with your real orders. Your first real sync activates automation, and every future order is handled automatically.

    ### Smart settings (auto-configured)

    The integration ships with sensible defaults so you can start syncing immediately. Change any of these by clicking **Customize**.

    | Setting | Default |
    | - | - |
    | When do I create an invoice? | When Created (order created in Shopify) |
    | How do I find a customer? | Match by Customer Name |
    | How do I find a product? | Match by Title |
    | How is tax handled? | Automatically detected from your Shopify order |

    <Info>
      Want a guided setup or to see a sync run live? A free consultation is available after installation — click [Support](https://meetings.hubspot.com/cloudify/app-assistance) on the setup screen to book one.
    </Info>
  </Step>
</Steps>


# Customer Sync Settings
Source: https://docs.cloudify.biz/shopi-exactonline-customer-sync-settings



Control how your Shopify customers are matched and created in Exact Online. This page covers three areas: how customers are matched, what defaults are applied when creating new ones, and how individual fields are mapped.

***

## Sync Rules

### How do you want to match your customers?

When a Shopify order comes in, the integration needs to find the right customer in Exact Online. This setting tells it which field to use for that lookup.

<Frame>
  <img alt="Screenshot 2026 08 21 010541 1" />
</Frame>

<Note>
  Choose a field that is always filled out and unique to each customer. **Email address works best for most businesses** — it's reliably present and avoids false matches between customers with similar names.
</Note>

<Warning>
  Make sure the selected Shopify field is never empty on your orders. If the field is blank, the integration cannot find or create a customer and will trigger an error.
</Warning>

### Point of Sale (POS) Orders

If you use Shopify POS and some orders have no customer attached, enable **"Use a Default Customer for Point of Sale (POS) Orders"**.

<Frame>
  <img alt="Screenshot 2026 08 21 010541 2" />
</Frame>

When active, the integration will automatically assign a customer named **POS Customer – Cloudify** in Exact Online to any POS order where no customer is present. This keeps your invoices clean without requiring manual intervention.

***

## Default Mappings

### What are your default settings for new customers?

When a Shopify customer cannot be matched to an existing account in Exact Online, the integration creates a new one. These default settings define the financial values applied to that new account automatically.

<Frame>
  <img alt="Screenshot 2026 08 21 010910" />
</Frame>

Configure these to match how your business handles sales — so every new customer is created with the right settings from day one, without manual edits in Exact Online.

| Field | Description |
| - | - |
| **VAT code** | The default VAT code applied to sales transactions for new customers. |
| **GL account** | The default general ledger account used for revenue. |
| **Journal** | The default journal (book) where sales invoices are recorded. |
| **Payment condition** | The default payment terms applied to invoices (e.g. 21 days). |
| **Sales currency** | The default currency for new customer accounts. |
| **Shipping method** | The default shipping method applied when creating new customers. |
| **Source** | The account classification (source) assigned to new customers. |

<Note>
  These defaults only apply when a **new** customer is created in Exact Online. Existing matched accounts are not affected.
</Note>

***

## Customer Field Mappings

### How should customer data fields be mapped between Shopify and Exact Online?

Field mappings control exactly which Shopify data gets written into which Exact Online account field when a customer is created or updated.

<Frame>
  <img alt="Screenshot 2026 08 21 010948" />
</Frame>

Some common fields are pre-mapped for you out of the box:

| Exact Online Field | Shopify Field | Status |
| - | - | - |
| Account name *(Required)* | Customer Name | Mapped |
| Email | Customer Email | Mapped |
| Phone number | Phone number | Mapped |

You can add, edit, or remove mappings as needed using the **Create new Shopify field** button. Mappings are split into two tabs:

* **General** — Core account fields such as name, email, and phone.
* **Invoice address** — Billing address fields synced to the Exact Online account.

<Tip>
  Click **Save** after making any changes to your field mappings. Unsaved changes will not take effect on your next sync.
</Tip>


# Invoice Sync Settings
Source: https://docs.cloudify.biz/shopi-exactonline-invoice-sync-settings



This page controls when invoices are created in Exact Online, what type they are, what extra details get included, and how invoice data fields are mapped from your Shopify orders.

***

## Sync Rules

### Automatically create Exact Online invoices

When this toggle is **on**, the integration creates invoices in Exact Online automatically — no manual action needed on your end.

Turn it **off** if you prefer to create invoices manually from the dashboard. This gives you full control over which orders get invoiced and when.

<Frame>
  <img alt="Screenshot 2026 08 21 012719" />
</Frame>

#### When should the invoice be created?

Choose the Shopify order status that triggers invoice creation:

| Option | When it triggers |
| - | - |
| **When Fulfilled** | After the order has been shipped |
| **When Paid** | As soon as payment is recorded in Shopify |
| **When Created** *(default)* | The moment the order is placed in Shopify |

<Note>
  Pick the trigger that matches your business flow. If you invoice before shipping, use **When Created**. If you only invoice after goods are dispatched, use **When Fulfilled**.
</Note>

### Invoice type in Exact Online

Choose how the invoice is created in Exact Online:

<Frame>
  <img alt="Screenshot 2026 08 21 012719 1" />
</Frame>

| Type | What it means |
| - | - |
| **Open Invoice** | The invoice is created as a draft — it's open and can still be edited in Exact Online before being finalized. |
| **Incorporated Invoice** | The invoice is created as processed (incorporated) — it's immediately finalized and posted to your accounts. |

<Note>
  Use **Open Invoice** if your team reviews invoices before posting them. Use **Incorporated Invoice** if you want everything finalized automatically without any manual step in Exact Online.
</Note>

***

## Additional Options

Fine-tune how the integration handles shipping charges, refunds, and other invoice details.

<Frame>
  <img alt="Screenshot 2026 08 21 012828" />
</Frame>

### Include shipping charges

When enabled, any shipping cost on the Shopify order is added as a separate line on the Exact Online invoice — so your invoice reflects the full amount the customer was charged.

You'll also select which **item code** and **GL account** to use for shipping lines, so they're posted correctly in your books.

### Exact Online credit notes from Shopify refunds

When a customer gets a refund in Shopify, this option automatically creates a matching **credit note** in Exact Online — keeping your accounting in sync without any manual work.

You can configure exactly how refunds should be handled using the dropdown that appears when this option is enabled.

<Note>
  Configure both shipping and refund settings before going live. Leaving these on **Select** means the integration won't know where to post those amounts when they come through.
</Note>

***

## Field Mappings

Field mappings control which Shopify order data gets written into the invoice header in Exact Online.

<Frame>
  <img alt="Screenshot 2026 08 21 012854" />
</Frame>

Out of the box, the following is pre-mapped:

| Exact Online field | Pulled from Shopify |
| - | - |
| Description | Order Note |

If a Shopify field is empty on an order, the corresponding Exact Online field will either be left blank or fall back to the system default.

You can add more mappings using the **Create new Shopify field** button — for example, mapping a Shopify order tag or custom field to an Exact Online invoice field.

<Tip>
  Click **Save** after making any changes. Nothing takes effect until you save.
</Tip>


# Overview
Source: https://docs.cloudify.biz/shopi-exactonline-overview



Welcome to the **Shopify-Exact Online Integration Setup Guide** by Cloudify. This comprehensive resource will guide you through the process of connecting your Shopify and Exact Online account, enabling seamless data synchronization and workflow automation between these powerful platforms.

<Frame>
  <img alt="Image" />
</Frame>

## Integration Benefits

By integrating Shopify with Exact Online, your organization can:

* Automate invoice creation directly in Exact Online for every Shopify order.
* Seamlessly synchronize customer data across both platforms.
* Eliminate manual data entry, minimizing errors and saving valuable time.

<CardGroup />

***

## Data Flow between Shopify and Exact Online

The table below shows what data is synced between Shopify and Exact Online.

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  The integration syncs **Shopify orders to Exact Online invoices**. The only data returned from Exact Online to Shopify is the **invoice number**, which is written back into the Shopify order notes automatically.
</Note>

***


# Prerequisites
Source: https://docs.cloudify.biz/shopi-exactonline-prerequisites



Before integrating Shopify with Exact Online, make sure you meet the requirements below for a smooth setup.

<Note>
  Complete all prerequisites before starting installation. Missing any of these can block the connection partway through setup.
</Note>

***

## Checklist

<Steps>
  <Step title="Account Access">
    * **Active Shopify store** — Your store is active and you have administrative rights to install and manage apps.
    * **Active Exact Online account** — Your account is active and you have administrative privileges to connect third-party apps.
  </Step>

  <Step title="Authentication Credentials">
    Have your Exact Online login credentials ready. During setup you will be redirected to Exact Online to log in and authorize the connection.
  </Step>

  <Step title="Understanding Your Business Workflow">
    Know how your order management, payment collection, and fulfillment work today. The integration's sync rules (when to invoice, how to match customers and products, how to handle tax) map directly onto these processes — so a clear picture up front makes configuration faster and more accurate.
  </Step>
</Steps>


# Product Sync Settings
Source: https://docs.cloudify.biz/shopi-exactonline-product-sync-settings



This page controls how the integration handles your products — how it finds them in Exact Online, what happens when a product isn't found, and how tax and accounts are applied on invoices.

***

## Sync Rules

### **Choose a product search method**

When a Shopify order syncs, the integration needs to find the right product in Exact Online to put on the invoice. Choose the method that fits how your catalog is set up.

<Frame>
  <img alt="Screenshot 2026 08 21 011731" />
</Frame>

#### Simple Search

The integration automatically looks up the product in Exact Online by comparing a field from Shopify against a field in Exact Online.

For example: match Shopify **Title** against Exact Online **Description** — if they match, the integration uses that product on the invoice.

This works well for larger catalogs where you want matching to happen without any manual work.

<Note>
  Make sure the fields you select are consistently filled in and formatted the same way on both sides. A mismatch in spelling or casing can cause a product not to be found.
</Note>

#### Direct Link

Manually connect each Shopify product to a specific product in Exact Online yourself. Once linked, the integration always uses that exact product — no searching involved.

This is the best option for **smaller catalogs** where you want full control over which Exact Online product ends up on each invoice.

<Note>
  Getting your product match right matters. If a product isn't found, Exact Online can't generate an accurate invoice — and the fallback option below will be used instead.
</Note>

***

## If a product is not found in Exact Online

Sometimes a Shopify product won't have a match in Exact Online. Choose what you want the integration to do in that situation.

<Frame>
  <img alt="Screenshot 2026 08 21 011807" />
</Frame>

### Skip invoice generation

The integration stops and does not create an invoice for that order. Use this if you'd rather investigate manually than have an invoice created with the wrong product.

### Use a default product

The integration still creates the invoice, but uses a pre-selected Exact Online product as a stand-in. Only the **product code** of that default product is used — all other details like price, quantity, and description are taken directly from the Shopify order.

This keeps your invoicing running without interruption, even when a product match isn't found.

### Create a new product in Exact Online

The integration automatically creates a brand new product in Exact Online using the details from the Shopify order. You'll also select a default GL account to assign to any newly created products.

Choose this if you want your Exact Online product list to stay in sync with whatever you sell on Shopify.

***

## Tax settings

### Exclude Shopify Tax from Exact Online invoices

<Frame>
  <img alt="Screenshot 2026 08 21 011849" />
</Frame>

Shopify calculates and displays tax on orders. Exact Online also applies VAT to invoices based on its own VAT codes.

If both systems apply tax, you could end up with **double taxation** on your invoices. Enable this checkbox to strip out the Shopify tax entirely — so only Exact Online's VAT rules are applied when the invoice is created.

<Note>
  This is relevant if your Exact Online VAT codes are already set up correctly. Once enabled, tax on Shopify orders is ignored and Exact Online handles all VAT calculation on its own.
</Note>

***

## Default sales account

This is the general ledger (GL) account where revenue gets posted when no specific account is set on the product itself. It also acts as the fallback account for **shipping charges**.

Set this to the revenue account in Exact Online that best represents your general sales income.

<Frame>
  <img alt="Screenshot 2026 08 21 011935" />
</Frame>

***

## Item creation settings

If the integration creates new products in Exact Online, this setting controls the **default unit** applied to those items (for example: pcs, hour, minute).

Choose the unit that matches how you typically sell — so new products are created correctly without needing manual edits in Exact Online afterwards.

<Tip>
  Click **Save** after making any changes. Nothing takes effect until you save.
</Tip>


# Choose your Subscription Plans
Source: https://docs.cloudify.biz/shopi-exactonline-subscription-plans



The integration offers two plans. Start with the **Free Trial** to test the full workflow, then move to **Premium** to continue syncing.

***

## Free Trial

Try the integration with **15 free syncs**. (One time)

* 15 trial syncs
* Create draft/processed (incorporated) invoices in Exact Online
* Create products & customers in Exact Online
* Bulk sync to process multiple Shopify orders into Exact Online in one go
* Unified dashboard to track, manage, and resync invoices from one central view
* Replay option for failed syncs
* Personalized sync rules

<Note>
  The trial gives you the full feature set, capped at 15 syncs. It's meant for testing how Shopify orders flow into Exact Online before you go live.
</Note>

***

## Premium

**\$15/month, plus a usage fee of \$0.15 per invoice**.

* Create draft/processed (incorporated) invoices in Exact Online **@\$0.15/invoice**

* Create customers & products in Exact Online

* Bulk sync to process multiple Shopify orders into Exact Online in one go

* Unified dashboard to track, manage, and resync invoices from one central view

* Replay option for failed syncs

* Personalized sync rules

Click **Upgrade** on the Premium card to activate the plan.

***

## Custom Integration

Looking for a custom integration? Contact us at [**support@cloudify.biz**](mailto:support@cloudify.biz) or [**book a meeting**](https://meetings.hubspot.com/steveklein/custom-integration) with our team to discuss your requirements and scope the best solution for your business.


# Overview
Source: https://docs.cloudify.biz/shopi/pennylane/getting-started/overview

How the Shopify-Pennylane integration works and what data is synced.

<Frame>
  <img alt="Chat GPT Image Jul 29, 2026, 01 46 44 PM" />
</Frame>

Welcome to the **Shopify-Pennylane Integration Setup Guide** by Cloudify. This comprehensive resource will guide you through the process of connecting your Shopify and Pennylane accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

## Integration Benefits

By integrating Shopify with Pennylane, your organization can:

* Automate invoice creation directly in Pennylane for every Shopify order.
* Seamlessly synchronize customer data across both platforms.
* Eliminate manual data entry, minimizing errors and saving valuable time.

***

## Data Flow between Shopify and Pennylane

The table below shows what data is synced between Shopify and Pennylane. The data flow is unidirectional from Shopify to Pennylane, except for the invoice number synced back into Shopify order notes.

<Frame>
  <img alt="Untitled Design (18)" />
</Frame>

<Note>
  The integration syncs **Shopify orders to Pennylane invoices**. The only data returned from Pennylane to Shopify is the **invoice number**, which is written back into the Shopify order notes automatically.
</Note>

***


# Overview
Source: https://docs.cloudify.biz/shopi/tripletex/getting-started/overview



Welcome to the **Shopify-Tripletex Integration Setup Guide** by Cloudify. This comprehensive resource will guide you through the process of connecting your Shopify and Tripletex accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

## Integration Benefits

By integrating Shopify with Tripletex, your organization can:

* Automate invoice creation directly in Tripletex for every Shopify order.
* Seamlessly synchronize customer data across both platforms.
* Eliminate manual data entry, minimizing errors and saving valuable time.

<CardGroup />

***

## Data Flow between Shopify and Tripletex

The table below shows what data is synced between Shopify and Tripletex. The data flow is unidirectional from Shopify to Tripletex, except for the invoice number synced back into Shopify order notes.

<Frame>
  <img alt="Tt" />
</Frame>

<Note>
  The integration syncs **Shopify orders to Tripletex invoices**. The only data returned from Tripletex to Shopify is the **invoice number**, which is written back into the Shopify order notes automatically.
</Note>

***


# Bookkeeping
Source: https://docs.cloudify.biz/shopify-xero-bookkeeping

Automate Shopify payout reconciliation in Xero — journal entries for payments, fees, and payouts.

The Bookkeeping section lets you automate how Shopify payouts are recorded in Xero. When enabled, the integration creates journal entries for Shopify Payments, fees, and bank payouts — so your books stay accurate without manual work.

***

## How Bookkeeping Works

Understanding how your Shopify transactions move to Xero helps you keep track of your cash flow and reconciliation.

### The 3-Step Process

<Steps>
  <Step title="Checkout & Logging">
    As soon as a customer pays, the app creates a draft entry in Xero to record the sale and the expected funds.

    → **Invoice created in Xero**
  </Step>

  <Step title="Clearing (In Transit)">
    Payments are held by your processor (Stripe/PayPal) in a "Clearing Account" until they are ready to be paid out to your bank.

    → **Funds tracked in clearing account**
  </Step>

  <Step title="Payout & Finalization">
    When the payout hits your bank, the system automatically moves the funds from the clearing account to your bank account and records any fees.
  </Step>
</Steps>

### Automatic Accounting Entries

Here's what a typical payout looks like when it's recorded in Xero:

| Entry | Amount | What It Means |
| - | - | - |
| **Clearing** | −\$250.00 | The payment leaves the clearing account |
| **Fee** | −\$7.50 | Shopify's processing fee is deducted |
| **Bank** | +\$242.50 | The net amount lands in your bank account |

The net amount (\$242.50) is balanced against your bank statement automatically.

***

## Enable Bookkeeping

Toggle **Automated Bookkeeping Sync** to enable or disable this feature. When disabled, no payout-related journal entries are created in Xero.

Click **Save** after toggling.

***

## Payout Mode

Choose how payouts are recorded in Xero:

<Frame>
  <img alt="Screenshot 2026 08 14 012932" />
</Frame>

<CardGroup>
  <Card title="Auto" icon="bolt">
    Cloudify will automatically push your payout data into the Xero journal. No manual action needed — payouts sync as they happen.
  </Card>

  <Card title="Manual" icon="hand">
    Your payouts from Shopify will be available in the Cloudify Dashboard. You can review them and push to Xero manually when you're ready.
  </Card>
</CardGroup>

***

## Journal Entry Preferences

<Warning>
  **Not applicable for Draft Invoices.** Journal entries are only created when your invoice type is set to something other than Draft.
</Warning>

This section lets you set up preferences for adding journal entries to Xero. Journal entries can be created for Shopify Payments (to record customer payments), Shopify fees, and payouts to your bank account. This ensures accurate bookkeeping, with each entry going into the correct journal and account.

<Info>
  Shopify processes merchant payouts cumulatively by consolidating multiple payouts and disbursing the total amount in a scheduled transaction. Set your preferences for journal entries using the settings below.
</Info>

You can click **"Send to accountant"** to share these settings with your accountant for review.

### Bookkeeping Settings

Configure which Xero accounts each type of transaction is posted to:

<Frame>
  <img alt="Screenshot 2026 08 14 013030" />
</Frame>

| Setting | Xero Account | Purpose |
| - | - | - |
| **Payout Account (Bank A/c)** | Select your bank account | Where Shopify deposits your money — most often your Bank account. |
| **Shopify Payments Clearing account** | `CF-00000` — Shopify-Payments Clearing | The offset account for Shopify Payments (e.g. Shopify Payments clearing). Add it from the Invoice sync rules settings. |
| **Shopify Fee account** | `CF-30000` — Shopify Fees | Account for Shopify transaction fees. |
| **Select Adjustment** | Select | Technical regulations account. |
| **Select Reserved** | Select | Account for amount Shopify is holding back. |

Click **Save** when you're done configuring your bookkeeping accounts.

<Note>
  The Shopify Payments Clearing account and Shopify Fee account are **Cloudify-generated accounts** in Xero. The Payout Account, Adjustment, and Reserved accounts need to be selected from your existing Xero chart of accounts.
</Note>


# Customer Sync Rules 
Source: https://docs.cloudify.biz/shopify-xero-customer-sync-rules

Configure how Shopify customers are matched, created, and mapped to Xero contacts.

The Customer tab controls how Shopify customer data flows into Xero. There are three sections to configure: **Sync Rules**, **Default Mappings**, and **Customer Field Mappings**.

***

## Sync Rules

### How do you want to match your customers?

<Frame>
  <img alt="Image" />
</Frame>

When a Shopify order comes in, the integration needs to find the right Xero contact. You configure this by choosing which **Shopify field** to match against which **Xero field**.

| Shopify Field | Xero Field |
| - | - |
| Customer Name | Contact Name |

Select the most reliable field for identifying your customers. Choose something that's **always filled out and unique** to each customer — email addresses work well for most businesses.

<Warning>
  Ensure selected Shopify fields are not empty to avoid triggering errors. If a customer's field is blank in Shopify, the match will fail.
</Warning>

### POS Default Customer

<Check>
  **Use a Default Customer for Point of Sale (POS) Order**
</Check>

If a Shopify POS order has no customer associated, the integration creates a customer named **"POS Customer – Cloudify"** in Xero. This customer is then assigned to all invoices created for POS orders where no customer is present.

<Frame>
  <img alt="Image" />
</Frame>

Enable this if you process POS sales where customers don't provide their details.

***

## Default Mappings

<Frame>
  <img alt="Image" />
</Frame>

### What are your default settings for new customers?

When the integration creates a **new customer in Xero** from Shopify data, it uses these defaults to fill in key fields:

| Setting | What It Does | Example |
| - | - | - |
| **Select currency** | Currency for financial transactions | United States Dollar |
| **Select branding theme** | Theme for invoice and quote presentation in Xero | Standard |
| **Select invoice due date** | Number of days after the invoice date before it's considered due | Days after the invoice date |
| **Select sales account** | Accounting ledger account used for recording sales transactions | 4000 – Sale of Goods |
| **Sales default amounts are** | Whether sales amounts are tax-inclusive, tax-exclusive, or no tax | Tax inclusive |

### Country Specific Sales Account

If you sell to multiple countries and want to post revenue to **different Xero sales accounts** based on the customer's country, enable this option.

Once enabled, select the countries you want to configure and assign a specific sales account for each one.

<Tip>
  This is useful if you need to separate domestic vs. international revenue in your Xero reporting.
</Tip>

***

## Customer Field Mappings

### How should customer data fields be mapped?

<Frame>
  <img alt="Image" />
</Frame>

This section controls exactly which Shopify customer fields map to which Xero contact fields. It determines how customer information is transferred when creating a new contact or updating an existing one in Xero.

<Info>
  Some common fields are **pre-mapped** for your convenience. To update a mapped field, click on the box and select your preferred Shopify field. You can remove an existing mapping by clicking the **"Clear"** button.
</Info>

Field mappings are organized into three tabs:

### General

Core contact details like name, email, and phone.

| Xero Field | Shopify Field | Status |
| - | - | - |
| **Contact name** (Required) | Customer Name | Mapped |
| **Email** | Customer Email | Mapped |
| **Phone number** | Phone number | Mapped |

### Billing Address

Maps the customer's Shopify billing address fields to the corresponding Xero contact address fields.

### Delivery Address

Maps the customer's Shopify shipping/delivery address fields to the corresponding Xero contact address fields.

<Tip>
  You can also create custom Shopify fields using the **"Create new Shopify field"** button if your store captures data that doesn't map to a standard field (e.g. a company registration number or VAT ID).
</Tip>

Click **Save** when you're done configuring your field mappings.


# Individual Order Mode
Source: https://docs.cloudify.biz/shopify-xero-individual-order-mode

Each Shopify order becomes its own Xero invoice — detailed, easy to reconcile.

## How It Works

Every Shopify order is pushed to Xero as a **separate invoice** with full line-item details — products, quantities, prices, tax, shipping, and discounts all included.

### Automated Triggers

You choose **when** an order gets pushed to Xero based on its Shopify status:

* **Order Created** — pushes the invoice as soon as the order is placed.
* **Order Fulfilled** — waits until you mark the order as fulfilled.
* **Order Paid** — waits until payment is confirmed.

You also choose what **type of invoice** is generated in Xero.

### Customer & Product Sync

The integration searches Xero for existing customers and products that match the Shopify order. If no match is found, it creates them in Xero for you.

Data flows **from Shopify to Xero** — not the other way around.

### Shipping & Refunds

Shipping charges are included on the Xero invoice. When a refund is issued in Shopify on a previously synced order, a **credit note** is generated in Xero automatically.

<Info>
  Make sure shipping and refund options are enabled in your configuration.
</Info>

***

## Configuration Tabs

Once you select Individual Order Mode, you'll see three tabs to set up:

<CardGroup>
  <Card title="Customer" icon="user" href="/shopify-xero/customer-setup">
    Set up **sync rules** that control how Shopify customers are matched to Xero contacts. Define matching fields, handle missing contacts, and configure POS default customers.
  </Card>

  <Card title="Product" icon="box" href="/shopify-xero/product-mapping">
    Map Shopify products to Xero items and assign the correct revenue accounts.
  </Card>

  <Card title="Invoice" icon="file-invoice-dollar" href="/shopify-xero/invoice-settings">
    Choose invoice type, due dates, reference format, and how shipping and refunds appear on invoices.
  </Card>
</CardGroup>


# Invoice Sync Rules
Source: https://docs.cloudify.biz/shopify-xero-invoice-sync-rules

Control when Xero invoices are created, what type they are, and how shipping and refunds are handled.

The Invoice tab controls **when** and **how** Xero invoices are generated from your Shopify orders. There are two sections: **Sync Rules** and **Additional Options**.

***

## Sync Rules

### Automatically Create (Xero) Invoices

This toggle controls whether invoices are created in Xero automatically when a Shopify order reaches a certain status.

<Frame>
  <img alt="Screenshot 2026 08 14 011934" />
</Frame>

**When enabled**, choose the trigger that fits your workflow:

| Trigger | When the Invoice Is Created |
| - | - |
| **When Fulfilled** (after shipping) | Invoice is created once you mark the order as fulfilled in Shopify. |
| **When Paid** (payment recorded in Shopify) | Invoice is created once payment is confirmed. |
| **When Created** (order created in Shopify) | Invoice is created immediately when the order is placed. |

<Tip>
  Turn this **off** if you prefer to create invoices manually from the Cloudify dashboard instead of using automated triggers.
</Tip>

### Invoice Type in Xero

Choose what type of invoice is generated in Xero:

<Frame>
  <img alt="Screenshot 2026 08 14 012006" />
</Frame>

| Invoice Type | What It Means |
| - | - |
| **Draft Invoice** | Created as a draft — you or your accountant review and approve it before it's finalized. |
| **Awaiting-Approval Invoice** | Created and queued for approval in Xero. |
| **Awaiting-Payment Invoice** | Created as approved and ready for payment. |
| **Paid Invoice** | Created and marked as fully paid immediately. Payment is applied automatically using clearing accounts. |

Pick the type that matches your accounting workflow. If you're unsure, **Draft Invoice** is the safest starting point — it gives you a chance to review before anything is finalized.

### Paid Invoice — Payment Accounts

When you select **Paid Invoice**, Cloudify automatically applies payment using dedicated clearing accounts based on the Shopify payment method (Cash, Shopify Payments, or other).

<Frame>
  <img alt="Screenshot 2026 08 14 012039" />
</Frame>

Click **"Edit Xero Accounts"** to configure which Xero account each payment type is recorded to:

| Shopify Payment Type | Xero Account |
| - | - |
| **Shopify Payments** | `CF-00000` — Shopify-Payments Clearing |
| **Cash** | `CF-60000` — Shopify Cash Clearing |
| **Gift Card** | `CF-80000` — Shopify Gift Cards |
| **All Other Payment Types** | `CF-60001` — Non-Shopify Payments Clearing |

<Note>
  These are **Cloudify-generated accounts** in Xero. They're created automatically — you don't need to set them up manually, but you can reassign them to different accounts if needed.
</Note>

***

## Additional Options

These settings let you configure shipping, refunds, and email notifications on your Xero invoices.

### Include Shipping Charges

<Check>
  **Include shipping charges**
</Check>

Enable this to have shipping charges appear as a line item on your Xero invoice. Once enabled, select how shipping should be represented in Xero (e.g. which account or item it maps to).

### Xero Credit Notes from Shopify Refunds

<Check>
  **Xero Credit Notes from Shopify Refunds**
</Check>

Enable this to automatically create credit notes in Xero when a refund is issued in Shopify. Once enabled, configure how refunds are handled in Xero (e.g. which account they're posted to).

### Enable Email Notification

<Check>
  **Enable Email Notification**
</Check>

Enable this to send automated invoice emails to your customers from Xero when an invoice is created.

<Info>
  Configure the above settings to streamline shipping charges, credit note creation from Shopify refunds, and manage automated invoice emails to your customers.
</Info>


# Product Sync Rules 
Source: https://docs.cloudify.biz/shopify-xero-product-sync-rules

Configure how Shopify products are matched, created, and mapped to Xero items.

The Product tab controls how Shopify products are found and synced to Xero items. There are four sections: **Sync Rules**, **If Product Not Found**, **Tax Settings**, and **Field Mappings**.

***

## Sync Rules

### Choose a product search method

When a Shopify order comes in, the integration needs to find the matching product in Xero. You have two options:

<Frame>
  <img alt="Screenshot 2026 08 14 011642" />
</Frame>

<CardGroup>
  <Card title="Simple Search" icon="magnifying-glass">
    Automatically match products using specific fields. Select a Shopify field and a corresponding Xero field to match against.

    Similar fields work best — for example, matching **SKU** to **Product Number**. If you don't use SKUs in Shopify, try matching using **Product Name** fields instead.
  </Card>

  <Card title="Direct Link (no searching)" icon="link">
    Manually link each Shopify product to a specific Xero item. Best for smaller product catalogs where you want precise control over every mapping.
  </Card>
</CardGroup>

If using Simple Search, configure your matching fields:

| Shopify Field | Xero Field |
| - | - |
| Title | Name |

<Info>
  **Why it matters:** This step is crucial for accurate invoicing and inventory management. If the product is not found, one of the fallback options below is applied — where **"Skip invoice generation"** is selected by default.
</Info>

***

## If Product Not Found in Xero

When the integration can't find a matching Xero item, choose what should happen:

<Frame>
  <img alt="Screenshot 2026 08 14 011719" />
</Frame>

| Option | What It Does |
| - | - |
| **Skip invoice generation** | The invoice is not created in Xero. This is the default. |
| **Use a default product** | Falls back to a specific Xero item you designate as the default. |
| **Create a new product in Xero** | Automatically creates the product as a new item in Xero and assigns it to your chosen Sales Account (e.g. `CF-20000 — Shopify Sales`). |

<Warning>
  If you choose "Create a new product in Xero", be aware this may create duplicate or unnecessary products if not managed carefully. Review your Xero items periodically.
</Warning>

***

## Tax Settings

<Check>
  **Exclude Shopify Tax from Xero invoices**
</Check>

Enable this to remove taxes applied on Shopify orders when creating the Xero invoice. Only the relevant Xero tax rates will be applied instead.

<Frame>
  <img alt="Screenshot 2026 08 14 011803" />
</Frame>

Cloudify does **not** perform any tax calculations — it depends on your existing tax settings in Xero. Use this when your Xero tax setup should take precedence over Shopify's tax values.

***

## Field Mappings

### How should product data fields be mapped?

This section defines how product information transfers from Shopify to Xero when creating new items.

<Frame>
  <img alt="Screenshot 2026 08 14 011829" />
</Frame>

<Info>
  **Note:** This section is only applicable if you've chosen **"Create a new product in Xero"** as your fallback option above. The integration fetches details from the Shopify fields and syncs them to the corresponding Xero field.
</Info>

Common fields are **pre-mapped** by default:

| Xero Field | Shopify Field | Status |
| - | - | - |
| **Name** (Required) | Title | Mapped |
| **Code** (Required) | SKU | Mapped |
| **Description** | Description | Mapped |
| **Sales price** | Price | Mapped |

To update a mapping, click the field box and select a different Shopify field. Use **"Clear"** to remove a mapping, or **"Create new Shopify field"** if your store uses custom data that doesn't map to a standard field.

Click **Save** when you're done.


# Sales Posting Setup
Source: https://docs.cloudify.biz/shopify-xero-sales-posting-setup

Choose how your Shopify sales are recorded in Xero — one invoice per order or daily summaries.

The first thing you'll configure is **how Shopify transactions appear in Xero**. You have two options:

<Frame>
  <img alt="Screenshot 2026 08 14 001121 1" />
</Frame>

<CardGroup>
  <Card title="Individual Order Mode" icon="file-lines" href="/shopify-xero/individual-order-mode">
    **Recommended for most stores.** Every Shopify order creates its own Xero invoice with full line-item details. Easy to match each sale back to a specific order.

    Best for detailed, order-level reconciliation.
  </Card>

  <Card title="Sales Summary Mode" icon="layer-group" href="/shopify-xero/sales-summary-mode">
    Groups all of yesterday's sales into **one invoice** and refunds into **one credit note** in Xero. Keeps your ledger clean at high volumes.

    Best for a simple, summarized daily view.
  </Card>
</CardGroup>

<Tip>
  You can switch between modes at any time. Switching only affects **future** sales — anything already pushed to Xero stays as-is.
</Tip>

***

## Switching Between Modes

You can switch from one mode to the other at any time from this page.

<Warning>
  Switching modes affects how your **future** sales data is posted to Xero. Previously pushed data will not be affected.
</Warning>

A confirmation dialog will appear when you switch. Click **Confirm and Continue** to apply the change.


# Sales Summary Mode
Source: https://docs.cloudify.biz/shopify-xero-sales-summary-mode

All of yesterday's Shopify sales grouped into one Xero invoice and one credit note — daily.

## How It Works

For transactions that occurred in Shopify the previous day, Cloudify automatically aggregates them into a **single Invoice** (for sales) and a **single Credit Note** (for refunds) inside Xero.

<CardGroup>
  <Card title="1. Single Invoice (Sales)" icon="receipt">
    One invoice covering all of yesterday's sales, broken down by:

    * Sales with VAT / Tax
    * Sales without VAT / Tax
    * Shipping with VAT / Tax
    * Shipping without VAT / Tax
    * Gift card sales (tracked to Liability)
    * Discounts (adjusted directly against sales)
  </Card>

  <Card title="2. Single Credit Note (Refunds)" icon="rotate-left">
    One credit note covering all of yesterday's refunds, broken down by:

    * Refunds with VAT / Tax
    * Refunds with no tax (custom refunds)
    * Shipping refunds
    * Gift card refunds
  </Card>
</CardGroup>

***

## Configuration

### Transfer Frequency

Controls **when** the daily summary is generated and pushed to Xero.

The default is **Daily Summary** — covering transactions from 00:00:00 to 23:59:59 each day. A summarized invoice and credit note for your previous day's Shopify transactions will be generated in Xero.

<Frame>
  <img alt="Screenshot 2026 08 14 012142" />
</Frame>

You can also use the **"Send to accountant"** button to manually trigger a summary push at any time.

### Tax Rate Mapping

Configure how Shopify tax data maps to Xero tax rates.

<Frame>
  <img alt="Screenshot 2026 08 14 012215" />
</Frame>

| Setting | What It Does |
| - | - |
| **Default Xero Tax Rate** | The tax rate shown on invoice lines. The actual tax amount still comes from Shopify. |
| **Invoice Amounts in Xero** | Choose whether amounts are **Tax inclusive** or **Tax exclusive**. |

For Shopify line items that have **no tax**, you assign a default Xero tax rate for each type:

| Shopify Line Type | Default Xero Tax Rate |
| - | - |
| Sales (Tax free) | Tax Exempt (0) |
| Shipping Fees (Tax free) | Tax Exempt (0) |
| Pending Transactions (Tax free) | Tax Exempt (0) |
| Gift Card (Tax free) | Tax Exempt (0) |

<Info>
  **How this works:** If a Shopify line has tax, the integration uses the Shopify tax rate mapping above. If the line has no tax, it falls back to the default tax rate you've selected for that line type.
</Info>

### Xero Account Selection

Choose which Xero accounts your Shopify revenue and transactions are posted to:

<Frame>
  <img alt="Screenshot 2026 08 14 012320" />
</Frame>

| Shopify Item Type | Xero Account | Purpose |
| - | - | - |
| **Shopify Sales Revenue** | `CF-20000` — Shopify Sales | Standard sales revenue from product purchases |
| **Shopify Shipping Revenue** | `CF-20001` — Shopify Shipping Revenue | Revenue from shipping and delivery fees |
| **Shopify Balance/Pending Transactions** | `CF-60002` — Shopify Balance/Pending Tran... | Clearing account for partial or pending checkout balances |

### Payment Methods

Map your Shopify payment methods to the correct Xero clearing accounts so payouts reconcile correctly:

<Frame>
  <img alt="Screenshot 2026 08 14 012359" />
</Frame>

| Shopify Payment Type | Xero Account |
| - | - |
| **Shopify Payments** | `CF-00000` — Shopify-Payments Clearing |
| **Cash** | `CF-60000` — Shopify Cash Clearing |
| **Gift Card** | `CF-80000` — Shopify Gift Cards |
| **All Other Payment Types** | `CF-60001` — Non-Shopify Payments Clearing |

<Note>
  All `CF-` accounts are **created automatically** by Cloudify in your Xero org. You don't need to set them up manually. Click **"View Cloudify generated accounts in Xero"** to see them.
</Note>

***

## Channel-Wise Sales & POS Distinction

To prevent mixups, orders are automatically separated based on **where they came from**:

| Channel | What Happens |
| - | - |
| **POS Channel** | Point of Sale orders go to a completely separate Invoice and Credit Note. |
| **Online & Draft** | Online Store, Draft, and Manual orders go to their own invoices based on your customer mappings. |

Cloudify creates **three dedicated customer records** in Xero to keep these channels segregated:

| Channel | Xero Customer Name |
| - | - |
| Online Sales | Shopify Online Store (Cloudify) |
| POS Sales | Shopify POS (Cloudify) |
| Manual Orders | Shopify Manual Orders (Cloudify) |

***

## Xero References & Layout

Every invoice and credit note follows a consistent naming pattern so you can find them easily:

* **Invoice & Credit Note Reference** — `Shopify Orders Paid/Partially paid on {transaction-date}` (e.g. *Shopify Orders Fully/Partially Paid on 16 June 2026*)
* **Payment Reference in Xero** — set to the actual payment method (e.g. *Cash*, *Manual*, or *Credit card*)
* **Partially Paid Orders** — the full sale goes to the Sales Account, while the unpaid balance goes into `CF-60002` (Shopify Balance/Pending Transactions). It clears to zero once the order is fully paid.


# Common Shopify Economic Errors & Fixes
Source: https://docs.cloudify.biz/shopify/e-conomic/get-the-most-out-of-the-app/common-shopify-economic-errors--fixes



1. **Missing Customer in Shopify Order**

<Frame>
  <img alt="Image" />
</Frame>

A customer is not present in the Shopify order. Since a customer is needed to create an invoice in Economic, it is mandatory. Please go to your Shopify order and add a customer to it. Once done click on More actions> Replay Integration.

2. **SKU should not be empty**

<Frame>
  <img alt="Image" />
</Frame>

**SKU** is not present in your product in the Shopify order. Please go to products in Shopify > Click on the product which is present in the order > Under Inventory section, Add an SKU > Save the changes.

3. **Invoice creation skipped**

<Frame>
  <img alt="Image" />
</Frame>

You have selected the option to not create an Invoice, when a product from Shopify order is not found in e-conomic.

Please go to Visma economic sync app in cloudify > Product Settings > Go to when a product is not found in **e-conomic** > Choose either to use a default product from Economic or create a new product.

4. **Shipping charge preferences missing**

<Frame>
  <img alt="Image" />
</Frame>

Settings are not enabled to handle shipping charges in Shopify order.

Please go to Visma economic sync app settings in Shopify> Invoice settings > Under **Additional options**\_- Enable \_**Include Shipping charges** & select a product from the dropdown to be used as a Default Shipping charge line item.

(It is recommended to create a new product directly within Economic named as **Shipping Charges** and select it here.)

5. **Invalid format for e-conomic Customer number**

<Frame>
  <img alt="Image" />
</Frame>

A Shopify field containing letters has been mapped to be used as E-conomic Customer number. E-conomic only accepts numerical values for Customer number.

Please go to *Visma economic sync* app settings in Shopify> Customer settings > Under '**How to handle customer number in e-conomic**' from the dropdown select '**Let e-conomic create customer number**'


# Explore App Features
Source: https://docs.cloudify.biz/shopify/e-conomic/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Shopify to e-conomic integration.

<Accordion title="Automatically Create Invoices from Shopify Orders in Visma e-conomic">
  Convert Shopify orders into e-conomic invoices with zero manual work. Trigger invoice creation automatically as orders come in, saving time and ensuring accurate, up-to-date financial records.

  <Frame>
    <img alt="Cpt5t V Vo4deae=" />
  </Frame>
</Accordion>

<Accordion title="Automate Journal Entries for Shopify Payouts, Fees & Refunds">
  Save time and reduce errors by auto-posting journal entries in e-conomic for every Shopify payout, transaction fee, and refund. Ensure accurate, up-to-date bookkeeping without manual effort.

  <Frame>
    <img alt="C Kzk18i Qm JADEAE=" />
  </Frame>
</Accordion>

<Accordion title="Replay Invoice Syncs with One Click">
  Quickly retry failed invoice syncs between Shopify and e-conomic. Ensure accurate records and smooth reconciliation with one-click recovery.

  <Frame>
    <img alt="CKC Jts H Vo4deae=" />
  </Frame>
</Accordion>

<Accordion title="Simplify Syncing with the Unified Dashboard">
  * **Complete Integration Oversight**\
    Control your entire integration from a single, powerful dashboard. Monitor connection status in real time and access all integration settings in one place.
  * **Sync & Resync with One-Click**\
    Manually trigger or retry Shopify order syncs instantly. Create or update invoices quickly and eliminate the need to search through logs.
  * **Resync Historical Orders Effortlessly**\
    Access and resync historical orders directly from the dashboard. Retry failed integrations anytime with a single click, no need to open individual orders.

  <Frame>
    <img alt="C Ifs6si Qm JADEAE=" />
  </Frame>
</Accordion>

<Accordion title="Test the Integration Before Going Live">
  Run a quick test sync using sample data to see how the integration works before going live. Verify that your invoice rules, customer matching, and product matching are configured correctly. Once everything looks good, you can proceed with confidence.

  <Frame>
    <img alt="Cm203ve T1p IDEAE=" />
  </Frame>
</Accordion>


# FAQs Frequently Asked Questions
Source: https://docs.cloudify.biz/shopify/e-conomic/get-the-most-out-of-the-app/frequently-asked-questions



<Note>
  **IMPORTANT**: Always check your Shopify order notes to verify the status of your integration.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Shopify orders into e-conomic invoices automatically
  * Keep your Shopify and e-conomic product and customer data in sync
  * Automate invoice generation and journal entries
  * Monitor sync status through detailed logs
  * Handle refunds and shipping charges automatically
</Accordion>

<Accordion title="I've installed the app, but how do I start creating the invoices?">
  You can setup automatic invoice creation triggers in the Invoice Settings section of the app which is visible on the left panel of your Shopify admin page. Once done, as soon as your order is marked as Paid, Fulfilled or if you've selected to create instant invoices, the integration will create the invoice for you.
</Accordion>

<Accordion title="I get this error with my integration: &#x22;The Workflow execution failed due to this error: The license is read-only.&#x22;">
  The error comes up when your e-conomic subscription is not allowed to use the API. You can either change the subscription or contact e-conomic support for a resolution on this.
</Accordion>

<Accordion title="Will the invoice be directly booked in e-conomic after it is created?">
  This depends on your settings. You can choose to:

  * Create draft invoices that require manual review, or
  * Generate automatically booked invoices
</Accordion>

<Accordion title="How do I know if my invoice was created successfully?">
  Check these locations:

  * View the "Notes" section in your Shopify order
  * Check e-conomic for the newly created invoice
  * Monitor any error messages under the Shopify order's "Notes" section

  Use the **"Replay invoice sync**" available under "**More actions**" of your Shopify order
</Accordion>

<Accordion title="Can I connect my Shopify store with multiple e-conomic accounts?">
  No. You can only connect one e-conomic account to one Shopify store at a time. However, you can switch to a different e-conomic account later by disconnecting the existing one first.
</Accordion>

<Accordion title="What happens if my Shopify customer isn't in e-conomic?">
  The integration will automatically create a new customer record in e-conomic using:

  * Customer information from Shopify
  * Your configured default settings
  * Mapped customer fields
</Accordion>

<Accordion title="What if my Shopify product isn't present or found in e-conomic when the integration runs?">
  You have three options that can be handled via the integration:

  * Halt the invoice creation (for manual review)
  * Use a default product as a placeholder
  * Automatically \*\*I am unable to import my e-conomic customer and product data to Shopify with this application.\*\*create new products in e-conomic from your Shopify order
</Accordion>

<Accordion title="I am unable to import my e-conomic customer and product data to Shopify with this application.">
  The integration syncs customer and product data from Shopify to e-conomic only, not the other way around.
</Accordion>

<Accordion title="I can't see the created invoice in e-conomic. What should I check?">
  Verify these points:

  * Check the Shopify order notes for any errors
  * Verify your e-conomic connection status
  * Confirm if it's a draft or booked invoice (both are placed at different locations in e-conomic)
  * Use the replay feature after making any changes (Go to your Shopify order > More actions > Replay invoice sync)
</Accordion>

<Accordion title="My custom field mappings aren't working. What should I check?">
  Verify these points:

  * Ensure field types match between systems
  * Check required fields are properly mapped
</Accordion>

<Accordion title="There's a mismatch in invoice amounts between Shopify and e-conomic. What should I review?">
  Check these settings in the Cloudify app:

  * Tax inclusion/exclusion settings
  * Shipping charge configuration
  * Discount calculations
  * Currency settings and conversions
</Accordion>

<Accordion title="Some customer/product/order information is missing on invoices. How can I fix this?">
  You can bring additional customer, product and order information from Shopify to e-conomic by visiting the "**Field Mapping"** section available under Customer, Product and Invoice sections of the app.
</Accordion>

<Accordion title="How do I map the Shopify order number in the e-conomic invoice?">
  Go to Sync Settings > Invoices > Invoice Field Mappings > Notes and References and select the Order Number from Shopfiy drowdown against the Notes Headline in e-conomic.

  For any persistent issues or questions not covered here, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
</Accordion>

<Accordion title="How to create credit notes in Economic for Shopify refunds?">
  * Go to the **e-conomic Sync** app in Shopify
  * Open **Settings** → **Invoice Settings**
  * Scroll to **Additional Options**
  * Enable the checkbox **Create credit notes in e-conomic for Shopify refunds**
  * In the dropdown below, select the **default product** to use as the line item (this will appear as **“Shopify Refund”** with the refunded amount in the credit note)
  * Click **Save**

  <Frame>
    <img alt="Uvsjn Ll N0mv8vvb4m Vyw5s Pl Ns" />
  </Frame>
</Accordion>

<Accordion title=" Why does my e-conomic invoices show an additional 25% VAT, causing the invoice total to be different from my Shopify order total?">
  1. Open the **Cloudify Visma e-conomic** app in Shopify.
  2. Go to **Sales Posting Setup** > **Product Settings**.
  3. Under **Tax Settings**, enable the **Exclude Shopify Tax** option.
  4. Click **Save**.<br />- Next, update the affected invoices:
  5. Open the **Dashboard** in the Cloudify Visma e-conomic app in Shopify.
  6. Locate the orders where the e-conomic Invoice total differs from the Shopify order total.
  7. Click **Rerun** next to each affected order.<br />- The integration will update the existing draft invoices using the new tax logic and going ahead all the new invoices will be created correctly in e-conomic.
</Accordion>


# Subscription
Source: https://docs.cloudify.biz/shopify/e-conomic/getting-started/choose-your-subscription-plans

Plans, pricing, and how to change or cancel your subscription

The Subscription page shows your current plan, how many orders you have used this month, and the available plans. You find it in the app menu under **Subscription**.

Plans are based on how many Shopify orders the app processes per month. Pick the plan that matches your monthly order volume.

## Billing period

Use the **Monthly / Yearly** toggle at the top to switch between billing periods. **Yearly billing saves 15%.**

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  <img alt="Image" />
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<Info>
  The **Scale** plan is only available on monthly billing. It does not appear when the toggle is set to Yearly.
</Info>

## Plans

**Free Trial** – sync 30 real orders into e-conomic with the full feature set unlocked, then pick the plan that fits. The 30 orders are a one-time allotment, not monthly.

**Starter** – every sale creates an invoice in e-conomic automatically, and you get the dashboard to see and manage all synced orders. Starter does **not** include refunds/credit notes, sales summary sync, bookkeeping (payout reconciliation), the payouts dashboard, or bulk sync tools.

**Growth** – everything in Starter, plus: refunds automatically create credit notes, daily sales totals posted to e-conomic, Shopify Payments payouts matched to your books automatically, a dashboard showing all payout activity, and bulk-sync of past orders when getting started.

**Professional** – the same complete automation as Growth, built for stores processing up to 800 orders a month.

**Scale** – everything in Growth and Professional, plus a dedicated Customer Success Manager for onboarding, setup, and ongoing help. Includes 2,000 orders per month; orders above that are charged at \$0.05 each (pay as you go), so there is no hard cap.

## Comparing plans

Click **Compare all features** below the plan cards to see a detailed table of every feature across all plans, grouped into Volume & Fees, Core Synchronization, Bookkeeping & Summary, and Account & Support.

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  <img alt="Image" />
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## Changing your plan

* Your current plan is shown in the banner at the top of the page, together with the number of orders used this month.
* Click **Upgrade Plan** or **Downgrade Plan** on a plan card to switch. Shopify handles the billing change.


# Overview
Source: https://docs.cloudify.biz/shopify/e-conomic/getting-started/overview



Welcome to the official setup guide for the Shopify to e-conomic integration. This comprehensive guide will walk you through connecting your Shopify store and e-conomic accounting system, from initial installation to advanced configuration. By the end, you'll have a fully automated financial workflow that transforms your e-commerce operations.

<iframe title="YouTube video player" />

**Integration Benefits**

By integrating Shopify with e-conomic, your organization can:

* Effortlessly generate invoices in e-conomic directly from Shopify orders.
* Automate journal entries for Shopify payouts, fees, and refunds in e-conomic.
* Quickly retry failed invoice syncs with a single click when errors occur.
* Seamlessly synchronize product and customer data across both platforms.

### Data Flow Between Shopify and e-conomic

The table below shows what data is synced between Shopify and Visma e-conomic. The data flow is unidirectional from Shopify to Visma e-conomic except for the invoice number synced back into Shopify order notes.

Click on the image below to enlarge it.

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  <img alt="Image Wm" />
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# Prerequisites
Source: https://docs.cloudify.biz/shopify/e-conomic/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Shopify and e-conomic. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before starting the integration process, please ensure you have:**

1. An active Shopify store with administrative access
2. An active e-conomic account with administrative rights
3. Authentication credentials for both platforms
4. Basic understanding of your business workflow


# Installation Steps
Source: https://docs.cloudify.biz/shopify/e-conomic/installation/installation-steps

How to install and connect the Shopify e-conomic integration, step by step

This guide walks you through installing the app and connecting your Shopify store to your e-conomic accounting system. **Setup takes just a few minutes.**. When you are done, your Shopify orders will automatically become invoices in e-conomic. You do not need any technical knowledge.

<Steps>
  <Step title="Find the app in the Shopify App Store">
    Log in to your Shopify admin (the page where you manage your store).

    In the left menu, click **Apps**. A search field appears at the top. Type **Visma e-conomic Integration** and press Enter.

    <Frame>
      <img alt="Screenshot 2026 07 17 034711" title="Screenshot 2026 07 17 034711" />
    </Frame>

    The app appears in the search results. Click on it to open the app page.
  </Step>

  <Step title="Install the app">
    On the app page, click the **Install** button.

    Shopify will show you a list of permissions the app needs. This is standard for all Shopify apps. The app needs permission to read your orders, customers, and products, because this is the data it sends to e-conomic.

    Click **Install** again to confirm. The app is now added to your store.
  </Step>

  <Step title="Start the setup">
    After installation, the app opens with a welcome screen.

    Click the green **Get started** button to begin the setup.

    <img alt="Screenshot 2026 07 17 015643" title="Screenshot 2026 07 17 015643" />
  </Step>

  <Step title="Connect your e-conomic account">
    This step links your Shopify store to your e-conomic account, so the two systems can share data.

    <Frame>
      <img alt="Screenshot 2026 07 17 015715 1" title="Screenshot 2026 07 17 015715 1" />
    </Frame>

    Click the black **Connect to e-conomic** button. A Visma e-conomic login window opens.

    * **If you already have an e-conomic account:** log in with your usual e-conomic username and password, and approve the connection.
    * **If you do not have an e-conomic account yet:** you can create one in the same window before connecting.

    The login happens on Visma's own secure page. The app never sees or stores your e-conomic password.

    Once you have logged in and approved, you are sent back to the app, and the connection is complete.

    <Info>
      If you want to see how the app works before connecting your real account, click **Schedule demo** instead. A team member will walk you through the setup live, free of charge.
    </Info>
  </Step>

  <Step title="Review your settings">
    After connecting, you land on the **You're All Set** page. The app has already chosen sensible settings for you. You can use these as they are, or change them at any time.

    <Frame>
      <img alt="Screenshot 2026 07 17 014935" />
    </Frame>

    **What the automatic settings mean:**

    | Setting | What the app does | Why it matters |
    | - | - | - |
    | Invoice creation: When Created | An invoice is made in e-conomic the moment an order is placed in Shopify | You never have to create invoices manually |
    | Customer lookup: Based on Customer Name | The app checks if the customer already exists in e-conomic by matching their name. If yes, it reuses that customer. If no, it creates a new one | Prevents duplicate customers in your accounting |
    | Product lookup: Based on Title | The app matches Shopify products to e-conomic products by product name | Keeps your product list consistent in both systems |
    | Tax handling: Automated | The app reads the tax (VAT) on each Shopify order and applies the correct tax code in e-conomic | Your VAT is booked correctly without manual work |

    To change any of these, click **Customize** in the top right of the settings box.

    <Info>
      By default, every order is sent to e-conomic as its own invoice. If you would rather book your sales as one daily summary instead of individual invoices (common for shops with many small orders), click **Switch in Settings** and choose Sales Summary Sync.
    </Info>
  </Step>

  <Step title="Set up journal entries (optional, for Booked Invoices)">
    This section only applies if your invoices are booked (finalized) in e-conomic. It tells the app which accounts in your chart of accounts to use when recording payments.

    When you turn on the **Journal Entry Preferences** toggle, a confirmation popup appears: **Enable bookkeeping?**

    This popup explains that once you confirm, the app will start creating journal entries in the e-conomic accounts you select below.

    <Warning>
      Start in **Manual mode**. In Manual mode, the app prepares the journal entries but does not book them automatically, so you can review and test them first. Switch to Auto mode only once you have checked that the entries are correct.
    </Warning>

    Click **Confirm** to enable bookkeeping, or **Cancel** if you are not ready yet.

    <img alt="Screenshot 2026 07 17 020223" title="Screenshot 2026 07 17 020223" />

    If you are unsure what to choose here, click **Send to accountant**. This sends the settings to your accountant so they can pick the right accounts for you. You do not need to guess.

    The four fields:

    * **Clearing account for payment** – a temporary "waiting" account where the payment is recorded until the money actually arrives in your bank. This keeps your bookkeeping tidy while payments are on their way.
    * **Account for payment processor fee** – the account where fees from your payment provider (for example Shopify Payments or PayPal) are recorded as a cost.
    * **Account for payment to bank** – the account that represents your bank account, where the money is recorded once it is paid out to you.
    * **Select Journal** – the journal in e-conomic where these entries are placed. A journal is simply a folder where bookkeeping entries wait for approval.

    Choose an account in each dropdown and click **Save**.

    <img alt="Screenshot 2026 07 17 020344" title="Screenshot 2026 07 17 020344" />
  </Step>

  <Step title="Test that everything works">
    Verify your integration before using it with live data.

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      <img alt="Screenshot 2026 07 17 034518" />
    </Frame>

    1. In the **Quick actions** box on the right, click **Test with Sample Data**. The app creates a test invoice in e-conomic using sample information.
    2. Open e-conomic and confirm the test invoice appeared.
    3. Back in the app, click **Open Dashboard**. The dashboard shows every order that has been synced, so you can always see what was sent to e-conomic and when.

    Setup is now complete. From this point on, new Shopify orders are sent to e-conomic automatically.
  </Step>
</Steps>


# Bookkeeping
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/bookkeeping

Set up automated journal entries for Shopify payments, fees, and payouts in e-conomic

The Bookkeeping page controls how your Shopify payouts, payments, and fees are recorded as journal entries in e-conomic.

You find it in the app menu under **Bookkeeping**.

<Tip>
  Click **How bookkeeping works** in the top right corner of the page for a short explanation directly inside the app.
</Tip>

<Info>
  Bookkeeping is only applicable for **Booked Invoices**. If your Invoice Type is set to Draft Invoice, this section does not apply.
</Info>

## Bookkeeping toggle

**Bookkeeping (Automated Bookkeeping Sync)** – turns the bookkeeping sync on or off. When enabled, the app creates journal entries in e-conomic based on the preferences you set below.

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  <img alt="Screenshot 2026 07 31 105812 2" />
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## Payout

This setting controls how payouts are recorded in e-conomic:

* **Manual** – your payouts from Shopify are made available in the Cloudify Dashboard, and you push them to e-conomic manually. This lets you review each payout before it is recorded.
* **Auto** – Cloudify automatically pushes your payout data into the e-conomic journal, with no manual step.

Start in Manual mode. Review and test your journal entries first, and switch to Auto only once you are confident the entries are correct.

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  <img alt="Screenshot 2026 07 31 105622 1" />
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## Journal entry preferences

This section sets up how journal entries are added to e-conomic. Journal entries are created for:

* **Shopify Payments** – to record customer payments
* **Shopify fees** – the transaction fees Shopify charges you
* **Payouts to your bank account** – the money Shopify transfers to you

> **Each entry goes into the journal and account you specify here. If you're unsure which accounts to pick, click *Send to accountant* and let your accountant choose.**

<Info>
  Shopify processes merchant payouts cumulatively: multiple payouts are consolidated and disbursed as one scheduled transaction. The journal entries reflect this.
</Info>

The four main fields:

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  <img alt="Screenshot 2026 07 17 105715" />
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* **Select Journal** – the journal in e-conomic where Shopify entries are posted, for example a journal named "Webshop".
* **Clearing/Contra account** – the offset account for the entries, for example a Shopify clearing account. This is a temporary "waiting" account that holds amounts until the money arrives in your bank.
* **Payout Account (Bank A/c)** – where Shopify deposits your money, most often your bank account.
* **Shopify Fee account** – the account where Shopify transaction fees are recorded as a cost.

## Advanced Settings (optional)

Three additional accounts for less common amounts in your payouts:

<Frame>
  <img alt="Screenshot 2026 07 17 102746 1" />
</Frame>

* **Select Refund** – the account for returns and refunds.
* **Select Reserved** – the account for amounts Shopify is holding back (reserves) before paying them out.
* **Select Adjustment** – a technical regulations account, used for small corrections and adjustments in payouts.

Click **Save** when done.


# Customer Sync Rules
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/customer-sync

Control how Shopify customers are matched, numbered, and created in e-conomic

Customer Sync Rules control how the app handles your customers: how it recognizes an existing customer in e-conomic, how customer numbers are created, what default values new customers get, and which data fields are copied over.

You find these settings on the **Sales Posting Setup** page, under the **Customer** tab. (The **Product** and **Invoice** tabs are covered in their own guides.)

## How do you want to match your customers?

This setting decides how the app checks whether a Shopify customer already exists in e-conomic, so it does not create duplicates.

You pick one field on the Shopify side and one field on the e-conomic side. The default is **Customer Name** on both sides: when an order comes in, the app looks for an e-conomic customer with the same name. If one exists, the invoice is attached to that customer. If not, a new customer is created.

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  <img alt="Screenshot 2026 07 17 023938" title="Screenshot 2026 07 17 023938" />
</Frame>

<Warning>
  Make sure the Shopify field you select is never empty on your orders. If the field is empty, the sync cannot match the customer and the order will trigger an error.
</Warning>

**Use a Default Customer for Point of Sale (POS) Order** – some Shopify POS orders (in-store sales) have no customer attached at all. If you tick this box, the app creates one customer in e-conomic named **"POS Customer – Cloudify"** and assigns all customer-less POS orders to it. Without this, those orders would fail to sync.

<img alt="Screenshot 2026 07 17 024034" />

## How do you want to handle customer numbers?

Every customer in e-conomic has a customer number. This setting decides who creates that number when a new customer record is made:

* **Let e-conomic create customer number** (default) – e-conomic generates a unique number automatically. This guarantees no two customers share a number in your e-conomic account.
* **Take the number from Shopify** – the app uses a number from a Shopify field instead. Only choose this if you already manage customer numbers in Shopify and know they are unique.

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  <img alt="Screenshot 2026 07 17 024122 1" />
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## Which Shopify customer field do you want to use for e-conomic customer number?

If e-conomic generates the customer number, you can choose to save that number back into a Shopify field, so you can see it in Shopify too.

* Select a Shopify field to store it, or
* Choose **Do not add it anywhere** if you do not need the number in Shopify. Nothing is written back.

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  <img alt="Screenshot 2026 07 17 024242" />
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## Customer Default Mappings

When the app creates a **new** customer in e-conomic, some fields are required by e-conomic but do not exist in Shopify. This section sets the default values those new customers get.

* **Select Payment Terms** – the standard payment deadline on invoices for these customers, for example "Netto 8 dage" (payment due within 8 days).
* **Select Customer Groups** – the e-conomic customer group that new customers are placed in. Groups are used in e-conomic to organize customers for reporting.
* **Select Currency** – the default currency for transactions with these customers, for example Danske kroner.
* **Select Invoice Layout** – the invoice design/template e-conomic uses when generating invoices for these customers.
* **In which country is your e-conomic account registered?** – your home country. The app uses this to work out which sales are domestic and which are foreign for VAT purposes. It can be changed later under Advanced if needed.

<img alt="Screenshot 2026 07 17 024326" />

## VAT zone mode

VAT zones decide which VAT treatment a customer gets based on where they are located.

* **Standard Dynamic VAT Zones** (default) – the app automatically assigns the VAT zone from the customer's location: Domestic, EU, or Abroad (outside the EU). For most shops this is the right choice and needs no further setup.
* **Advanced Country-Specific VAT Zones** – choose this if certain countries need a special VAT zone that differs from the standard logic. A **Country-specific settings** box appears where you select a country from the dropdown and set its VAT zone. All countries you do not add continue to use the standard logic.

<img alt="Screenshot 2026 07 17 024403" />

## Customer Field Mappings

This table controls which Shopify customer data is copied into which e-conomic customer field, both when a new customer is created and when an existing customer is updated.

<Frame>
  <img alt="Screenshot 2026 07 17 024446" />
</Frame>

The most common fields are pre-mapped for you: Customer Name, Email, Phone Number, Country, City, Zip Code, and Address. You can see the state of each field in the **Status** column:

* **Mapped** (green) – this e-conomic field is filled with data from the selected Shopify field.
* **Not mapped** (orange) – this e-conomic field is left empty. Nothing is copied.

For each e-conomic field you can:

* **Pick a Shopify field** from the dropdown to map it.
* **Use Text** – instead of pulling data from Shopify, type a fixed value that is used for all customers. For example, setting Credit Limit to the same amount for everyone.
* **Clear** – remove an existing mapping so the field is left empty.
* **Create new Shopify field** – if the data you want to map does not exist in Shopify yet, this button creates a new custom field in Shopify to hold it.

The table has two tabs: **General** (the common fields) and **Additional** (extra fields). Use the search box to find a specific field quickly.

Fields worth knowing:

* **Customer Name** is required and cannot be cleared — e-conomic will not accept a customer without a name.
* **Corporate Identification Number** – the company registration number, for example CVR in Denmark. Map this if you sell to businesses (B2B), since it is needed for correct invoicing.
* **Credit Limit** – a maximum credit amount for the customer. Only relevant if you use credit limits in e-conomic.

Click **Save** when your mappings are done.


# Getting Started
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/getting-started

Where to find the settings page and what it contains

To find the settings page, open the app in your Shopify admin and click **Sales Posting Setup** in the left menu.

<img alt="Screenshot 2026 07 17 025411" />

The Sales Posting Setup page contains everything that controls how your Shopify sales are sent to e-conomic. In short:

* **Sales Posting Method** – choose how transactions are recorded in e-conomic: **Individual Order Mode** (one invoice per Shopify order, recommended) or **Sales Summary Mode** (sales grouped into periodic journal entries).
* **Customer** tab – rules for how customers are matched between Shopify and e-conomic, how customer numbers are created, default values for new customers, VAT zones, and field mappings.
* **Product** tab – rules for how products are matched and synced between Shopify and e-conomic.
* **Invoice** tab – rules for how invoices are created and what they contain.


# Invoice Sync Rules
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/invoice-sync

Control when invoices are created in e-conomic, their type, shipping charges, credit notes, and field mappings

Invoice Sync Rules control when the app creates an invoice in e-conomic, whether it is a draft or booked invoice, how shipping and refunds are handled, and which order data appears on the invoice.

You find these settings on the **Sales Posting Setup** page, under the **Invoice** tab.

## Automatically create (e-conomic) Invoices

This setting determines **when** the integration creates an invoice in e-conomic, based on the status of your Shopify order. Choose one:

* **When Fulfilled (after shipping)** – the invoice is created once the order has been fulfilled and shipped.
* **When Paid (payment recorded in Shopify)** – the invoice is created once payment is recorded on the order in Shopify.
* **When Created (order created in Shopify)** – the invoice is created as soon as the order is placed, regardless of payment or shipping status.

<Info>
  **Using Shopify Flow?** If you want Shopify Flow to trigger invoice creation instead — using any event you define in your Flow automation — turn this toggle **off**. Disabling it switches off the standard automation so it does not interfere with your Flow automation. Flow-triggered invoice creation only works when this toggle is disabled.
</Info>

<img alt="Screenshot 2026 07 17 032245" title="Screenshot 2026 07 17 032245" />

## Invoice Type in e-conomic

Choose what kind of invoice the app creates:

* **Draft Invoice** – the invoice is created as a draft in e-conomic. Nothing is finalized: you (or your accountant) review and book each invoice manually in e-conomic.
* **Booked Invoice** – the invoice is booked (finalized) automatically in e-conomic. No manual review step.

<Warning>
  A booked invoice in e-conomic is final — it gets an invoice number and enters your accounts, and it cannot simply be edited or deleted afterwards. Corrections require a credit note. If you are just starting out, use **Draft Invoice** until you have verified that the invoices come out correctly, then switch to Booked.
</Warning>

Note: some features, such as Journal Entry Preferences on the Bookkeeping page, are only available for Booked Invoices.

## Additional Options

### Include shipping charges

Enable this checkbox to include the shipping charges from the Shopify order on the e-conomic invoice.

Once enabled, a dropdown appears. Select a product from the list — this product acts as the shipping line on the invoice, and the integration takes care of the shipping charges from there. The shipping amount itself always comes from the Shopify order.

If this box is left unticked, shipping charges are not included on the e-conomic invoice.

<img alt="Screenshot 2026 07 17 032348" />

### e-conomic Credit Notes from Shopify Refunds

Enable this checkbox to automatically create a credit note in e-conomic when a refund is issued in Shopify. A credit note is the accounting document that reverses (fully or partly) a previously issued invoice.

Once enabled, a dropdown appears. Select a product from e-conomic to represent refunds — the actual refund amount always comes from Shopify, so the product is only a placeholder line on the credit note.

If this box is left unticked, Shopify refunds are not sent to e-conomic, and you must create credit notes manually.

## Invoice Field Mappings

This section controls how Shopify order information appears on your e-conomic invoices.

<Info>
  When an invoice sync runs, the system works in this order:

  1. First it checks for the customer in e-conomic (and creates a new one if needed, according to your Customer Sync Rules).
  2. Then it checks for the products (handled according to your Product Sync Rules).
  3. Finally it creates the invoice with the settings on this page.
</Info>

The mapping table has three tabs:

* **Delivery address** – where the goods are delivered: Delivery Address (street), Delivery City, Delivery Date, Delivery Country, Delivery Postal Code, and Delivery Terms.
* **Notes and references** – text and reference fields on the invoice.
* **Billing address** – the customer's billing address fields.

None of these fields are mapped by default. Map them if you want the information to appear on your e-conomic invoices — for example, map the delivery address fields if you ship physical goods and want the delivery address printed on the invoice.

For each field you can pick a Shopify field from the dropdown, click **Use Text** to set one fixed value for all invoices, or **Clear** to remove a mapping. If the data you need does not exist in Shopify, **Create new Shopify field** adds a custom field to hold it. Use the search box to find a field quickly.

Click **Save** when done.

<img alt="Screenshot 2026 07 17 032500" />


# Product Sync Rules
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/product-sync

Control how Shopify products are matched, created, and mapped in e-conomic

Product Sync Rules control how the app finds your products in e-conomic, what happens when a product does not exist there yet, and which product data is copied over.

You find these settings on the **Sales Posting Setup** page, under the **Product** tab.

## Choose a product search method

When an order comes in, the app needs to find the matching product in e-conomic so it can put the right product line on the invoice. There are two ways to do this:

* **Simple Search (using a specific field)** – the app matches products by comparing one Shopify field to one e-conomic field. The default is Shopify **Title** matched against e-conomic **Product Name**. Select the most reliable field for identifying your products — something that is always filled out and unique to each product. If your SKUs are consistent, matching Shopify **SKU** against e-conomic **Product Number** is a strong choice.
* **Direct Link (map each product)** – instead of matching by a field, you manually link each Shopify product to its e-conomic product one by one. This gives you full control but takes more work, and every new product must be linked before it can sync.

<Info>
  This step matters for accurate invoicing and inventory. If a product cannot be found, the app falls back to the rule you choose in the next section — and the default fallback is to skip invoice generation entirely.
</Info>

<img alt="Screenshot 2026 07 17 030640" />

## If product not found in e-conomic

This rule decides what happens when an order contains a product that the search method could not find in e-conomic:

<Frame>
  <img alt="Screenshot 2026 07 17 030721" />
</Frame>

* **Skip invoice generation** (default) – the integration stops for that order and no e-conomic invoice is created. This prevents errors, but you need to manually review each order with a product mismatch.
* **Use a default product** – the invoice is created using a pre-selected e-conomic product. Only the **product number** of the selected default product is used for invoicing — all other details (name, price, quantity) still come from the Shopify order. This keeps the integration running, but the affected invoices may need manual review later.
* **Create a new product in e-conomic** – the app automatically creates the missing product in e-conomic from the Shopify product details and uses it on the invoice. You select which **Product Group** new products are placed in (for example "Varer m/moms" – goods with VAT), which determines the sales account for new products. This ensures all products sync.

<Warning>
  Automatic product creation may create duplicate or unnecessary products if not managed carefully — for example if the same product exists in Shopify with slightly different titles. Keep your product data clean if you use this option.
</Warning>

## Tax settings

**Exclude Shopify Tax from e-conomic invoices** – enable this checkbox to remove the taxes applied on the Shopify order when the e-conomic invoice is created. Only the relevant e-conomic tax is applied to the invoice instead.

<Frame>
  <img alt="Screenshot 2026 07 17 030841" />
</Frame>

Cloudify does not perform any tax calculations. The tax on the invoice depends entirely on your existing tax settings in e-conomic. This checkbox only controls whether the Shopify tax amount is carried over or left out.

## Product Field Mappings

This table only applies if you chose **Create a new product in e-conomic** above. It defines which Shopify product data is copied into which e-conomic field when a new product is created.

The **Status** column shows the state of each field:

* **Mapped** (green) – the e-conomic field is filled from the selected Shopify field.
* **Not mapped** (orange) – the field is left empty.

The pre-mapped defaults:

| e-conomic field | Shopify field | Notes |
| - | - | - |
| Product Name | Title | Required — cannot be cleared |
| Product Number | SKU | Required — cannot be cleared. Make sure your Shopify products have SKUs, or product creation will fail |
| Barcode | Barcode | Machine-readable barcode for the product |
| Product Description | Description | Free text description |
| Product Sales Price | Price | The selling price |

Optional fields you can map yourself:

* **Product Cost Price** – what the product costs you. Map this if you want margin reporting in e-conomic.
* **Product Group** – overrides the default product group per product, using a value from a Shopify field.
* **Product Recommended Price** – the recommended retail price.

<Frame>
  <img alt="Screenshot 2026 07 17 030931 1" />
</Frame>

For each field you can pick a Shopify field from the dropdown, click **Use Text** to set one fixed value for all products, or click **Clear** to leave the field empty. If the data you need does not exist in Shopify, **Create new Shopify field** adds a custom field to hold it. Use the search box to find a field quickly.

Click **Save** when done.


# Sales Posting Method
Source: https://docs.cloudify.biz/shopify/e-conomic/sales-posting-setup/sales-posting-method

Choose how your Shopify sales are recorded in e-conomic: one invoice per order, or grouped summaries

The Sales Posting Method decides how your Shopify transactions are recorded in e-conomic. You find it at the top of the **Sales Posting Setup** page.

<Tip>
  Click **How it works** in the top right corner of the page to see a short explanation of the setup directly inside the app.
</Tip>

## The two modes

| Mode | What it does | Best for |
| - | - | - |
| **Individual Order Mode** (recommended) | Creates one e-conomic invoice for every Shopify order, with full line-item details (each product, price, and tax on the invoice) | Shops that want detailed reconciliation and a full invoice trail for every order |
| **Sales Summary Mode** | Groups your sales into periodic summaries (for example one entry per day) and posts them as journal entries | Shops with many small orders that want to keep the e-conomic ledger clean instead of filling it with hundreds of invoices |

<img alt="Screenshot 2026 07 17 022420 1" />

## Switching between modes

When you click the other mode, a confirmation popup appears: **Change Push Method?**

The popup warns you that switching between Individual and Summary mode changes how your **future** sales data is posted to e-conomic. Data that has already been pushed to e-conomic is not affected and stays as it is.

Click **Confirm and Continue** to switch, or **Cancel** to keep your current mode.

<img alt="Screenshot 2026 07 17 022502 1" title="Screenshot 2026 07 17 022502 1" />

## Configuring Sales Summary Mode

If you choose Sales Summary Mode, a configuration page opens. Fill in the following sections and click **Save**.

### Transfer Frequency

Choose how often your sales should be grouped and sent to e-conomic:

* **Daily** – one summary entry per day
* **Weekly** – one summary entry per week
* **Monthly** – one summary entry per month

<Frame>
  <img alt="Screenshot 2026 07 17 023035 2" />
</Frame>

The sales for the selected period are pushed to your e-conomic journal as a **draft entry**, meaning nothing is booked automatically — you (or your accountant) review and book the entry in e-conomic.

### Journal Configuration for Sales Summary

These four fields tell the app where in e-conomic the summary entries should be recorded. If you are unsure, ask your accountant.

* **Journal** – the journal in e-conomic where the summary entries are posted, for example a journal named "Webshop".
* **Contra Account (Shopify Clearing Account)** – the offset account for the entries. This is a temporary "waiting" account that holds the sales amount until the money arrives in your bank. Often called a Shopify clearing account.
* **Revenue Account** – the account where your product sales are recorded as income.
* **Gift Card Liability Account** – the account that holds the value of sold gift cards until the customer redeems them. Money from a sold gift card is not revenue yet — it becomes revenue when the gift card is used.

<Frame>
  <img alt="Screenshot 2026 07 17 023340" />
</Frame>

<Warning>
  Choosing the wrong Gift Card Liability Account can cause incorrect revenue reporting. If you sell gift cards, confirm this account with your accountant.
</Warning>

### Splitting & Grouping

**Split summaries by payment method** – if you tick this box, the app creates a separate journal entry for each payment method you select. Payment methods you do not select are combined into one common entry. This makes it easier to reconcile each payment provider's payout against its own entry.

When you tick the box, two new sections appear:

* **Select payment methods to split** – a row of payment method buttons, for example Cash, Klarna, Credit Card, Shopify Pay, PayPal, and Amazon. Click a payment method to select it. Each selected method gets its own separate journal entry.
* **Configure accounts per method** – once you have selected one or more payment methods, this section lets you choose which e-conomic account each method posts to. This is useful because each payment provider pays out to you separately, so booking each one against its own account makes bank reconciliation much simpler. Until you select a payment method, this section shows "No payment methods selected for splitting."

<img alt="Screenshot 2026 07 17 023423" />

### OSS (One-Stop-Shop) Configuration

This section controls how VAT is split in your journal entries when you sell to other countries.

* **If you do not select any country:** the journal entries are automatically divided into three groups based on VAT codes — Domestic, EU, and non-EU (Abroad).
* **Country-Specific VAT Code:** tick this box if certain countries need their own special VAT code. All other countries continue to use your standard logic above. This is relevant if you are registered for OSS (the EU scheme for reporting VAT on sales to consumers in other EU countries).

When you tick **Country-Specific VAT Code**, two settings appear:

* **Business Country Selection** – the country where your business is registered, for example Denmark. Sales to this country are treated as domestic.
* **Country Assignments** – click **Add Country assignment** to add a country and assign it the VAT code it should use. Repeat for each country that needs special treatment. All countries you do not add continue to follow your standard Domestic/EU/Abroad logic.

<img alt="Screenshot 2026 07 17 023511" />

When everything is filled in, click **Save**.


# Customer Sync Settings
Source: https://docs.cloudify.biz/shopify/fortnox/configuration/customer-sync-settings



## Setting Up Customer Sync Preferences

### Customer Search Field

Define how customer data is synchronized between Shopify and Fortnox. Choose a unique field, like email or VAT number, to prevent duplicates. A new customer is created only when the customer is not found in Fortnox by the defined search parameter.

<Frame>
  <img alt="Image" />
</Frame>

### Fortnox Customer Number Sync

Decide if Fortnox should automatically generate a customer number or if it should take the number from Shopify.

**a) Let Fortnox create the customer number**

The customer number will be created in Fortnox. Select the Shopify field to store the Fortnox customer number or select "**Do not add it anywhere"** if you don’t want to store this number

**b) Take the Fortnox customer number from Shopify**

The customer number is taken from Shopify. Select the Shopify field, which has the customer number or select "**Do not add it anywhere"** if you don’t want to add this number.

<Frame>
  <img alt="Image" />
</Frame>

## Customer Default Mappings

Set default values for Payment Terms, Currency, Price List, Delivery Ways, Delivery Terms, VAT Types and Languages. These default values apply when new customers are created in Fortnox.

<Frame>
  <img alt="Image" />
</Frame>

### VAT zone mode

Configure VAT Zones automatically or define country-specific VAT Zones for your Fortnox customers & invoices.

### Standard Dynamic VAT Type

* Automatically assigns VAT type based on the customer’s billing country.
* The integration automatically determines your customer VAT Type based on the customer location ("SE", "Subject to EU VAT" or "Export)

Use this if you want VAT to be fully automated across borders.

<Frame>
  <img alt="Image" />
</Frame>

### Advanced country-specific VAT Type

* Specify a custom VAT type for selected countries.
* All other countries will still use your standard dynamic VAT logic.

Use this when you need exceptions.

## Customer Field Mappings

Customize the data transfer from Shopify to Fortnox to ensure accurate synchronization when a new customer is being created in Fortnox from Shopify. Some fields are mapped by default.

Click "**Create new Shopify property"** if you want to add any new mapping fields to the window. 

<Frame>
  <img alt="Image" />
</Frame>


# Getting Started
Source: https://docs.cloudify.biz/shopify/fortnox/configuration/getting-started



Now that you've installed the app and connected your accounts, it's time to configure how information flows between Shopify and Fortnox. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To find the settings page

<Steps>
  <Step>
    Click on "**Apps**" and then click on "**Fortnox Sync**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Settings**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>

<Frame>
  <img alt="Screenshot2026 03 12190339" />
</Frame>

And you have arrived.

## The setup process is divided into three main areas:

1. Customer Settings
2. Product Settings
3. Invoice Settings

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Invoice Sync Settings
Source: https://docs.cloudify.biz/shopify/fortnox/configuration/invoice-sync-settings



## Setting up Invoice Sync Preferences

### When to create a Fortnox invoice?

* **Fulfilled-Based Creation**

  An invoice will be created in e-conomic when the Shopify order status changes to ‘**Fulfilled**’. This usually means the products have been shipped. Select this option if you want to invoice customers only after their order has been dispatched.
* **When Paid  (payment recorded in Shopify)**

  An invoice will be automatically created in Fortnox as soon as the Shopify order is marked as ‘**Paid**’. This takes place when the payment is successfully processed in Shopify, even if the products are not shipped yet, helping you maintain quicker and more accurate financial records.
* **When Created (order created in Shopify)**

  Perfect for Cash-on-Delivery orders or if you’d like an invoice to be created automatically in Fortnox the moment a new order comes into your Shopify store.

<Frame>
  <img alt="Image" />
</Frame>

## Invoice Types Explained

* **Draft Invoices**

Creates an editable invoice in Fortnox. You'll need to review and manually post it later. Ideal if you often need to make adjustments before finalizing invoices.

* **Draft Orders**

Creates an editable order in Fortnox. You'll need to review and manually post it later. Ideal if you often need to make adjustments before finalizing orders.

## Additional Options

**Shipping Charges**

You can enable sync for shipping charges and select the corresponding charges from the product list. Fortnox doesn’t support direct sync of shipping charges, so you can add it as a product and then select it from the list to reflect the shipping charges of Shopify invoice in Fortnox.

<Frame>
  <img alt="Image" />
</Frame>

## How should invoice data fields be mapped?

Map the necessary fields from Shopify to Fortnox for invoice creation. You can create new fields in Shopify by clicking **Create new Shopify field**.

Click "**Save Mappings"** at the end.

<Frame>
  <img alt="Image" />
</Frame>


# Products Sync Settings
Source: https://docs.cloudify.biz/shopify/fortnox/configuration/products-sync-settings



## Setting up Product Sync Preferences

**Choose a product search method**

Here, you can define your preferences based on which product sync is performed between Shopify and Fortnox.

You have two choices when performing product sync in Fortnox:

1. Simple Search: (using a specific field)
2. Direct Link (no searching)

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  **Note**: This step is crucial for accurate invoicing and inventory management. If the product is not found, one of the options shown in the next section below is applied, where the “**Skip invoice generation**” option is selected by default.
</Note>

### Product Not Found in Fortnox

1. If you select "**Skip invoice generation"**, no invoice will be generated.
2. If you select **Use a default product**, you can select an existing product to be used for invoice generation.
3. If you select **Create a new product in Fortnox**, a new product will be created based on the product field mapping and added to the invoice.

<Frame>
  <img alt="Image" />
</Frame>

### Tax settings

Enable this option to exclude any taxes from Shopify orders when creating Fortnox invoices. Only the relevant Fortnox tax will be applied if this option is enabled. Cloudify itself does not calculate taxes; it relies entirely on your existing tax settings in Fortnox.

<Frame>
  <img alt="Image" />
</Frame>

### Product Field Mappings  

Define the field mappings from Shopify to Fortnox for invoice creation. The selected fields will be mapped. Some fields are mapped by default.

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  **Note:** You can perform field mapping for products only if you have selected **Create new product** as the option for the product not found.
</Note>


# Common Shopify Fortnox Errors & Fixes
Source: https://docs.cloudify.biz/shopify/fortnox/get-the-most-out-of-the-app/common-shopify-fortnox-errors--fixes



<Accordion title="SKU should not be empty">
  <Frame>
    <img alt="Image" />
  </Frame>

  SKU is absent in your Shopify product present in the order. Please go to products in Shopify > Click on the product which is present in the order > Under Inventory section, Add an SKU > Save the changes.
</Accordion>

<Accordion title="Access revoked">
  <Frame>
    <img alt="Image" />
  </Frame>

  This happens due to the connection with Fortnox getting expired.

  Please go to Fortnox sync app > Settings > Click on connection and Reconnect your Fortnox account
</Accordion>

<Accordion title="Missing Customer in Shopify Order">
  <Frame>
    <img alt="Image" />
  </Frame>

  Customer is not present in the shopify order. Since a customer is needed to create an invoice in Fortnox, it is mandatory. Please go to your Shopify order and add a Customer to it. Once done click on More actions> Replay Integration.
</Accordion>

<Accordion title="VAT Rate not present in Fortnox">
  <Frame>
    <img alt="Image" />
  </Frame>

  The VAT applied to you Shopify order is not present in your Fortnox account. Please add the VAT Code in Fortnox **Invoicing** settings.
</Accordion>

<Accordion title="Invoice creation skipped">
  <Frame>
    <img alt="Image" />
  </Frame>

  You have selected the option to not create an Invoice, when a product from Shopify order is not found in Fortnox.

  Please go to Fortnox sync app settings in cloudify > Product Settings > Go to '**If a product is not found in Fortnox'** ****section > Choose either to Use a default product from Fortnox or Create a new product.****
</Accordion>

<Accordion title="Shipping charge preferences missing">
  <Frame>
    <img alt="Image" />
  </Frame>

  Settings are not enabled to handle shipping charges in Shopify order.

  Please go to Fortnox sync app settings in Shopify> Invoice settings > Under Additional options- Enable **Include Shipping charges** & select a product from the dropdown to be used as a Default Shipping charge line item.

  (It is recommended to create a new product directly within Fortnox named as **Shipping Charges** and select it here.)
</Accordion>

<Accordion title="Currency not present in Fortnox account">
  <Frame>
    <img alt="Image" />
  </Frame>

  The currency used in Shopify order is not present in Fortnox account. Please add the Currency in Fortnox **Invoicing** settings.
</Accordion>


# Explore App Features
Source: https://docs.cloudify.biz/shopify/fortnox/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Shopify to Fortnox integration.

<Accordion title="Auto-Generate Fortnox Invoices & Orders from Shopify Sales">
  Automatically create Fortnox invoices or orders from Shopify orders . Eliminate manual data entry, speed up order processing, and keep your systems in perfect sync.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Replay Errors & Track Sync Activity in Order Timeline">
  Easily identify and fix sync issues with detailed error messages. Use the replay option to resolve problems quickly and view a complete sync history within the order timeline for full transparency.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Keep Product & Customer Data in Sync with Fortnox">
  Automatically sync product and customer information from Shopify to Fortnox. Ensure accuracy, reduce manual work, and keep your records consistent across platforms.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Simplify Syncing with the Unified Dashboard">
  * **Complete Integration Oversight**\
    Control your entire integration from a single, powerful dashboard. Monitor connection status in real time and access all integration settings in one place.
  * **Sync & Resync with One-Click**\
    Manually trigger or retry Shopify order syncs instantly. Create or update invoices quickly and eliminate the need to search through logs.
  * **Resync Historical Orders Effortlessly**\
    Access and resync historical orders directly from the dashboard. Retry failed integrations anytime with a single click, no need to open individual orders.

    <Frame>
      <img alt="Pipedrive Listing PD Xero(1600x900px)(13)" />
    </Frame>
</Accordion>

<Accordion title="Test the Integration Before Going Live">
  Run a quick test sync using sample data to see how the integration works before going live. Verify that your invoice rules, customer matching, and product matching are configured correctly. Once everything looks good, you can proceed with confidence.

  <Frame>
    <img alt="Cm203ve T1p IDEAE=(1) 1" />
  </Frame>
</Accordion>


# FAQs Frequently Asked Questions
Source: https://docs.cloudify.biz/shopify/fortnox/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Shopify orders into Fortnox invoices/orders automatically
  * Keep your Shopify and Fortnox product and customer data in sync
  * Monitor sync status through detailed logs within Shopify order notes
  * Handle refunds and shipping charges with ease
</Accordion>

<Accordion title="I get this error when I try to create invoices/orders in Fortnox using this integration: &#x22;The workflow execution failed due to this error: There is no active license for the desired scope&#x22;.">
  Fortnox requires a few scopes enabled before you can create an invoice or order:Fa: InvoiceOo: Order & QuoteAr: Asset register

  If you are looking to create an invoice, then please ensure that Fa and Ar are enabledIf you are creating an order, then you would need Oo and ArRequired scopes are shown in the image below:

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="I've installed the app, but how do I start creating the Fortnox invoices/orders?">
  You can setup automatic invoice/order creation triggers in the **"Invoice/Order Settings**" section of the app which is visible under **"Sync Settings"** on the left panel of your Shopify admin page. You can choose to create a Fortnox invoice or order depending on what trigger you've selected (Paid, Fulfilled or Instant Invoice).
</Accordion>

<Accordion title="When I try to create invoices/orders in Fortnox, it says I am not licensed. What do I do?">
  The error comes up when your Fortnox access is limited. Please speak to your Fortnox admin to provide you with privileges to create invoices/orders in Fortnox.
</Accordion>

<Accordion title="Will the invoice/order be directly sent to my customer after it is created?">
  The integration only creates a draft copy of an order/invoice. You can review it before sending it to your customer manually.
</Accordion>

<Accordion title="How do I know if my invoice/order was created successfully?">
  Check these locations:

  * View the "**Notes**" section in your Shopify order for a successful message
  * Check Fortnox for the newly created invoice/order
  * Monitor any error messages under the Shopify order's "**Notes**" section
</Accordion>

<Accordion title="Can I connect my Shopify store with multiple Fortnox accounts?">
  No. You can only connect one Fortnox account to one Shopify store at a time. However, you can switch to a different Fortnox account later by disconnecting the existing one first.
</Accordion>

<Accordion title="What happens if my Shopify customer isn't in Fortnox?">
  The integration will automatically create a new customer record in Fortnox using:

  * Customer information from Shopify
  * Your configured default settings
  * Mapped customer fields
</Accordion>

<Accordion title="What if my Shopify product isn't present or found in Fortnox when the integration runs?">
  You have three options that can be handled via the integration:

  * Halt the invoice/order creation (for manual review)
  * Use a default product as a placeholder
  * Automatically create new articles in Fortnox from your Shopify order
</Accordion>

<Accordion title="I am unable to import my Fortnox customer and product data to Shopify with this application.">
  The integration is unidirectional and syncs customer & product data from Shopify to Fortnox only, not the other way around.
</Accordion>

<Accordion title="I can't see the created invoice/order in Fortnox. What should I check?">
  Verify these points:

  * Check the Shopify order notes for any errors
  * Verify your Fortnox connection status
  * Confirm if it's a draft invoice or draft order that you created

  If you ran into any errors, use the replay feature after making any changes (Go to your Shopify order > More actions > Replay invoice sync)
</Accordion>

<Accordion title="My custom field mappings aren't working. What should I check?">
  Verify these points:

  * Ensure field types match between systems (e.g., name to name, email to email, ID to ID)
  * Check required fields are properly mapped
</Accordion>

<Accordion title="There's a mismatch in invoice/order amounts between Shopify and Fortnox. What should I review?">
  Check these settings in the Cloudify app:

  1. Tax inclusion/exclusion settings
  2. Shipping charge configuration
  3. Currency settings and conversions in Shopify
</Accordion>

<Accordion title="Some customer/product/order information is missing on invoices/orders. How can I fix this?">
  You can bring additional customer, product and order information from Shopify to Fortnox by visiting the "Field Mapping" section available under Customer, Product and Invoice/Order sections of the app.
</Accordion>

<Accordion title="How do I map the Shopify order number in the Fortnox invoice/order?">
  Go to Sync Settings > Invoices/Orders > Invoice/Order Field Mappings > Notes and References and select the Order Number from Shopfiy drowdown against the Notes Headline in Fortnox.

  For any persistent issues or questions not covered here, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
</Accordion>

<Accordion title="Why does my Fortnox invoices show an additional 25% VAT, causing the invoice total to be different from my Shopify order total?">
  This happens due to Fortnox appying its own 25% VAT on the total shopify order value.

  To handle this

  1. Open the **Cloudify's Fortnox Sync** app in Shopify.
  2. Go to **Settings** > **Product Settings**.
  3. Under **Tax Settings**, enable the **Exclude Shopify Tax** option.
  4. Click **Save**.
  5. Next, update the affected invoices:
  6. Open the **Dashboard** in the Cloudify Fortnox Sync app in Shopify.
  7. Locate the orders where the Fortnox Invoice total differs from the Shopify order total.
  8. Click **Rerun** next to each affected order.
  9. The integration will update the existing draft invoices using the new tax logic and going ahead all the new invoices will be created correctly in Fortnox.
</Accordion>


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/shopify/fortnox/getting-started/choose-your-subscription-plans



## Choose Your Subscription Plans

Select the subscription plan according to your requirements and click "**Next**". There are three plans:

* **Free Trial**: 15 free syncs to try the integration with basic data sync features between Shopify and Fortnox.
* **Premium**: At US \$ 15/month, this plan includes comprehensive sync for customers, products, and invoices/orders, along with financial updates and replay functionality for Shopify activity logs.
* **Custom**: This plan is tailored to individual business needs and provides a bespoke integration solution with dedicated support, priced on a quote basis.

  <Frame>
    <img alt="Image" />
  </Frame>

## How to Upgrade plan

Go to the Cloudify Integration Dashboard in your Shopify admin.

* In the Plan Details section, click the Manage button.

  <Frame>
    <img alt="Image" />
  </Frame>
* Alternatively, you can open the **Subscription** tab from the left sidebar.

  <Frame>
    <img alt="Image" />
  </Frame>
* This will take you to the **Select a Plan** page.

  <Frame>
    <img alt="Image" />
  </Frame>
* Click **Upgrade** or **Downgrade** under the plan you want.
* Confirm the subscription change to activate the selected plan.

Once completed, your selected plan will be activated and the new features will be available in the integration.


# Overview
Source: https://docs.cloudify.biz/shopify/fortnox/getting-started/overview



Welcome to the Shopify-Fortnox Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your Shopify and Fortnox accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

<iframe title="YouTube video player" />

**Integration Benefits**

By integrating Shopify with Fortnox, your organization can:

* Effortlessly generate invoices and orders in Fortnox directly from Shopify orders.
* Get real-time sync status updates within the order timeline for complete visibility.
* Seamlessly synchronize product and customer data between Shopify and Fortnox.
* Recover from failed syncs easily with the re-run functionality.
* Customize field mappings and sync rules to match your specific business requirements.

## Data Flow Between Shopify and Fortnox

The table below shows what data is synced between Shopify and Fortnox. The data flow is unidirectional from Shopify to Fortnox.

Click on the image below to enlarge it.

<Frame>
  <img alt="Image" />
</Frame>


# Prerequisites
Source: https://docs.cloudify.biz/shopify/fortnox/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Shopify and Fortnox. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

## Before beginning the integration process, please ensure you have:

1. An active Shopify account with administrative access
2. An active Fortnox account with administrative access
3. Necessary authentication credentials for both platforms


# Connect Fortnox Account
Source: https://docs.cloudify.biz/shopify/fortnox/installation/connect-fortnox-account



## Installation

<Steps>
  <Step>
    Open the Fortnox Sync app from the Shopify App Store. Click **Install**. You'll be redirected to the Shopify app authentication page.
  </Step>

  <Step>
    Log in to your Shopify merchant account and click **Install App** to authorize the installation.Click "**Let's Get Started**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Connect"**, and you'll be taken to the Fortnox authentication screen. Connect your Fortnox account to proceed.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>


# Know your Subscription Plans
Source: https://docs.cloudify.biz/shopify/pennylane/getting-started/choose-your-subscription-plan

Compare the Free Trial and Premium plans for the Shopify-Pennylane integration.

The integration offers two plans. Start on the **Free Trial** to test the full workflow, then move to **Premium** to keep syncing without limits.

***

## Free Trial

Try the integration with **15 free syncs** (one time).

* 15 trial syncs
* Create draft or finalised invoices in Pennylane
* Create products & customers in Pennylane
* Replay option for errors
* Tailored sync rules

<Note>
  The trial gives you the full feature set, capped at 15 syncs. It's meant for testing how Shopify orders flow into Pennylane before you go live.
</Note>

***

## Premium

**USD 15/month, plus a usage fee of USD 0.15 per sync**.

* Create draft or finalised invoices in Pennylane
* Create customers & products in Pennylane
* Replay option for errors
* Tailored sync rules

Click **Upgrade** on the Premium card to activate the plan.

***

## Custom Integration

Looking for a custom integration? Contact us at [**support@cloudify.biz**](mailto:support@cloudify.biz) or [**book a meeting**](https://meetings.hubspot.com/steveklein/custom-integration) with our team to discuss your requirements and scope the best solution for your business.


# Prerequisites
Source: https://docs.cloudify.biz/shopify/pennylane/getting-started/prerequisites

What you need in place before installing the Shopify-Pennylane integration.

Before integrating Shopify with Pennylane, make sure you meet the requirements below for a smooth setup.

<Note>
  Complete all prerequisites before starting installation. Missing any of these can block the connection partway through setup.
</Note>

***

## Checklist

<Steps>
  <Step title="Account Access">
    * **Active Shopify store** — Your store is active and you have administrative rights to install and manage apps.
    * **Active Pennylane account** — Your account is active and you have administrative privileges to connect apps and configure settings.
  </Step>

  <Step title="Pennylane Access Rights">
    The account you connect with **must be allowed to authorise third-party applications** in Pennylane.
  </Step>

  <Step title="Correct Pennylane Company">
    If you manage more than one company in Pennylane, confirm which **company file** the Shopify store should sync into before you connect.

    <Note>
      Invoices created against the wrong company file have to be corrected manually in Pennylane. Checking this before you connect takes seconds; fixing it afterwards does not.
    </Note>
  </Step>

  <Step title="Authentication Credentials">
    Have your login details for both Shopify and Pennylane ready. You'll sign in to Pennylane during setup, so you'll need access to the Pennylane account that holds the correct company and access rights.
  </Step>

  <Step title="Understanding Your Business Workflow">
    Know how your order management, payment collection, and fulfillment work today. The integration's sync rules (when to invoice, how to match customers and products, how to handle VAT) map directly onto these processes — so a clear picture up front makes configuration faster and more accurate.
  </Step>
</Steps>


# Connect Pennylane Account
Source: https://docs.cloudify.biz/shopify/pennylane/installation/connect-pennylane-account

Link your Pennylane account to the app so Shopify orders can be sent to Pennylane as invoices.

Before the app can send anything to Pennylane, it needs permission to do so. This first step creates that link.

It takes about two minutes. Nothing is synced to Pennylane yet — you are only granting access.

<Note>
  Connecting does **not** send any orders. Syncing starts only after you finish setup and turn it on.
</Note>

## Before you start

<Card title="You will need" icon="list-check">
  * A **Pennylane account** you can log in to, with permission to connect third-party apps
  * **Admin access** to the Shopify store you want to connect
  * The app installed on that store from the Shopify App Store
</Card>

## Connect your account

<Steps>
  <Step title="Open the app and select Get started">
    After installing, you land on the welcome screen. Select **Get started** to begin setup.

    <Frame>
      <img alt="Screenshot 2026 07 29 121540" />
    </Frame>
  </Step>

  <Step title="Select Connect to Pennylane">
    You will see the connection screen showing **No account connected**. Select **Connect to Pennylane**.

    <Frame>
      <img alt="Screenshot 2026 07 29 121613" />
    </Frame>

    <Tip>
      Not ready to connect yet? Select [**Schedule demo**](https://meetings.hubspot.com/cloudify/app-assistance) to book a free guided walkthrough. You can come back and finish setup at any time.
    </Tip>
  </Step>

  <Step title="Log in to Pennylane and authorise access">
    A secure Pennylane login window opens. Sign in with your normal Pennylane credentials and confirm access when prompted.

    Your Pennylane password is entered on Pennylane's own site. The app never sees or stores it.

    <Frame>
      <img alt="Image" />
    </Frame>

    <Warning>
      If you manage more than one company in Pennylane, make sure you are logged in to the **correct company file** before authorising. Connecting the wrong one means invoices are created in the wrong books.
    </Warning>
  </Step>

  <Step title="Confirm the connection">
    You are returned to the app, and the screen now shows **Connected account** with the email address used.

    The app moves on automatically after a few seconds. Select **Continue** to go straight to the next step, or **Stay on this page** if you want to review the connection first.
  </Step>
</Steps>

## What each option on this screen does

<AccordionGroup>
  <Accordion title="Connect to Pennylane">
    Opens Pennylane's login page and asks for permission to create invoices and read customer and product data on your behalf. This is what makes the whole integration work.
  </Accordion>

  <Accordion title="Disconnect">
    Appears once an account is linked. Removes the app's access to Pennylane and stops all syncing. Use it if you connected the wrong account, or if you are moving to a different Pennylane company.

    Disconnecting does not delete anything already created in Pennylane.
  </Accordion>

  <Accordion title="Schedule demo">
    Books a [free call](https://meetings.hubspot.com/cloudify/app-assistance) where our integration expert walks you through the setup and answers questions.
  </Accordion>
</AccordionGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Nothing happened when I clicked Connect to Pennylane">
    The login window is usually blocked by a pop-up blocker. Allow pop-ups for your Shopify admin domain and try again.
  </Accordion>

  <Accordion title="I connected the wrong Pennylane account">
    Select **Disconnect**, then **Connect to Pennylane** again and log in with the correct account. Do this before any orders sync, so nothing lands in the wrong books.
  </Accordion>

  <Accordion title="Will connecting change anything in Pennylane?">
    No. Connecting only grants access. Nothing is created in Pennylane until orders start syncing.
  </Accordion>

  <Accordion title="Is my data safe?">
    You log in on Pennylane's own site, so the app never receives your password. Access can be revoked at any time using **Disconnect**, or from within Pennylane.
  </Accordion>
</AccordionGroup>


# Customer Sync Settings  
Source: https://docs.cloudify.biz/shopify/pennylane/sales-posting-setup/customer-sync

Set how Shopify customers are matched, created, and mapped to customer records in Pennylane.

These settings control how the integration finds an existing customer in Pennylane, and what it fills in when it has to create a new one.

<Note>
  Sensible defaults are already applied. You only need to change these settings if your business works differently — for example if you sell B2B, or if you use Shopify POS.
</Note>

***

## Customer Sync Rules

### How do you want to match your customers?

Before creating anything, the integration looks for an existing customer in Pennylane. This setting tells it which field to compare.

You choose a **Shopify** field on the left and the matching **Pennylane** field on the right.

<Frame>
  <img alt="Screenshot 2026 07 29 124355" />
</Frame>

| Setting | Default | What it means |
| - | - | - |
| Shopify field | Customer Name | The value taken from the Shopify order |
| Pennylane field | Name | The Pennylane field it is compared against |

If a match is found, the existing Pennylane customer is used. If not, a new customer is created.

<Warning>
  Make sure the Shopify field you choose is **never empty** on your orders. If the field is blank, the match fails and the sync returns an error.
</Warning>

<Tip>
  Names are not unique. Two different customers called "Jean Martin" will be treated as the same person. If your Pennylane records hold email addresses, matching on email is more reliable.
</Tip>

### Use a Default Customer for Point of Sale (POS) Order

Shopify POS orders often have no customer attached — someone walks in, pays, and leaves. Pennylane still needs a customer on the invoice.

When this option is **on**, the integration creates a customer called **POS Customer – Cloudify** in Pennylane and assigns it to every POS order that has no customer.

<Frame>
  <img alt="Image" />
</Frame>

<Info>
  **Turn it on** if you use Shopify POS and don't collect customer details at the till. All walk-in sales are grouped under one customer, which keeps your Pennylane contact list clean.

  **Turn it off** if every POS sale in your store is tied to a named customer.
</Info>

### How do you want to handle customer numbers?

Every customer in Pennylane has a customer number. This setting decides who generates it.

| Option | When to use it |
| - | - |
| **Let Pennylane create customer number** *(default)* | You want Pennylane to number customers automatically. Guarantees the number is unique across your Pennylane account. |
| **Take customer number from Shopify** | You already use your own customer reference in Shopify and want the same one in Pennylane. An existing Shopify field is used as the customer number. |

<Warning>
  If you take the number from Shopify, you are responsible for making sure it is unique. Duplicate numbers will cause errors in Pennylane.
</Warning>

### Which Shopify customer field do you want to use for the Pennylane customer number?

This question follows on from the choice above, and works in one of two directions.

**If you chose "Let Pennylane create customer number"**, you can write the generated number back into Shopify so both systems show the same reference.

<Frame>
  <img alt="Screenshot 2026 07 29 124953" />
</Frame>

Select the Shopify field where the number should be stored, or choose **Do not add it anywhere** (the default) if you don't need it in Shopify.

<Tip>
  Storing the number in Shopify makes it much easier to find the matching record in Pennylane when you're chasing a specific order.
</Tip>

**If you chose "Take customer number from Shopify"**, select the existing Shopify field that holds the reference you want to use. That value becomes the customer number in Pennylane.

<Warning>
  Make sure the field you pick is filled in on every customer and never repeats. A blank value or a duplicate will cause the sync to fail.
</Warning>

***

## Customer Default Mappings

### What are your default settings for new customers?

Some Pennylane fields have no equivalent in Shopify. These defaults fill them in whenever a new customer is created.

<Frame>
  <img alt="Screenshot 2026 07 29 125157" />
</Frame>

| Setting | Default | What it does |
| - | - | - |
| **Payment Conditions** | Upon receipt | The payment term applied to the customer's invoices. Shopify orders are usually already paid, so *upon receipt* fits most stores. Change it if you invoice B2B customers on terms such as 30 days. |
| **Customer Type** | Company | Whether new customers are created as corporate entities or individual clients. Set this to **Individual** if you sell mainly B2C. |
| **Invoice Footer Template** | Modèle par défaut | The footer shown at the bottom of generated invoices. The list comes from the templates in your Pennylane account. |
| **Billing Language** | French | The language used for invoices and customer communication. Change it if you invoice customers outside France. |

<Note>
  These defaults apply **only when a customer is created**. Changing them later does not update customers that already exist in Pennylane.
</Note>

***

## Customer Field Mappings

### How should customer data fields be mapped?

This is where you decide which Shopify value fills each Pennylane customer field.

<Frame>
  <img alt="Screenshot 2026 07 29 125259" />
</Frame>

Common fields are mapped for you. The mappings are grouped into four tabs:

<CardGroup>
  <Card title="General" icon="user">
    Name, email, phone, notes, and recipient.
  </Card>

  <Card title="Billing address" icon="file-invoice">
    The address used on the invoice.
  </Card>

  <Card title="Delivery address" icon="truck">
    The address goods are shipped to.
  </Card>

  <Card title="Additional" icon="ellipsis">
    Any remaining Pennylane customer fields.
  </Card>
</CardGroup>

### Reading the table

| Column | What it shows |
| - | - |
| **Pennylane Fields** | The field being filled, with a short description. Fields marked **Required** must have a value. |
| **Shopify Fields** | Where the value comes from. Pick a Shopify field from the dropdown, or select **Use Text** to enter a fixed value that is the same for every customer. |
| **Status** | **Mapped** means a source is set. **Not mapped** means the field will be left empty in Pennylane. |
| **Action** | **Clear** removes an existing mapping. |

### Required fields

Three fields must be filled for a customer to be created:

* **First Name** — required for individual customers
* **Last Name** — required for individual customers
* **Company Name** — required for company customers

<Warning>
  Which fields are required depends on the **Customer Type** you set in Customer Default Mappings. If you create customers as *Company*, Company Name must always have a value. If your Shopify orders don't reliably contain a company name, use **Use Text** to set a fallback, or create customers as *Individual* instead.
</Warning>

### Making changes

1. Find the Pennylane field you want to change, using the **Search** box if the list is long.
2. Open the **Shopify Fields** dropdown and choose a source, or select **Use Text** to enter a fixed value.
3. To remove a mapping, select **Clear**.
4. Select **Save**.

<Note>
  Changes apply to customers created or updated **after** you save. Existing Pennylane customers are not rewritten.
</Note>


# Invoice Sync Settings  
Source: https://docs.cloudify.biz/shopify/pennylane/sales-posting-setup/invoice-sync

Set when invoices are created in Pennylane, whether they are drafts or finalised, and how order data appears on them.

These settings control the invoice itself — when it's created, what state it's created in, and which Shopify values appear on it.

***

## Invoice Sync Rules

### Automatically create (Pennylane) Invoices

<Frame>
  <img alt="Screenshot 2026 07 29 133258" />
</Frame>

Leave the toggle **on** to have invoices created automatically. Switching it off stops invoice creation entirely, while leaving your other settings in place.

### Order Status

This setting decides **when** the integration creates the invoice, based on the status of the Shopify order.

<AccordionGroup>
  <Accordion title="When Fulfilled (after shipping)">
    Choose this option to create a Pennylane invoice when the Shopify order is marked as **Fulfilled**. This usually happens after the order has been shipped. Use this if you want to create invoices only after products are sent to the customer.

    **Use this when** you ship before invoicing, sell made-to-order goods, or hold stock for long periods. Cancelled orders never reach Pennylane at all.
  </Accordion>

  <Accordion title="When Paid (payment recorded in Shopify)">
    Choose this option to create a Pennylane invoice as soon as the Shopify order is marked as **Paid**. The invoice is created after the payment is received, even if the order hasn't been shipped yet. This is a good option if you want to record sales quickly.

    **Use this when** you offer payment methods that don't settle at checkout — bank transfer, invoice terms, cash on delivery — and you only want confirmed sales in Pennylane.
  </Accordion>

  <Accordion title="When Created (order created in Shopify) ">
    Choose this option to create a Pennylane invoice as soon as a new order is received in Shopify. It's ideal for Cash on Delivery (COD) orders or if you want invoices to be created immediately.

    **Use this when** you want your books to reflect sales immediately. This suits most online stores, where payment is taken at checkout.
  </Accordion>
</AccordionGroup>

<Note>
  Only one option applies. Choose the point in your process that you'd call "the sale has happened" — your *expert-comptable* may have a preference here.
</Note>

### Invoice Type in Pennylane

This decides what state the invoice arrives in.

| Option | What it means |
| - | - |
| **Draft Invoice** *(default)* | The invoice is created as a draft. It can still be edited or deleted in Pennylane before it is validated. |
| **Finalised Invoice** | The invoice is issued immediately and given a number. It cannot be edited afterwards. |

<Info>
  **Choose Draft** if you want to review invoices before they are issued. This is the safer starting point while you're checking that the integration produces what you expect.

  **Choose Finalised** if you're confident in the setup and want invoices issued without a manual step.
</Info>

<Warning>
  A finalised invoice cannot be corrected. Any mistake has to be resolved with a credit note (*avoir*). Test thoroughly on drafts before switching.
</Warning>

<Warning>
  **Credit notes from Shopify refunds only work with finalised invoices.** If you leave the invoice type as *Draft*, the refund option below has no effect.
</Warning>

***

## Additional Options

<Frame>
  <img alt="Screenshot 2026 07 29 133010" />
</Frame>

### Include shipping charges

Enable this option to add shipping charges from the Shopify order to the Pennylane invoice. After enabling it, select any product from the list. The integration will use that product to add the shipping charge automatically.

### Pennylane Credit Notes from Shopify Refunds

When this is **on**, issuing a refund in Shopify creates a credit note (*avoir*) in Pennylane.

You select a Pennylane product to represent refunds. The **amount comes from the Shopify refund** — the product is only there to give the credit note a line to sit on.

<Warning>
  This works **only with finalised invoices**. A draft invoice has not been issued, so there is nothing to credit. If you're using drafts, edit or delete the draft in Pennylane instead.
</Warning>

***

## Invoice Field Mappings

### How should invoice data fields be mapped?

This decides which Shopify values appear on the invoice.

<Frame>
  <img alt="Screenshot 2026 07 29 132922" />
</Frame>

<Note>
  **What happens on each sync**, in order:

  1. The customer is found in Pennylane, or created if needed.
  2. The products are found, following your Product Sync Rules.
  3. The invoice is created using the settings on this page.

  If step 1 or 2 fails, the invoice isn't created.
</Note>

The mappings are grouped into three tabs:

<CardGroup>
  <Card title="References" icon="hashtag">
    Labels, references, and the invoice date.
  </Card>

  <Card title="Pdf" icon="file-pdf">
    What appears on the invoice document itself.
  </Card>

  <Card title="General" icon="sliders">
    Remaining invoice-level fields.
  </Card>
</CardGroup>

### References tab

| Pennylane field | Default source | What it's for |
| - | - | - |
| **Accounting Label** | Order Name | Internal accounting label for the invoice. This is what your accountant sees in the ledger. |
| **External Reference** | Order Name | A unique reference linking the Pennylane invoice back to the Shopify order. |
| **Date d'émission** | Create Date | The invoice issue date, in `YYYY-MM-DD` format. |

<Tip>
  Leave **External Reference** mapped to Order Name. It's what lets you find the Shopify order behind any invoice, and it's the first thing you'll want when something looks wrong.
</Tip>

<Note>
  The invoice date follows the **Order Status** setting above. If you invoice *When Created*, the date is the order date; if you invoice *When Paid* or *When Fulfilled*, consider whether the create date is still the right one for your books.
</Note>

### Reading the table

| Column | What it shows |
| - | - |
| **Shopify Fields** | Where the value comes from. Pick a field from the dropdown, or select **Use Text** for a fixed value. |
| **Status** | **Mapped** means a source is set. **Not mapped** means the field is left empty. |
| **Action** | **Clear** removes a mapping. |

Need a value Shopify doesn't hold? Select **Create new Shopify field** to add one, then map it here.

### Making changes

1. Open the tab you need, and use **Search** if the list is long.
2. Choose a Shopify field, or select **Use Text** for a fixed value.
3. Select **Clear** to remove a mapping.
4. Select **Save**.

<Note>
  Changes apply to invoices created **after** you save. Invoices already in Pennylane are not changed.
</Note>


# Product Sync Settings  
Source: https://docs.cloudify.biz/shopify/pennylane/sales-posting-setup/product-sync

Set how Shopify products are found in Pennylane, what happens when they aren't, and how product fields are mapped.

These settings control how the integration finds a product in Pennylane for each line on a Shopify order — and what it does when no match exists.

<Note>
  Getting this section right matters more than most. If a product can't be found and there's no fallback in place, the invoice isn't created at all.
</Note>

***

## Product Sync Rules

### Choose a product search method

There are two ways for the integration to find the right Pennylane product.

<Frame>
  <img alt="Screenshot 2026 07 29 130511" />
</Frame>

<Tabs>
  <Tab title="Simple Search">
    The integration compares one Shopify field against one Pennylane field.

    | Setting | Default | What it means |
    | - | - | - |
    | Shopify field | Title | The value taken from the Shopify order line |
    | Pennylane field | Designation | The Pennylane field it is compared against |

    **Use this when** your Shopify catalogue and your Pennylane product list already share a common value — usually the product title or the SKU.

    <Tip>
      SKU is a safer match than Title. Titles get edited for marketing reasons; SKUs usually don't.
    </Tip>
  </Tab>

  <Tab title="Direct Link">
    You map each Pennylane product to a Shopify product by hand.

    <Frame>
      <img alt="Screenshot 2026 07 29 130547" />
    </Frame>

    Use the **Search** box to find a product, then pick its Shopify counterpart from the dropdown. **Clear** removes a mapping. The list is paginated, so work through every page.

    **Use this when** your product names and codes don't line up between the two systems, or when you have a small, stable catalogue.

    <Warning>
      Direct Link only covers the products you map. Anything unmapped falls through to the **If product not found** setting below. This method needs maintaining every time you add a product.
    </Warning>

    #### Generate Without Product Code

    The first row in the list is a special option. Map a Shopify product here to put it on the invoice as a **line item description only**, with no Pennylane product attached.

    Useful for one-off charges or items you don't want cluttering your Pennylane product list.
  </Tab>
</Tabs>

***

## If product not found in Pennylane

This is the fallback. It decides what happens when the search above comes back empty.

<Frame>
  <img alt="Screenshot 2026 07 29 130624" />
</Frame>

<AccordionGroup>
  <Accordion title="Skip invoice generation">
    If the Shopify product isn't found, the integration will skip creating the invoice in Pennylane. This helps avoid errors, but you'll need to check and fix the missing products manually.

    <Warning>
      One unmatched line blocks the entire invoice, not just that line.
    </Warning>
  </Accordion>

  <Accordion title="Use a default product">
    If the Shopify product isn't found, the integration will still create the invoice in Pennylane using the product you selected. Only the product ID comes from the selected Pennylane product. The product name, price, and quantity are taken from Shopify.
  </Accordion>

  <Accordion title="Create a new product in Pennylane">
    If the Shopify product isn't found, the integration will automatically create a new product in Pennylane using the Shopify product details. Choose a product group for new products. This makes sure all products are synced, but it may create duplicate products if the same product already exists.

    Two settings apply to every product created this way:

    | Setting | What it does |
    | - | - |
    | **VAT Type** | The VAT rate given to the new product. Set this to the rate you actually sell at — for most French merchants that is 20%. |
    | **Revenue Account** *(optional)* | The Pennylane account the sales are posted to. Leave it blank to use your Pennylane default. |

    <Warning>
      This option can create duplicate or unnecessary products if your Shopify titles vary. Two spellings of the same product become two products in Pennylane.
    </Warning>

    <Warning>
      Check the **VAT Type** before you save. Every product created by the integration inherits it, and correcting the VAT on invoices already issued means raising credit notes (*avoirs*).
    </Warning>
  </Accordion>
</AccordionGroup>

***

## Tax settings

### Exclude Shopify Tax from Pennylane invoices

Enable this option to remove Shopify taxes when creating invoices in Pennylane. If enabled, only the tax set in Pennylane will be applied to the invoice.

<Frame>
  <img alt="Image" />
</Frame>

***

## Product Field Mappings

<Note>
  This section applies **only** if you chose **Create a new product in Pennylane** above. If you didn't, nothing here has any effect.
</Note>

### How should product data fields be mapped?

This decides which Shopify value fills each field on a newly created Pennylane product.

<Frame>
  <img alt="Screenshot 2026 07 29 131257" />
</Frame>

| Pennylane field | Default source | What it's for |
| - | - | - |
| **Designation** *(required)* | Title | The product label shown on the invoice. |
| **Description** | Description | Free-text product description. |
| **Reference** | SKU | Your product reference or SKU. |
| **Product Identification** | SKU | A unique external reference used to match the product on later syncs. |
| **HT Price** | Price | Unit price **excluding VAT**. *HT* stands for *hors taxes*. |
| **Unit** | Not mapped | Unit of measure on the invoice line — each, hour, kg. |
| **Currency** | Not mapped | Three-letter currency code. Defaults to EUR when left empty. |
| **VAT** | Not mapped | Pennylane VAT rate code, for example `FR_200` for 20%. Overrides the default VAT rate set above. |
| **Revenue Account** | Not mapped | The Pennylane revenue account for this product. Overrides the default set above. |

### Reading the table

| Column | What it shows |
| - | - |
| **Shopify Fields** | Where the value comes from. Pick a field from the dropdown, or select **Use Text** to enter the same fixed value for every product. |
| **Status** | **Mapped** means a source is set. **Not mapped** means the field is left empty and Pennylane's own default applies. |
| **Action** | **Clear** removes a mapping. |

<Info>
  Leaving **VAT** and **Revenue Account** unmapped is fine for most stores — the defaults you set under *Create a new product in Pennylane* are used instead. Map them only if different products need different rates or accounts.
</Info>

<Tip>
  **HT Price** must be the price *before* VAT. If your Shopify prices include VAT, mapping them straight into this field will overstate your revenue. Check with your *expert-comptable* if you're unsure which way your store is configured.
</Tip>

### Making changes

1. Find the Pennylane field, using the **Search** box if the list is long.
2. Choose a Shopify field from the dropdown, or select **Use Text** for a fixed value.
3. Select **Clear** to remove a mapping.
4. Select **Save**.

<Note>
  Mappings apply to products created **after** you save. Products already in Pennylane are not changed.
</Note>


# Customer Sync settings
Source: https://docs.cloudify.biz/shopify/tripletex/configuration/customer-sync-settings



## Setting Up Customer Sync Preferences

### Customer Match Rule

Define how customers are matched between Shopify and Tripletex. Select a **Shopify field** and the **Tripletex field** it should be matched against. The integration uses this pairing to check whether a customer already exists in Tripletex — a new customer is created only when no match is found, which prevents duplicates.

Where possible, match on a field that is unique per customer to keep duplicates out.

<Frame>
  <img alt="Screenshot 2026 07 03 015547" />
</Frame>

<Warning>
  Ensure the selected Shopify field is not empty on your orders. An empty match field will trigger sync errors.
</Warning>

<Frame>
  <img alt="Screenshot 2026 07 03 015627" />
</Frame>

**Default Customer for POS Orders (Optional)** — Enable **Use a Default Customer for Point of Sale (POS) Orders** if you process in-person sales. When a Shopify POS order doesn't have a customer assigned, the integration automatically creates a customer named **POS Customer – Cloudify** in Tripletex and uses it for all POS invoices where no customer information is available.

***

### How Should Customer Data Fields Be Mapped?

Specify how Shopify customer data maps to Tripletex fields. This controls how customer information is transferred when a customer is created or updated in Tripletex. Some common fields — such as **Name** and **Telephone** — are pre-mapped for you.

<Frame>
  <img alt="Screenshot 2026 07 03 015438" />
</Frame>

* To change a mapped field, click its box and select your preferred Shopify field.
* To remove a mapping, click **Clear**.
* To map a fixed value instead of a Shopify field, click **Use Text** and enter the value.
* Click **Create new Shopify field** to add a mapping that isn't listed.

Fields are grouped across tabs — **General**, **Postal address**, **Invoice settings**, **Business address**, **Delivery address**, and **Additional**. The **Status** column shows whether each field is **Mapped** or **Not mapped**.

<Tip>
  **Name** is required. Map all relevant customer fields before going live to avoid incomplete customer records being created in Tripletex.
</Tip>


# Getting Started
Source: https://docs.cloudify.biz/shopify/tripletex/configuration/getting-started



Now that you've installed the app and connected your accounts, it's time to configure how information flows between Shopify and Tripletex. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To find the settings page

"Click on the **Tripletex** app, then click on ‘**Settings**’."

<Frame>
  <img alt="Screenshot 2026 07 03 015911" />
</Frame>

## Setup process

###### **The setup process is divided into three main areas:**

1. Customer Settings
2. Product Settings
3. Invoice Settings

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Invoice Sync Settings
Source: https://docs.cloudify.biz/shopify/tripletex/configuration/invoice-sync-settings



## Setting Up Invoice Sync Preferences

These settings control **when** an invoice is created in Tripletex, **what form** it takes, and **which extra details** (shipping, refunds) carry across from Shopify.

***

### When to Create a Tripletex Invoice

This decides the point in the Shopify order's life at which the integration creates the invoice in Tripletex.

* **When Fulfilled (after shipping)** — The invoice is created once the Shopify order is marked **Fulfilled**, i.e. after you've shipped. Choose this if you only want to invoice orders that have actually gone out.
* **When Paid (payment recorded in Shopify)** — The invoice is created as soon as Shopify records the order as **Paid**, whether or not it has shipped. Choose this for faster financial record-keeping.
* **When Created (order created in Shopify)** *(default)* — The invoice is created the moment a new order lands in Shopify. Suits Cash-on-Delivery (COD) orders, or any case where you want the record in Tripletex right away.

<Frame>
  <img alt="Screenshot 2026 07 03 022108" />
</Frame>

***

### Invoice Type in Tripletex

This sets what the integration creates in Tripletex for each order.

* **Draft Invoice** — Creates an editable draft invoice. Nothing is finalized — you review and post it in Tripletex yourself. Choose this if you usually adjust invoices before they go out.
* **Draft Order** — Creates a draft order rather than an invoice. Choose this when your workflow starts from an order in Tripletex (for example, so you can pick, confirm, or invoice it there on your own schedule).

<Frame>
  <img alt="Screenshot 2026 07 03 022159" />
</Frame>

***

### Additional Options

Optional settings that control how extra order details carry into Tripletex. Each option reveals a dropdown when enabled, so you can tell the integration exactly how to handle it.

* **Include shipping charges** — Carries the Shopify shipping cost onto the Tripletex invoice so it appears correctly. When enabled, use the dropdown to choose how shipping is represented in Tripletex.
* **Tripletex Credit Notes from Shopify Refunds** — Creates a credit note in Tripletex whenever a Shopify order is refunded, keeping refunds reflected in your accounting. When enabled, use the dropdown to configure how refunds are handled in Tripletex.

<Frame>
  <img alt="Screenshot 2026 07 03 022302" />
</Frame>

<Note>
  Configure these settings to streamline shipping charges, credit note creation from Shopify refunds, and automated invoice emails to your customers.
</Note>

***

### How Should Invoice Data Fields Be Mapped?

Set how Shopify order information appears on your Tripletex invoices. For each **Tripletex field**, choose the **Shopify field** it should pull from, use **Use Text** to enter a fixed value, or click **Clear** to remove a mapping. Add fields that aren't listed with **Create new Shopify field**. Click **Save** when done.

<Note>
  When an invoice sync runs, the integration works in this order:

  1. Checks for the customer in Tripletex (and creates one if needed)
  2. Checks for the products (handled by your Product Sync Rules)
  3. Creates the invoice with the settings above
</Note>

Fields are grouped across the **Order**, **General**, and **Invoice** tabs, and the **Status** column shows whether each is **Mapped** or **Not mapped**.

<Frame>
  <img alt="Screenshot 2026 07 03 022345" />
</Frame>

**Order tab fields**

| Tripletex Field | Description |
| - | - |
| Delivery Address Line 1 | Line 1 of the order delivery address. |
| Delivery Address Line 2 | Line 2 of the order delivery address. |
| Delivery Address City | City of the order delivery address. |
| Delivery Address Postal Code | Postal code of the order delivery address. |
| Delivery Address Country | Country of the order delivery address. |
| Order Date | Order date, in \`YYYY-MM-DD\` format. Defaults to today if not mapped. |
| Delivery Date | Delivery date, in \`YYYY-MM-DD\` format. Required by the Tripletex API — defaults to today if not mapped. |
| Comment to customer | Comment printed on the invoice generated from this order. |
| Packing note | Delivery comment on the order. |

The **General** and **Invoice** tabs contain additional fields you can map the same way.

<Tip>
  Delivery date defaults to today if left unmapped. Map it to the correct Shopify field if your Tripletex workflow depends on accurate delivery dates.
</Tip>


# Product Sync Settings
Source: https://docs.cloudify.biz/shopify/tripletex/configuration/product-sync-settings



## Setting Up Product Sync Preferences

These settings control how the integration matches Shopify products to products in Tripletex when building an invoice, and what happens when no match is found.

***

### Choose a Product Search Method

When a Shopify order syncs, the integration needs to find the matching product in Tripletex before it can add it to an invoice. Pick how that lookup works:

* **Simple Search (using a specific field)** — Match on a single field. Choose the **Shopify field** (e.g. Title) and the **Tripletex field** it should be matched against (e.g. Name). The integration looks for a Tripletex product where that field matches.
* **Direct Link (no searching)** — Manually link each Shopify product to a specific Tripletex product. No lookup runs — the integration uses the link you set. Best for smaller catalogs where you want exact control over which product maps to which.

<Frame>
  <img alt="Screenshot 2026 07 03 020449 1" />
</Frame>

<Note>
  Why it matters: this step drives accurate invoicing and inventory. If a product can't be found, the integration falls back to your setting in **If product not found in Tripletex** below — where **Skip invoice generation** is applied by default.
</Note>

***

### If Product Not Found in Tripletex

This decides what happens when the search above returns no match. Pick one:

* **Skip invoice generation** *(default)* — The invoice is not created. Use this when you'd rather catch and fix a missing product than let an incomplete invoice through.
* **Use a default product** — The order still invoices, but the unmatched line uses an existing Tripletex product you nominate as the fallback.
* **Create a new product in Tripletex** — A new product is created from your product field mappings and added to the invoice. You'll need to select a sales account for the new products.

<Frame>
  <img alt="Screenshot 2026 07 03 020723" />
</Frame>

***

### Tax Settings

Enable **Exclude Shopify Tax from Tripletex invoices** to drop the tax that came in on the Shopify order. When enabled, only the relevant Tripletex tax is applied to the invoice.

Cloudify does not calculate tax itself — the amount applied depends entirely on your existing tax configuration in Tripletex.

<Frame>
  <img alt="Screenshot 2026 07 03 020800" />
</Frame>


# Cloudify Dashboard
Source: https://docs.cloudify.biz/shopify/tripletex/get-the-most-out-of-the-app/cloudify-dashboard



The dashboard is your home base for the integration — it shows your connection and plan status, a summary of your sync settings, and every Shopify order with its current sync state.

***

## Status Cards

The top of the dashboard summarises how the integration is set up.

* **Connection status** — Shows whether your Tripletex account is **Connected**. Click **Connection** to disconnect.
* **Plan details** — Shows your current plan and sync **Usage**. Click **Manage** to change or manage your subscription.
* **Customer** — Summarises your customer match rule (the **Shopify field** and the **Tripletex field** it maps to). Click **Configure** to edit.
* **Product** — Summarises your **Product matching** method and **Product preference** (what happens when a product isn't found). Click **Configure** to edit.
* **Invoices** — Summarises **When to create invoice** and the **Invoice type**. Click **Configure** to edit.

<Frame>
  <img alt="Screenshot 2026 07 07 014603" />
</Frame>

<Note>
  Each **Configure** link opens the matching Sync Settings section, so you can adjust rules without leaving the dashboard for long.
</Note>

***

## Orders Table

Every Shopify order appears here with its sync state. Use the **All**, **Unfulfilled**, and **Unpaid** tabs to switch views.

Columns:

| Column | What it shows |
| - | - |
| Order | Shopify order number |
| Date | Order date |
| Customer | Customer name on the order |
| Total | Order total |
| Payment status | Paid / unpaid state from Shopify |
| Fulfillment status | Fulfilled / unfulfilled state from Shopify |
| Last synced | When the order last synced to Tripletex (`-` if never) |
| Sync status | Result of the last sync — e.g. **Failed** (`-` if not yet synced) |
| View | Opens the **Sync Information** for that order |
| Action | **Sync** to run a first sync, or **Re Run** to retry a failed one |

***

### Search, Filter & Sort

* **Search** — Click the search icon to search across all orders.
* **Add filter** — Filter the list by **Payment status** or **Fulfillment status**.
* **Sort** — Sort by **Date**, **Order Number**, **Customer Name**, **Payment Status**, **Fulfillment Status**, or **Total**, in either **Oldest to newest** or **Newest to oldest** order.

***

### Syncing an Order

* **Sync** — For an order that hasn't synced yet, click **Sync** to create the invoice or order in Tripletex.
* **Re Run** — For an order whose **Sync status** is **Failed**, fix the underlying issue first, then click **Re Run** to retry.

***

### Sync Information

Click the **View** (eye) icon on any order to open its **Sync Information**. This shows the result of the last sync — a success confirmation, or the specific reason a sync failed and what to change.

<Frame>
  <img alt="Screenshot 2026 07 07 014851" />
</Frame>

For example, if an order failed because the product wasn't found in Tripletex and your product preference is set to **Skip invoice generation**, the message tells you to either choose a default product or enable search-and-create in your Product Sync settings, then re-run.

<Tip>
  If a sync fails, always open **Sync Information** first — it names the exact cause, so you know whether to fix a mapping, a product setting, or the connection before hitting **Re Run**.
</Tip>


# FAQs-Frequently Asked Questions
Source: https://docs.cloudify.biz/shopify/tripletex/get-the-most-out-of-the-app/frequently-asked-questions



<Note>
  **IMPORTANT**: Always check your Shopify order notes to verify the status of your integration.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Shopify orders into Tripletex invoices automatically
  * Keep your Shopify and Tripletex product and customer data in sync
  * Monitor sync status through detailed logs within Shopify order notes
  * Handle refunds and shipping charges with ease
</Accordion>

<Accordion title="I've installed the app, but how do I start creating the Tripletex invoices?">
  Set up automatic invoice creation in the **Invoice** section of the app, under **Sync Settings** on the left panel of your Shopify admin page. Choose **when** the invoice is created — **When Fulfilled**, **When Paid**, or **When Created** — and the **Invoice Type in Tripletex**: **Draft Invoice** or **Draft Order**.
</Accordion>

<Accordion title="How do I know if my invoice was created successfully?">
  **Check these locations:**

  * View the **Notes** section in your Shopify order for a success message
  * Check Tripletex for the newly created invoice
  * Monitor any error messages under the Shopify order's **Notes** section
</Accordion>

<Accordion title="Can I connect my Shopify store with multiple Tripletex accounts?">
  No. You can only connect one Tripletex account to one Shopify store at a time. You can switch to a different Tripletex account later by disconnecting the existing one first.
</Accordion>

<Accordion title="I can't see the created invoice in Tripletex. What should I check?">
  Verify these points:

  * Check the Shopify order notes for any errors
  * Verify your Tripletex connection status

  If you ran into any errors, use the replay feature after making changes (go to your Shopify order → **More actions** → **Replay invoice sync**).
</Accordion>

<Accordion title="My custom field mappings aren't working. What should I check?">
  Verify these points:

  * Ensure field types match between systems (e.g. name to name, email to email, ID to ID)
  * Check required fields are properly mapped

  If you still need assistance, feel free to [**book a call with us**](https://meetings.hubspot.com/cloudify/app-assistance).
</Accordion>

<Accordion title="How do I create credit notes in Tripletex for Shopify refunds?">
  * Open the app in Shopify
  * Go to **Sync Settings** → **Invoice**
  * Scroll to **Additional Options**
  * Enable **Tripletex Credit Notes from Shopify Refunds**
  * In the dropdown that appears, configure how refunds should be handled in Tripletex
  * Click **Save**
</Accordion>


# Prerequisites
Source: https://docs.cloudify.biz/shopify/tripletex/getting-started/prerequisites



Before integrating Shopify with Tripletex, make sure you meet the requirements below for a smooth setup.

<Note>
  Complete all prerequisites before starting installation. Missing any of these can block the connection partway through setup.
</Note>

***

## Checklist

<Steps>
  <Step title="Account Access ">
    * **Active Shopify store** — Your store is active and you have administrative rights to install and manage apps.
    * **Active Tripletex account** — Your account is active and you have administrative privileges to connect apps and configure settings.
  </Step>

  <Step title="Tripletex Integration Module">
    The **integration module (API access) must be activated in Tripletex** before you can generate an API token. Without it, the connection cannot be completed.

    <Warning>
      If the integration module isn't active, you won't be able to generate a token — and setup will stall at the connection step. Activate it in Tripletex first.
    </Warning>
  </Step>

  <Step title="Authentication Credentials">
    Have your login details for both Shopify and Tripletex ready. You'll generate a **Tripletex API token** during setup, so you'll need access to the Tripletex account that holds the correct company and access rights.
  </Step>

  <Step title="Understanding Your Business Workflow">
    Know how your order management, payment collection, and fulfillment work today. The integration's sync rules (when to invoice, how to match customers and products, how to handle tax) map directly onto these processes — so a clear picture up front makes configuration faster and more accurate.
  </Step>
</Steps>


# Connect Tripletex Account
Source: https://docs.cloudify.biz/shopify/tripletex/installation/connect-tripletex-account



Follow the steps below to install the app, generate your Tripletex API token, and connect your account to Shopify.

***

## Installation

<Steps>
  <Step title="Install the App">
    Open **Shopify-Tripletex by Cloudify** from the Shopify App Store, select **Install**, and click **"Let's Get Started"** to authorize the installation.

    <Frame>
      <img alt="Screenshot 2026 07 03 011409" />
    </Frame>
  </Step>

  <Step title="Connect to Tripletex">
    Click **"Connect to Tripletex"**. You'll be prompted to enter your Tripletex API token.

    <Frame>
      <img alt="Screenshot 2026 07 03 011645" />
    </Frame>

    Before generating a token, note the following:

    <Warning>
      The **integration module must be activated** in Tripletex before you can generate a token. Without that module, the connection process cannot continue.
    </Warning>

    **Need help?** Click **"[See how to generate your API token](https://youtu.be/2iaA38HOeBM)"** for a step-by-step walkthrough.

    **To generate your Tripletex API token:**

    1. **Log in to Tripletex** — If needed, switch to the correct company by clicking the company name in the header.
    2. **Open the employee record** — Go to **Company → Employees** in the left menu. Open the employee whose access rights will be used for this integration.
    3. **Open API access** — Inside the employee record, go to **API access** and click **New token**.
    4. **Configure the token** — Select **Adapted setup** and **All entitlements**. Enter `Cloudify_Shopify` as Application name., then enter a token name and click **Create token**.
    5. **Copy the token** — Copy the generated token and click **OK**.

    <Warning>
      Store the token securely as soon as it is created. Tripletex will not show it again.
    </Warning>

    Once you have the token, paste it into the token field in the app and click **Connect**.

    <Note>
      Make sure you are connecting with the token from the correct Tripletex company account. Administrative privileges are required to complete this step.
    </Note>
  </Step>

  <Step title="You're All Set">
    Once the token connects successfully, you'll land on the final setup screen confirming everything is configured and ready.

    <Frame>
      <img alt="Screenshot 2026 07 03 014818" />
    </Frame>

    From here you have two ways to start:

    * **Test with Sample Data** — Run a demo sync with sample data to see how a Shopify order flows into Tripletex before going live.
    * **Open Dashboard** — Go live with your real orders. Your first real sync activates automation, and every future order is handled automatically.

    ### Smart settings (auto-configured)

    The integration ships with sensible defaults so you can start syncing immediately. Change any of these by clicking **Customize**.

    | Setting | Default |
    | - | - |
    | When do I create an invoice? | When Created (order created in Shopify) |
    | How do I find a customer? | Match by Customer Name |
    | How do I find a product? | Match by Title |
    | How is tax handled? | Automatically detected from your Shopify order |

    <Info>
      Want a guided setup or to see a sync run live? A free consultation is available after installation — click **Support** on the setup screen to book one.
    </Info>
  </Step>
</Steps>


# Getting Started
Source: https://docs.cloudify.biz/shopify/xero/configuration/getting-started



Now that you've installed the app and connected your accounts, it's time to configure how information flows between Shopify and Xero. The quick install already covered the essential settings. With this guide, you will be able to customise your app further if needed.

## To find the settings page

"Click on the **Xero** app, then click on ‘**Sales Posting Setup**’."

<Frame>
  <img alt="Image" />

  .
</Frame>


# Common Shopify Xero Errors & Fixes
Source: https://docs.cloudify.biz/shopify/xero/get-the-most-out-of-the-app/common-shopify-xero-errors--fixes



<Accordion title="Access revoked">
  <Frame>
    <img alt="2577cfc0 4a53 4f9f A608 A018904b0472" />
  </Frame>

  **Why this happens:** This happens due to the connection with Xero getting expired.

  **How to fix this:** Please go to Xero app > Settings > Click on connection and Reconnect your Xero account
</Accordion>

<Accordion title="SKU should not be empty">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** SKU is absent in your shopify product present in the order. <br /><br />**How to fix this:** Please go to products in shopify > Click on the product which is present in the order > Under Inventory section, Add an SKU > Save the changes.
</Accordion>

<Accordion title="Missing Customer in Shopify Order">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** A customer is not present in the shopify order. Since a customer is needed to create an invoice in Xero, it is mandatory.

  **How to fix this:** Please go to your shopify order and add a customer to it. Once done click on More actions> Replay Integration
</Accordion>

<Accordion title="Invoice status Invalid">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** Originally created invoice is not present in xero at the created stage. It has either moved to different stage or Void/Deleted in Xero.
</Accordion>

<Accordion title="Invoice creation skipped">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** You have selected the option to not create an Invoice, when a product from shopify order is not found in Xero.

  **How to fix this:** Please go to xero app settings in Cloudify > Product Settings > Go to when a product is not found in Xero > Choose either to use a default product from xero or create a new product.
</Accordion>

<Accordion title="Shipping charge preferences missing">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** Settings are not enabled to handle shipping charges in Shopify order.

  **How to fix this:** Please go to Xero app settings in Shopify> Invoice settings > Under Additional options- Enable **Include Shipping charges** & select a Xero product from the dropdown to be used as a Default Shipping charge line item.

  (It is recommended to create a new product directly within Xero named as **Shipping Charges** and select it here.)
</Accordion>

<Accordion title="Selected Account is not valid as a default account">
  <Frame>
    <img alt="Image" />
  </Frame>

  **Why this happens:** The sales account mapped under customer default mappings is not suitable for Revenue posting. Account should be of type **Revenue** in Xero to be used here.

  **How to fix this:**

  * Go to Xero app in Shopify
  * Navigate to **Settings** → **Customers** → **Customer Default Mappings**.
  * Locate **Default Sales Account** and select the correct revenue type account from the dropdown.
  * Click **Save** to apply the changes.
</Accordion>


# Explore App Features
Source: https://docs.cloudify.biz/shopify/xero/get-the-most-out-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Shopify to Xero integration.

<AccordionGroup>
  <Accordion title="Effortless Xero invoice generation from Shopify orders">
    Say goodbye to manual work with Cloudify’s Shopify–Xero integration. Now you can create Xero invoices effortlessly, with no screen switching or data entry. All your Shopify orders sync automatically into Xero, saving you time, reducing errors, and keeping your accounts accurate.

    <iframe title="YouTube video player" />
  </Accordion>
</AccordionGroup>

<AccordionGroup>
  <Accordion title="Replay Errors & Track Sync Activity in Order Timeline">
    Easily identify and fix sync issues with detailed error messages. Use the replay option to resolve problems quickly and view a complete sync history within the order timeline for full transparency.

    <iframe title="YouTube video player" />
  </Accordion>
</AccordionGroup>

<Accordion title="Simplify Syncing with the Unified Dashboard">
  * **Complete Integration Oversight**<br />Control your entire integration from a single, powerful dashboard. Monitor connection status in real time and access all integration settings in one place.
  * **Sync & Resync with One-Click**<br />Manually trigger or retry Shopify order syncs instantly. Create or update invoices quickly and eliminate the need to search through logs.
  * **Resync Historical Orders Effortlessly**<br />Access and resync historical orders directly from the dashboard. Retry failed integrations anytime with a single click — no need to open individual orders.

  <Frame>
    <img alt="Image" />

    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Test the Integration Before Going Live">
  Run a quick test sync using sample data to see how the integration works before going live. Verify that your invoice rules, customer matching, and product matching are configured correctly. Once everything looks good, you can proceed with confidence.

  <Frame>
    <img alt="Cm203ve T1p IDEAE=(1) 2" />
  </Frame>
</Accordion>


# Frequently Asked Questions (FAQs)
Source: https://docs.cloudify.biz/shopify/xero/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: Always check your Shopify order notes to verify the status of your integration.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Shopify orders into Xero invoices automatically
  * Keep your Shopify and Xero product and customer data in sync
  * Monitor sync status through detailed logs within Shopify order notes
  * Handle refunds and shipping charges with ease
</Accordion>

<Accordion title="I've installed the app, but how do I start creating the Xero invoices">
  You can setup automatic invoice creation triggers in the **"Invoice Settings**" section of the app which is visible under "**Sync Settings"** on the left panel of your Shopify admin page. You can choose to create a Xero invoice  (Draft, Awaiting-Approval Invoice, Awaiting-Payment Invoice or Paid Invoice) depending on what trigger you've selected. (When Fulfilled, When Paid, When Created)
</Accordion>

<Accordion title="How do I know if my invoice was created successfully?">
  **Check these locations:**

  * View the "**Notes**" section in your Shopify order for a successful message
  * Check Xero for the newly created invoice
  * Monitor any error messages under the Shopify order's "**Notes**" section
</Accordion>

<Accordion title="Can I connect my Shopify store with multiple Xero accounts?">
  No. You can only connect one Xero account to one Shopify store at a time. However, you can switch to a different Xero account later by disconnecting the existing one first.
</Accordion>

<Accordion title="I can't see the created invoice in Xero. What should I check?">
  Verify these points:

  * Check the Shopify order notes for any errors
  * Verify your Xero connection status

  If you ran into any errors, use the replay feature after making any changes (Go to your Shopify order > More actions > Replay invoice sync)
</Accordion>

<Accordion title="My custom field mappings aren't working. What should I check?">
  Verify these points:

  * Ensure field types match between systems (e.g., name to name, email to email, ID to ID)
  * Check required fields are properly mapped

  If you still need assistance feel free to **[<u>book a call with us</u>](https://meetings.hubspot.com/cloudify/app-assistance).**
</Accordion>

<Accordion title="How to create credit notes in Xero for Shopify refunds?">
  * Go to the **Xero** app in Shopify
  * Open **Settings** → **Invoice Settings**
  * Scroll down to **Additional Options**
  * Enable the checkbox **Create credit notes in Xero for Shopify refunds**
  * In the dropdown below, select the **default product** to use as the line item (this will appear as **“Shopify Refund”** with the refunded amount in the credit note)
  * Click **Save**
</Accordion>


# Cancel your subscription
Source: https://docs.cloudify.biz/shopify/xero/get-the-most-out-of-the-app/unsub

How to cancel your Shopify–Xero integration plan. 

## Steps to cancel

<Steps>
  <Step title="Open Subscription">
    In your Shopify admin, go to **Apps** → [**Xero Integration by Cloudify**](https://apps.shopify.com/cloudify-xero-sync?search_id=3a84ae41-05c0-4107-a324-f4c5d5b9fc5f\&surface_detail=xero\&surface_inter_position=1\&surface_intra_position=9\&surface_type=search), then click **Subscription** in the left sidebar.

    Or from the **Cloudify dashboard**, click **Manage** under the Plan details section.

    <img alt="Screenshot 2026 08 25 001834" />
  </Step>

  <Step title="Cancel your plan">
    On the subscription page, click **Cancel subscription** in the top-right corner.

    <img alt="Screenshot 2026 08 25 001943" />
  </Step>

  <Step title="Confirm cancellation">
    A confirmation dialog will appear. Review the downgrade impact, then click **Yes, Cancel My Subscription**.

    <img alt="Screenshot 2026 08 25 002032" />
  </Step>
</Steps>

***

***

## Custom solutions

Not finding a plan that fits your order volume or workflow? We build tailored integrations for businesses with specific requirements — custom field mapping, high-volume orders, dedicated support, or bespoke automation.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business.](https://meetings.hubspot.com/steveklein/custom-integration?uuid=3a9f2e86-2a1d-463a-aba6-3670e2c08eca)
</Card>

***

## Help us improve

We'd love to hear what we could have done better. Takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Pricing & Subscription
Source: https://docs.cloudify.biz/shopify/xero/getting-started/choose-your-subscription-plans

Choose the best plan for your order volume. Setup is instant, and you can change plans anytime.

## Plans Overview

Choose the best fit for your volume. Setup is instant — start with the Free Trial and upgrade when you're ready.

Toggle between **Monthly** and **Yearly** billing at any time. Yearly plans **save 15%**.<br /><br />**Monthly**

<Frame>
  <img alt="Image" />
</Frame>

**Yearly**

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  The **Scale** plan is available on monthly billing only.
</Note>

***

## Free Trial

**\$0** — one-time, all features unlocked.

Sync 30 real orders into Xero with the full feature set unlocked, then pick the plan that fits.

* Each order automatically becomes an invoice in Xero
* Dashboard to see and manage all synced orders
* Refunds and credit notes synced automatically
* Daily sales summaries posted to Xero
* Shopify Payments payouts matched automatically
* Bulk-sync past orders when getting started

***

## Starter

| | Monthly | Yearly (save 15%) |
| - | - | - |
| **Price** | \$15/month | $12.75/month ($153 billed yearly) |
| **Order limit** | Up to 100 orders/month | Up to 100 orders/month |

* Each order automatically becomes an invoice in Xero
* Dashboard to see and manage all synced orders

***

## Growth

| | Monthly | Yearly (save 15%) |
| - | - | - |
| **Price** | \$29/month | $24.65/month ($296 billed yearly) |
| **Order limit** | Up to 300 orders/month | Up to 300 orders/month |

* Refunds automatically create credit notes, nothing to do manually
* Daily sales totals posted to Xero (no per-invoice noise)
* Shopify Payments payouts matched to your books automatically
* Dashboard showing all payout activity at a glance
* Bulk-sync past orders when getting started

***

## Professional

| | Monthly | Yearly (save 15%) |
| - | - | - |
| **Price** | \$45/month | $38.25/month ($459 billed yearly) |
| **Order limit** | Up to 800 orders/month | Up to 800 orders/month |

Everything in Growth, plus:

* Invoices, refunds & credit notes synced automatically
* Daily sales summaries posted to Xero
* Shopify Payments reconciliation
* Payout dashboard showing all Shopify Payments activity
* Bulk sync tools to back-fill past orders

***

## Scale

| | Monthly only |
| - | - |
| **Price** | \$69/month |
| **Order limit** | 2,000 orders/month, then pay as you go |

Everything in Growth and Professional, plus:

* Dedicated Customer Success Manager for onboarding, setup, and ongoing help
* All Growth and Professional features included
* \$0.05 per order above 2,000

<Info>
  The Scale plan is only available on monthly billing.
</Info>

***

## Managing Your Subscription

Your current plan and usage are shown at the top of the Subscription page (e.g. *"Professional (Monthly) — 2 orders used"*).

From this page you can:

* **Upgrade** to a higher plan at any time — the change takes effect immediately.
* **Downgrade** to a lower plan — takes effect at the start of your next billing cycle.
* **Switch between Monthly and Yearly** billing using the toggle.
* **Cancel subscription** using the link in the top right corner.


# Overview
Source: https://docs.cloudify.biz/shopify/xero/getting-started/overview



Welcome to the Shopify-Xero Integration Setup Guide. This comprehensive resource will guide you through the process of connecting your Shopify and Xero accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

<Frame>
  <img alt="Chat GPT Image Aug 14, 2026, 01 00 02 AM" />
</Frame>

**Integration Benefits**

By integrating Shopify with Xero, your organization can:

* Automate invoice creation directly in Xero for every Shopify order
* Seamlessly synchronize customer and product data across both platforms
* Eliminate manual data entry, minimizing errors and saving valuable time
* Daily sales summaries posted to Xero for fast bookkeeping and reconciliation
* One unified dashboard to track every invoice, refund, payout, and sync error
* Auto-create Xero credit notes when Shopify refunds hit booked invoices
* Bulk-sync past orders to Xero — catch up your bookkeeping in minutes
* Shopify Payments payouts matched to your books automatically

### Data Flow between Shopify and Xero

The table below shows what data is synced between Shopify and Xero. The data flow is unidirectional from Shopify to Xero except for the invoice number synced back into Shopify order notes.

<Frame>
  <img alt="Chat GPT Image Aug 14, 2026, 12 42 07 AM" />
</Frame>


# Prerequisites
Source: https://docs.cloudify.biz/shopify/xero/getting-started/prerequisites



Before integrating Shopify with Xero, you need to ensure that you meet several key requirements to enable a smooth and effective setup. Here is a concise checklist:

### 1. Account Access

* **Active Shopify Store:** Make sure your Shopify store is active with full administrative rights to manage apps and integrations.
* **Active Xero Account:** Confirm that your Xero account is active and that you have administrative privileges to connect apps and configure settings.

### 2. Authentication Credentials

**Credentials Ready:** Gather your login information for both Shopify and Xero. These are very crucial for secure authentication during integration.

### 3. Understanding Your Business Workflow

**Business Processes:** Have a foundational understanding of your order management, payment collection, fulfillment, inventory processes, and reporting needs. This insight will help you configure the integration effectively and ensure data flows match your actual business operations.


# Connect your account
Source: https://docs.cloudify.biz/shopify/xero/installation/connect-account

Install the Cloudify Shopify–Xero integration and connect your accounts in under 5 minutes.

## Step 1 — Welcome

After installing **Xero Integration by Cloudify** from the Shopify App Store, you'll see the welcome screen:

* **Instant invoices** — Automatic Xero invoice creation for every Shopify order.
* **Accurate sync** — Customer and tax data stays consistent across platforms.
* **Save time** — Save up to 5 minutes of manual entry per order.

<Frame>
  <img alt="Image" />
</Frame>

Click **"Get started"** to begin.

***

## Step 2 — Connect to Xero

Connect your Xero account to authorize the integration with Shopify.

Click **"Connect to Xero"** and sign in with your Xero credentials. Once authorized, the integration will have access to create invoices, contacts, and items in your Xero org.

<Frame>
  <img alt="Image" />
</Frame>

<Tip>
  **Want to see the app before going live?** You can book a free guided demo before connecting — click **"Schedule demo"** on this screen.
</Tip>

***

## Step 3 — Select Synchronization Mode

Choose how your Shopify sales and orders should sync to Xero. This is the most important decision in the setup.

<Frame>
  <img alt="Image" />
</Frame>

<CardGroup>
  <Card title="Convert Orders to Invoices" icon="file-lines">
    Sync each Shopify order as its own individual invoice in Xero.

    Full transactional traceability. Best if you need to match customers, products, shipping, and generate invoices for every single Shopify order.
  </Card>

  <Card title="Generate a Daily Sales Summary" icon="arrows-rotate">
    Combine all transactions into a single consolidated invoice and credit note each day.

    Keep your bank ledger tidy. Recommended for high-volume stores.
  </Card>
</CardGroup>

What happens next depends on which mode you choose:

* **Convert Orders to Invoices** → Click **"Continue with Invoices"**. Cloudify auto-configures your settings and takes you to the **"You're All Set!"** screen (see Step 4 below).
* **Generate a Daily Sales Summary** → Click **"Continue to Settings"**. You'll be taken directly to the Sales Summary configuration page to set up transfer frequency, tax mapping, accounts, and payment methods. See the [Sales Summary Mode](/shopify-xero-sales-summary-mode) guide for full details.

***

## Step 4 — You're All Set!

<Note>
  This screen appears when you choose **Convert Orders to Invoices**. If you chose Daily Sales Summary, you'll configure settings on a separate page instead.
</Note>

Cloudify auto-configures sensible defaults so you can start syncing immediately.

<Frame>
  <img alt="Image" />
</Frame>

### Smart Settings (Auto Configured)

These settings are applied automatically and can be changed anytime from the app settings:

| Setting | Default Value |
| - | - |
| **Invoice creation** | When Created (order created in Shopify) |
| **Customer lookup** | Customer Name |
| **Product lookup** | Title |
| **Tax handling** | Automated |

<Info>
  These are your default settings. You can change them anytime from **Customize** or the **App Settings** section.
</Info>

<Tip>
  **Prefer batch reconciliation?** Sales Summary Sync is also available. Click **"Switch in Settings"** to change modes.
</Tip>

### Quick Actions

Use these to verify your setup before going live:

| Action | What It Does |
| - | - |
| **Test with Sample Data** | Creates a sample invoice in Xero so you can verify the setup without using real orders. |
| **Open Dashboard** | Opens the dashboard to monitor activity and sync results. |

### Automate Payouts and Bookkeeping

Toggle this on to let the integration manage payout data in Xero automatically.

<Frame>
  <img alt="Image" />
</Frame>

Once enabled, configure your bookkeeping accounts:

| Account | Default Xero Account |
| - | - |
| **Clearing account for payment** | `CF-00000` — Shopify-Payments Clearing |
| **Account for payment processor fee** | `CF-30000` — Shopify Fees |
| **Account for payment to bank** | Select your bank account |

You can also click **"Send to accountant"** to share these settings with your accountant for review.

<Note>
  These account mappings are managed by Cloudify to prevent matching discrepancies. Click **Save** when you're done.
</Note>

***


# Customer Sync
Source: https://docs.cloudify.biz/stripe/e-conomic/configuration/customer-sync

Configure how Stripe customers are matched to e-conomic customers, how customer numbers are handled, and how customer data is mapped.

Use these settings to control how Stripe customers are identified, created, and mapped in e-conomic.

## Customer Sync Settings

### How Do You Want To Match Your Customers?

Select the fields to use for customer identification between Stripe and e-conomic.

The sync process works like this:

1. The system searches for the customer in e-conomic using your chosen fields
2. If the customer is found, that record is used for the sync
3. If the customer is not found, a new customer is created in e-conomic

<Frame>
  ![Customer Match Settings](https://framerusercontent.com/images/zglUZE1nQWbZIFAqIeHRPjnoCE.png)
</Frame>

<Note>
  Choose unique identifiers such as email or customer number for the most reliable matching. Also make sure the selected Stripe field is not empty to avoid triggering errors.
</Note>

## Customer Number Handling

Choose how customer numbers should be managed.

You can choose between:

* Let e-conomic create the customer number
* Use the customer number from Stripe

<Frame>
  ![Customer Number Preference](https://framerusercontent.com/images/MdFPXT0viM0Wd979I5avhPUttY.png)
</Frame>

If you let e-conomic create the number, you can also decide which Stripe field should store that generated e-conomic customer number, or choose not to store it anywhere.

<Frame>
  ![Where To Store The Generated Customer Number](https://framerusercontent.com/images/cFtnrP841X93nlyCfUK6WGROrL4.png)
</Frame>

<Note>
  Letting e-conomic create the customer number is the recommended option because it helps keep customer numbers unique inside e-conomic.
</Note>

## Default Settings For New Customers

Use the **Customer default mappings** tab to define the default values used when a new customer is created in e-conomic from Stripe data.

This includes:

* Payment Terms
* Customer Group
* VAT Zone
* Currency
* Invoice Layout

<Frame>
  ![Customer Default Mappings](https://framerusercontent.com/images/6MAOzaj1ZlF6PcbdseEfssm48.png)
</Frame>

## Customer Field Mappings

Use the **Customer field mappings** tab to define how Stripe customer fields should map to e-conomic customer fields.

Some common fields are already pre-mapped for convenience.

To update mappings:

1. Click **Edit** on the row you want to update
2. Choose the preferred Stripe field
3. Repeat for any other fields you want to change
4. Click **Save Mappings**

<Frame>
  ![Customer Field Mappings](https://framerusercontent.com/images/h847Xs2grbbTDjd4FreOwcCgkB4.png)
</Frame>

<Note>
  Match similar field types wherever possible, such as email to email or address to address, to improve data accuracy.
</Note>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored integrations, specialised data mappings, and workflow automations.
</Card>


# Getting Started
Source: https://docs.cloudify.biz/stripe/e-conomic/configuration/getting-started



## Setting up the Stripe to Visma e-conomic Integration

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Stripe and Visma e-conomic. With this guide, you will be able to customise your app further if needed.

**To find the settings page:**

<Steps>
  <Step>
    Click on "**Installed Apps**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**Visma e-conomic Integration**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**Sync Setup**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    And you have arrived.
  </Step>
</Steps>

**The Setup process is divided into four main areas:**

1. Customer Setting
2. Product Settings
3. Invoice/Order Settings
4. Journal Entries

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Invoice Sync
Source: https://docs.cloudify.biz/stripe/e-conomic/configuration/invoice-sync

Configure when Stripe invoices should create invoices or orders in e-conomic, and map invoice data fields correctly.

Use these settings to control when invoices or orders should be created in e-conomic and how Stripe invoice data should be mapped.

## Invoice Sync Rules

Choose when the integration should trigger invoice creation.

You can create the e-conomic document when the Stripe invoice is:

* Sent
* Paid

Then choose what should be created in e-conomic:

* Draft Invoice
* Booked Invoice
* Draft Order

After selecting the correct stages, click **Save**.

<Frame>
  ![Invoice Sync Rules](https://framerusercontent.com/images/224WhQ2fzHkjjm1WVeTVi84us.png?height=578\&width=1453)
</Frame>

## Invoice Or Order Field Mappings

Use the **Invoice/Order field mappings** tab to control how Stripe payment and billing information appears on your e-conomic invoices.

This includes mapping fields such as:

* Delivery Address
* Delivery City
* Delivery Country
* Delivery Postal Code
* Delivery Date
* Delivery Terms

<Frame>
  ![Invoice Or Order Field Mappings](https://framerusercontent.com/images/fXtdeYTGlqu8hDe7th6bL4RDE.png?height=909\&width=1901)
</Frame>

## Edit A Mapping

Click **Edit** next to the field you want to update.

Then choose the correct Stripe field from the dropdown list.

<Frame>
  ![Edit Invoice Field Mapping](https://framerusercontent.com/images/6hmrQUlXUi7piLFI6NYed9MEO8.png?height=903\&width=1898)
</Frame>

## Save The Mappings

After reviewing your mappings, click **Save Mappings**.

<Frame>
  ![Save Invoice Mappings](https://framerusercontent.com/images/KR7onbI8rYgmpB3IU4i9NI8jd70.png?height=905\&width=1900)
</Frame>

<Note>
  Map similar field types between Stripe and e-conomic to ensure accurate data transfer.
</Note>

## How Invoice Sync Runs

When an invoice sync runs, the integration follows this order:

1. Check for the customer in e-conomic and create the customer if needed
2. Check for products and handle them according to your product sync settings
3. Create the invoice or order using your selected invoice sync settings

<Card title="Got Unique Integration Needs?" href="https://custom.cloudify.biz">
  Our custom team can build tailored integrations, specialised data mappings, and workflow automations to match your business processes.
</Card>


# Journal Entries
Source: https://docs.cloudify.biz/stripe/e-conomic/configuration/journal-entries

Configure how Stripe payout-related journal entries should be created in e-conomic.

Use these settings to define how Stripe transactions should create journal entries in e-conomic.

Journal entries can be used to record:

* Customer Payments
* Bank Payouts
* Processing Fees
* Refunds
* Adjustments

<Note>
  Journal Entries can only be configured when you are creating a **Booked Invoice** under **Invoice Sync Rules**.
</Note>

## Journal Entry Preferences

To enable journal entries, turn on **Create Journal Entries**.

<Frame>
  ![Create Journal Entries](https://framerusercontent.com/images/kQsL63OjzzzU1I60dm3dV0hCWc.png?height=561\&width=1900)
</Frame>

Once enabled, configure the required accounts and text fields.

<Frame>
  ![Journal Entry Account And Text Settings](https://framerusercontent.com/images/ZwslaERaXLDk7D7q3lv3WqVeLT4.png?height=907\&width=1899)
</Frame>

## What You Need To Configure

### Customer Payment

Choose:

* Journal Number
* Customer Payment Text

This records the payment made by the customer.

### Bank Payouts

Choose:

* Payout Account
* Payout Text

This records the money Stripe deposits into your bank account.

### Processing Fees

Choose:

* Fee Account
* Fee Text

This records the fees Stripe charges for processing payments.

### Refunds

Choose:

* Refund Account
* Refund Text

This records refunds issued to customers.

### Adjustments

Choose:

* Adjustment Account
* Adjustment Text

This records any adjustments Stripe makes to your payout amount.

## How The Process Works

When a Stripe payout occurs:

1. The system creates the relevant journal entries automatically
2. Each transaction type is recorded in the account you selected
3. Each entry includes your chosen text together with transaction-specific information for easier tracking

## Tips For Success

* Choose clear and separate accounts for each transaction type
* Make sure your e-conomic chart of accounts is ready before configuring this section
* Review the first few automatic entries to confirm everything is recorded correctly
* If needed, confirm the account setup with your accountant or financial advisor


# Product Sync
Source: https://docs.cloudify.biz/stripe/e-conomic/configuration/product-sync

Configure how Stripe products are matched to e-conomic products and choose what should happen when a product is not found.

Use these settings to control how Stripe products are matched with e-conomic products during invoice creation.

## Product Matching Method

Choose how products should be matched between Stripe and e-conomic.

### Select Search Parameters

Use this option when you want to match products using specific fields.

For example, you can match:

* Product Name to Product Name
* SKU to Product Number

This option is usually the best fit for larger product catalogues.

<Frame>
  ![Select Search Parameters](https://framerusercontent.com/images/dpXZyucGmtiBU72G4wyYYfm5Q.png?height=584\&width=1329)
</Frame>

### Set Custom Mappings

Use this option when you want to connect products manually between Stripe and e-conomic.

This works well for smaller inventories where you want tighter control over which Stripe product maps to which e-conomic product.

<Frame>
  ![Set Custom Product Mappings](https://framerusercontent.com/images/HEbZpSvIRFyn35dsU1avR0rr8.png?height=717\&width=1373)
</Frame>

<Note>
  Matching similar field types usually gives the best results. For example, SKU to Product Number is often a strong choice.
</Note>

## Product Not Found Handling

Choose what should happen if a Stripe product does not match any product in e-conomic.

### Do Not Generate The Invoice

Choose this option if you want the integration to stop when a matching product is not found.

This is useful when you want to review mismatches manually before anything is created.

<Frame>
  ![Do Not Generate The Invoice](https://framerusercontent.com/images/54cFUmXBP6s6RTu7PX7tfZmsyyY.png?height=903\&width=1902)
</Frame>

### Use A Default Product

Choose this option if you want the integration to use a predefined e-conomic product as a fallback.

Only the product number comes from the default product. Other line-item details such as name, quantity, and price still come from Stripe.

<Frame>
  ![Use A Default Product](https://framerusercontent.com/images/ODRanj8cEo49uEnpR6P08tz0.png?height=905\&width=1900)
</Frame>

### Create A New Product

Choose this option if you want the integration to create a new product in e-conomic automatically from the Stripe product.

You also need to choose the e-conomic product group that should be used for newly created products.

<Frame>
  ![Create A New Product](https://framerusercontent.com/images/DVakmq7gSbft4IGx8Yi2BetI.png?height=912\&width=1900)
</Frame>

<Note>
  If you want invoices to keep flowing even when a Stripe product is missing, the default-product option is often the safest choice.
</Note>

## Invoice-Level Discounts

You can apply invoice-level discounts even though e-conomic supports discounts at product level.

When enabled, the integration adds a selected e-conomic product as a line item to represent the overall discount.

<Frame>
  ![Invoice-Level Discounts](https://framerusercontent.com/images/byR0WaqyPGOk1ehfkcaagzWEWGY.png?height=905\&width=1900)
</Frame>

## Directly Charge Your Customers

You can create a payment for customers without sending any product.

To do this, choose the product SKU that should be used for reference purposes.

<Frame>
  ![Directly Charge Your Customers](https://framerusercontent.com/images/KuTQKZA1Laq41jSkpFopwUYE6KA.png?height=278\&width=1329)
</Frame>

## Product Field Mappings

Use the **Product field mappings** tab to define how Stripe product fields should map to e-conomic fields.

Some common fields may already be pre-mapped.

To update mappings:

1. Click **Edit** on the row you want to change
2. Choose the correct Stripe field
3. Repeat for any other fields you want to update
4. Click **Save Mappings**

<Frame>
  ![Product Field Mappings](https://framerusercontent.com/images/XNxijgaaj0YeMS4VUMtKppUDQ.png?height=874\&width=1194)
</Frame>

<Note>
  The Product Field Mappings section is only used when you choose **Create A New Product** under the product-not-found settings.
</Note>


# Explore App Features
Source: https://docs.cloudify.biz/stripe/e-conomic/get-the-mostout-of-the-app/explore-app-features



Discover the new features designed to automate billing and streamline your Stripe to e-conomic integration.

<Accordion title="Automate Invoice & Order Creation from Stripe to e-conomic">
  Convert Stripe payments and invoices into e-conomic invoices or orders automatically. Choose whether to create draft or booked invoices and set precise triggers for when documents should be generated—giving you full control and saving valuable time.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Fix Invoice Errors Instantly with Replay">
  Quickly resolve failed invoice syncs between Stripe and e-conomic using the replay feature. Review error details and retrigger syncs with one click to keep your records accurate and up to date.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Automate Journal Entries for Stripe Transactions">
  Automatically record Stripe payouts, fees, and refunds in e-conomic. Maintain accurate books with proper categorization—no manual entry needed.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="Smart Customer & Product Sync Between Stripe and e-conomic">
  Automatically match or create customers and products in e-conomic based on Stripe data. Eliminate duplicates, apply smart defaults, and ensure seamless handling of discounts and customer details—saving time and reducing errors.

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>


# FAQs Frequently Asked Questions
Source: https://docs.cloudify.biz/stripe/e-conomic/get-the-mostout-of-the-app/faqs-frequently-asked-questions



<Note>
  **IMPORTANT**: The integration logs can be found inside the specific transaction or the invoice created within Stripe. Click on the Stripe transaction or Stripe invoice and check the "Metadata" section for the integration status.
</Note>

<Accordion title="What exactly does this integration do?">
  This integration helps you:

  * Turn your Stripe payments into e-conomic invoices & orders
  * Keep your Stripe and e-conomic product and customer data in sync
  * Automatically create journal entries for all transactions
  * Track sync status and manage your financial records efficiently
  * Create draft invoices/orders or booked invoices based on your preferences
</Accordion>

<Accordion title="My Stripe payment was processed. Where do I check if the invoice/order creation was successful?">
  Open your e-conomic account and check the invoices/orders section. If the integration ran into any errors, you can view the details in your Stripe invoice metadata and use the 'Replay' feature to retry the sync.
</Accordion>

<Accordion title="I have installed the Cloudify app, but how do I create the invoice/order in e-conomic now?">
  Once you've installed the app, log into your Stripe dashboard, navigate to the "Transactions" section, click on "Create Payment" and select the relevant option (Invoice/Payment Link/Subscription/Manual Payment). For you to successfully create a document in e-conomic, you either need to create a manual payment or an invoice needs to be first created within Stripe, which will initiate the creation of a corresponding invoice/order within e-conomic.

  Note: If you are selecting "Payment Link", make sure to enable "Create an invoice PDF" under the "After payment" section in order to create an invoice within Stripe. This will ensure that your invoice/order in e-conomic gets created (this will work if your trigger in the app-settings from Stripe is "Invoice Paid").

  <Frame>
    <img alt="Image" />
  </Frame>
</Accordion>

<Accordion title="How does the integration handle customer data between Stripe and e-conomic?">
  The integration searches for existing customers using your configured matching fields. If a customer isn't found, it will create a new one using the Stripe customer data. You can choose which fields to use for matching (email, name, phone, etc.).
</Accordion>

<Accordion title="I've connected my e-conomic account but can't see the created invoice/order">
  Check:

  * Your e-conomic connection status
  * Your invoice creation settings
  * If all required fields are properly mapped
  * Contact [<u>support@cloudify.biz</u>](mailto:support@cloudify.biz) if issues persist
</Accordion>

<Accordion title="How often the synchronisation happen?">
  The synchronisation frequency is determined by the integration cycle set up on Stripe. You can customise this as per your requirements.
</Accordion>

<Accordion title="Will I be charged for failed integration attempts?">
  No. Failed integration attempts don't count toward your usage limits. You're only charged for successful invoice/order creations.
</Accordion>

<Accordion title="How do I handle special characters in field mappings?">
  Make sure to:

  * Test your field mappings with sample data first
  * Avoid using special characters in critical fields where possible
  * Contact support if you encounter persistent issues
</Accordion>

<Accordion title="The generated invoice/order is missing some information. How can I fix this?">
  * Go to your integration settings
  * Review and update your field mappings (this is available in the app settings under 'Customers', 'Products' and 'Invoices/Orders' sections)
  * Save your changes
  * Try creating the invoice/order again using the 'Replay' feature
</Accordion>

<Accordion title="How do I handle metadata and custom fields?">
  * Ensure metadata keys don't contain spaces
  * Map custom fields through metadata options
  * Configure field mappings during initial setup
  * Test the mappings before full deployment
</Accordion>

<Accordion title="Can I update existing product information in e-conomic through the integration?">
  No. The integration is designed to find existing products or create new ones, but it won't update information for existing products in e-conomic. This ensures the integrity of your e-conomic product catalog.
</Accordion>

<Accordion title="How do I connect my e-conomic account?">
  Follow these steps:

  1. Go to "Installed apps" on Stripe (you can simply search for "apps" to find this option)
  2. Select "Visma e-conomic Integration"
  3. Click on "Manage e-conomic account"
  4. Select "Continue to e-conomic"
  5. Log in to your e-conomic account
  6. Authorize the integration to ensure it's connected with Stripe.

  For any persistent issues or questions not covered here, please contact [<u>support@cloudify.biz</u>](mailto:support@cloudify.biz) for assistance.
</Accordion>


# Overview
Source: https://docs.cloudify.biz/stripe/e-conomic/getting-started/overview



Transform your business operations by connecting Stripe and e-conomic. This comprehensive guide will walk you through the setup process, ensuring a smooth integration between your e-commerce and accounting systems.

**Integration Benefits**

By connecting Stripe with e-conomic, your business will:

* Automate invoice generation from Stripe payments
* Maintain synchronized customer data across both platforms
* Keep financial records aligned automatically
* Eliminate manual data entry and reduce errors
* Access real-time payment insights


# Prerequisites
Source: https://docs.cloudify.biz/stripe/e-conomic/getting-started/prerequisites



This document outlines the essential prerequisites for successfully integrating Stripe and e-conomic. Adhering to these requirements will ensure a smooth integration process, optimal data synchronization, and secure operation.

**Before starting the integration process, please ensure you have:**

* An active Stripe account with administrative access
* An active e-conomic account with administrative rights
* Authentication credentials for both platforms
* Basic understanding of your payment workflow


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/stripe/e-conomic/installation/choose-your-subscription-plans



Select the subscription plan according to your requirements and click Next. There are 4 plans:

* **Free Trial**: 15 free syncs to try the integration with basic data sync features between Stripe and e-conomic.
* **Basic:** Priced at USD 15/month, it offers unlimited sync and financial updates for customer data from e-conomic.
* **Premium:** At USD 30/month, this plan includes comprehensive sync for customers, products, and invoices, along with financial updates and replay functionality for Stripe activity logs.
* **Custom:** This plan is tailored to individual business needs and provides a bespoke integration solution with dedicated support, priced on a quote basis.

  <Frame>
    <img alt="Image" />
  </Frame>


# Connect Visma e-conomic Account
Source: https://docs.cloudify.biz/stripe/e-conomic/installation/connect-visma-e-conomic-account



Are you ready to supercharge your webshop to accounting workflow? Our simple process seamlessly connects your Stripe and e-conomic accounts, bringing powerful synchronisation to your fingertips. This integration allows you to effortlessly manage your webshop data and make invoices/orders all from within your familiar Stripe interface.

## Initial Installation

### **Getting Started**

<Steps>
  <Step>
    Navigate to the Stripe App Marketplace
  </Step>

  <Step>
    Search for "**Cloudify e-conomic Integration**"
  </Step>

  <Step>
    Click **"Install app"**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Complete the authorization process for Stripe
  </Step>

  <Step>
    Connect your e-conomic account when prompted
  </Step>
</Steps>

### **Connecting e-conomic**

<Steps>
  <Step>
    Click "**Connect e-conomic**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Log in to your e-conomic account by clicking "**OK**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    On the Visma e-conomic login page, enter your email address and click on "**Next**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Enter the password and click on **"Sign In**"
  </Step>

  <Step>
    Authorize the integration by clicking on **"Add app"**

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Verify the connection status shows "Connected". Press "**Continue**" to proceed.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>
</Steps>


# Customer Synchronization Rules
Source: https://docs.cloudify.biz/stripe/e-conomic/installation/customer-synchronization-rules



## Configure Customer Matching

**Choose how customers should be matched between Stripe and e-conomic:**

**1. Select your primary identifier in Stripe:**

* Customer Name
* Email Address
* Phone Number, or any
* Custom Field

**2. Configure matching fields:**

* Select corresponding e-conomic field
* Click on "**Next**" once done

<Tip>
  **Tip**: Choose the fields which are consistently filled and unique for each customer
</Tip>

<Frame>
  <img alt="Image" />
</Frame>


# Invoice Rules
Source: https://docs.cloudify.biz/stripe/e-conomic/installation/invoice-rules

Configure when invoices or orders should be created in e-conomic based on the Stripe invoice stage.

Use these settings to control when the integration should create an invoice or order in e-conomic based on the Stripe invoice stage.

## Invoice Generation Rules

First, choose when the integration should trigger invoice or order creation in e-conomic.

You can choose one of these Stripe stages:

* When Stripe Invoice Is Sent
* When Stripe Invoice Is Paid

Then choose what should be created in e-conomic:

* Create Draft Invoice
* Booked Invoice
* Draft Order

<Frame>
  ![Invoice Rules](https://framerusercontent.com/images/UwxnWGBIz2I97IXekLbZgJhJAZQ.png?height=775\&width=1316)
</Frame>

## Invoice Or Order Types

### Create Draft Invoice

Creates an editable invoice in e-conomic.

Use this when you want to review or adjust the invoice manually before finalizing it.

### Draft Order

Creates an editable order in e-conomic.

Use this when you want to review or adjust the order before converting it into an invoice.

### Booked Invoice

Creates a finalized, posted invoice in e-conomic immediately.

Use this when your billing process is standardized and manual review is not usually required.

<Note>
  These settings are important because they determine both when the integration runs and what type of accounting document is created in e-conomic.
</Note>

<Card title="Need Help With Installation?" href="https://meetings.hubspot.com/cloudify/30-min-discovery-meeting">
  Talk to Cloudify experts if you want help choosing the right invoice creation setup.
</Card>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored integrations, specialised data mappings, and workflow automations.
</Card>


# Product Rules
Source: https://docs.cloudify.biz/stripe/e-conomic/installation/product-rules

Configure how Stripe products are matched to e-conomic products and choose what should happen when a product is not found.

Use these settings to control how Stripe products are matched with e-conomic products during invoice creation.

## Product Matching Method

Choose your preferred product matching approach.

### Simple Search

Use **Simple Search** when you want to match products using a specific field such as **Name** or **SKU**.

This option lets you define matching rules and use product data consistently across both systems.

<Frame>
  ![Simple Search Product Matching](https://framerusercontent.com/images/A4gqvjLFhhcqh1pO9nOlQiXZRM.png?height=905\&width=1903)
</Frame>

### Direct Link

Use **Direct Link** when you want to manually connect Stripe products to e-conomic products one-to-one.

This option is ideal for smaller product catalogues where you want more precise control over each mapping.

<Frame>
  ![Direct Link Product Matching](https://framerusercontent.com/images/kH1HntWoMWkkMy2Ug7cjRsI9rE.png?height=894\&width=1683)
</Frame>

<Note>
  You can only use one product search method at a time: **Simple Search** or **Direct Link**.
</Note>

## Product Not Found Handling

Under **Advanced settings**, choose what should happen when a Stripe product is not found in e-conomic.

### Skip Invoice Generation

Choose this option if you do not want an invoice to be created when the matching product cannot be found.

This helps prevent incorrect invoices and keeps product accounting more controlled, but it may require manual intervention.

<Frame>
  ![Skip Invoice Generation](https://framerusercontent.com/images/vduUacc8CkQAmQnTwyhmj2i9Hu8.png?height=900\&width=1901)
</Frame>

### Use A Default Product

Choose this option if you want to replace the missing product with a predefined product in e-conomic.

The integration will use the product number from the selected default product, while the other line-item details such as name, quantity, and price will still come from Stripe.

<Frame>
  ![Use A Default Product](https://framerusercontent.com/images/qP3gqHhbrBmxkgtWcwpzug6oxY.png?height=908\&width=1903)
</Frame>

### Create A New Product In e-conomic

Choose this option if you want the integration to automatically create a new product in e-conomic based on the Stripe product.

You also need to choose the product group that should be used for newly created products.

<Frame>
  ![Create A New Product In e-conomic](https://framerusercontent.com/images/zLKoUnWxsZPFQ9OaoyC8HD6hOR8.png?height=901\&width=1900)
</Frame>

## Additional Product Settings

### Apply Invoice-Level Discounts

You can enable invoice-level discounts even though e-conomic only supports product-level discounts.

When enabled, the integration adds the overall discount as a line item so the discount information is reflected correctly in both Stripe and e-conomic.

### Directly Charge Your Customers

You can also create a payment for your customers without sending any product.

To do this, select the product SKU that should be used for reference purposes, then click **Finish**.

<Frame>
  ![Additional Product Settings](https://framerusercontent.com/images/cAHmjb3VbCWNBvar7OaLRhQk20.png?height=906\&width=1900)
</Frame>

<Note>
  You can always change these settings later if your business needs change.
</Note>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored integrations, specialised data mappings, and workflow automations.
</Card>


# Contact Settings
Source: https://docs.cloudify.biz/stripe/msbc/configuration/contact-settings

Configure how Stripe contacts are matched, created, and mapped in Business Central.

Use these settings to control how Stripe customers are identified, created, and mapped in Business Central.

## Contact Sync Rules

Choose how Stripe customers should be matched with existing customers in Business Central.

The app first checks whether a Stripe customer already exists in Business Central before creating a new one. This helps prevent duplicate customer records.

You can select which field should be used for matching, such as:

* Email
* Phone Number
* Tax ID
* Metadata Fields From Stripe

Make sure the selected Stripe field is not empty, or the sync can fail.

<Frame>
  ![Contact Sync Rules](https://framerusercontent.com/images/A35i8AVl3gt1vLwDDvy2Fm64OaQ.png?height=876\&width=1917)
</Frame>

## Customer Number Preference

Choose one of the two options for handling the customer number when a new customer is created in Business Central.

### Let Business Central Create Customer Number

Business Central generates a unique customer number automatically.

You can then choose which Stripe field should store that generated number, or choose not to store it anywhere.

<Frame>
  ![Customer Number Preference](https://framerusercontent.com/images/jf0rQdffLkhNN9Ny9QMSPxTtao.png?height=876\&width=1897)
</Frame>

<Frame>
  ![Store Generated Customer Number](https://framerusercontent.com/images/ZLwC7DMZISX3YZtFuXsNdbou4.png?height=876\&width=1900)
</Frame>

### Take Customer Number From Stripe

Choose this option if you want Stripe to provide the customer number that should be used in Business Central.

<Note>
  Letting Business Central create the customer number is usually the safer option because it helps keep customer numbering consistent inside Business Central.
</Note>

## Contact Default Mappings

Use this section to define default values that should be applied whenever a new customer is created in Business Central.

The source page shows defaults for:

* Payment Terms Code
* Currency Code
* Customer Posting Group
* VAT Business Posting Group
* General Business Posting Group

<Frame>
  ![Contact Default Mappings](https://framerusercontent.com/images/rr28gkjag6UjHkcyJogYanOEdiw.png?height=877\&width=1891)
</Frame>

## Contact Field Mappings

Use this section to control how Stripe customer fields map to Business Central customer fields.

Some fields may already be mapped by default, but you can edit them as needed.

The page highlights that **Customer Name** is a mandatory field and must be mapped.

To update mappings:

1. Click the edit icon in the **Actions** column
2. Choose the correct Stripe field
3. Repeat for any other fields you want to update
4. Save your changes

<Frame>
  ![Contact Field Mappings](https://framerusercontent.com/images/rMshgGKfO6wEsbESSEY8Q26JaM.png?height=885\&width=1900)
</Frame>

<Note>
  Match similar field types where possible, such as email to email or phone to phone, to improve data accuracy.
</Note>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored integrations, specialised data mappings, and workflow automations.
</Card>


# Getting Started
Source: https://docs.cloudify.biz/stripe/msbc/configuration/getting-started



**Setting up the Stripe to Microsoft Business Central Integration**

Now that you've installed the app and connected your accounts, it's time to configure how information flows between Stripe and Microsoft Business Central. With this guide, you will be able to customise your app further if needed.

**To find the settings page:**

<Steps>
  <Step>
    Click on "**Installed Apps**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click on "**MS Business Central Sync**" 

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click "**Sync Setup**" 

    <Frame>
      <img alt="Image" />
    </Frame>

    And you have arrived.
  </Step>
</Steps>

**The setup process is divided into two main areas:**

1. Contact Setting
2. Invoice Settings

Each of these areas plays a crucial role in determining how your data is synchronized and how your business processes are automated.


# Invoice Settings
Source: https://docs.cloudify.biz/stripe/msbc/configuration/invoice-settings

Configure how Stripe invoice data is matched, when invoices should be created in Business Central, and how invoice fields should be mapped.

Use these settings to control how Stripe invoice data should be handled before an invoice is created in Business Central.

## Invoice Sync Rules

## Product Matching Method

Choose how products from Stripe should be identified and matched in Business Central during invoice creation.

### Select Search Parameters

Use this option when you want to match products by comparing a Stripe field with a Business Central field.

For example, you can match:

* Product Name To Product Name
* SKU To Product Number
* Metadata Fields To Matching Business Central Fields

You can also use Stripe metadata fields as search parameters. Select **Metadata** from Stripe, then enter the metadata field name exactly as it appears in Stripe.

<Frame>
  ![Select Search Parameters](https://framerusercontent.com/images/lzyDvTymLT2HoNo31UA9Z1FKI.png?height=874\&width=1891)
</Frame>

### Set Custom Mappings

Use this option when you want to manually link specific Stripe products to specific Business Central products.

This is especially useful when you have a smaller product catalogue and want tighter control over exact product matching.

<Frame>
  ![Set Custom Mappings](https://framerusercontent.com/images/zNbSGvrzDCaMVghjKJIjQDU6o.png?height=874\&width=1908)
</Frame>

<Note>
  Choose only one matching method at a time: **Select Search Parameters** or **Set Custom Mappings**.
</Note>

## Product Not Found Handling

Choose what should happen if a product from Stripe cannot be found in Business Central.

### Do Not Generate Invoice

Choose this option if you want the integration to stop invoice creation when a matching product cannot be found.

This helps ensure that only complete and accurate invoices are created.

<Frame>
  ![Do Not Generate Invoice](https://framerusercontent.com/images/QFerCzrXUS9zbTkZjCEbumwEq0.png?height=882\&width=1896)
</Frame>

### Use Default Product

Choose this option if you want the integration to use a predefined Business Central product when the Stripe product cannot be found.

The default product is used to provide the product reference, while the remaining invoice information still comes from Stripe.

<Frame>
  ![Use Default Product](https://framerusercontent.com/images/68pAKBIHF3tx8Pu2bpTixpgjQ.png?height=874\&width=1890)
</Frame>

## Invoice Trigger Stage

Choose the invoice stage in Stripe that should trigger invoice creation in Business Central.

The page notes that this can be tied to different points in the Stripe invoice lifecycle, such as when an invoice is first issued, updated, or paid. It also notes that invoices in Business Central will be created in **Open** status. :contentReference\[oaicite:1]

<Frame>
  ![Invoice Trigger Stage](https://framerusercontent.com/images/xu8vXacuiwB9mIyIs3nWyHmiYrc.png?height=879\&width=1894)
</Frame>

## Save The Rules

After reviewing the settings, click **Save**.

<Frame>
  ![Save Invoice Sync Rules](https://framerusercontent.com/images/d2Escnm4IkTe76G0Jh7F2REfYc.png?height=882\&width=1900)
</Frame>

## Invoice Field Mappings

Use the **Invoice field mappings** tab to define how invoice data from Stripe should map to invoice fields in Business Central.

The source page shows fields such as:

* Shipping Customer Name
* Shipping Customer Address 1
* Shipping Customer Address 2
* Phone Number
* Email
* Seller Customer Address 1
* Seller Customer Address 2
* Seller Customer City
* Seller Customer Country
* Seller Customer State
* Seller Postal Code
* Shipping Contact Person Name

<Frame>
  ![Invoice Field Mappings](https://framerusercontent.com/images/d2Escnm4IkTe76G0Jh7F2REfYc.png?height=882\&width=1900)
</Frame>

## Edit A Mapping

Click the edit icon in the **Actions** column for the field you want to update.

Then choose the correct Stripe field for that Business Central field.

<Frame>
  ![Edit Invoice Field Mapping](https://framerusercontent.com/images/d2Escnm4IkTe76G0Jh7F2REfYc.png?height=882\&width=1900)
</Frame>

## Save The Mappings

After updating your field mappings, click **Save**.

<Frame>
  ![Save Invoice Field Mappings](https://framerusercontent.com/images/XTCW16rNPfdr0QcfnLOVtGSP5cA.png?height=879\&width=1896)
</Frame>

<Note>
  Use similar field types where possible, such as address to address or email to email, to improve invoice accuracy.
</Note>

<Card title="Need Something More Advanced?" href="https://custom.cloudify.biz">
  Cloudify can help with tailored integrations, specialised data mappings, and workflow automations.
</Card>


# Best Practices and Support
Source: https://docs.cloudify.biz/stripe/msbc/get-the-most-out-of-the-app/best-practices-and-support

Follow recommended setup practices, troubleshoot common issues, and find support options for the Stripe Business Central integration.

Use these recommendations to validate your setup, reduce early errors, and know where to get help when needed.

## Best Practices

* Start By Creating A Test Deal To Verify All Settings
* Review The First Few Automated Invoices Or Quotes Carefully During The Trial Plan
* Keep Track Of Any Manual Adjustments Needed
* Document Your Configuration Choices For Easier Reference And Team Training

## Troubleshooting

### Connection Problems

* Verify Login Credentials
* Check Account Permissions
* Ensure A Stable Internet Connection

### Sync Issues

* Verify Matching Fields Are Correctly Mapped
* Check For Duplicate Entries
* Review Error Logs

## Next Steps

After completing the setup:

* Run A Test Integration
* Monitor The First Few Workflows
* Train Your Team On The New Workflow
* Schedule A Review After The First Month

<Note>
  You can adjust these settings at any time by visiting the app settings.
</Note>


# Faqs Frequently Asked Questions
Source: https://docs.cloudify.biz/stripe/msbc/get-the-most-out-of-the-app/faqs-frequently-asked-questions



<Accordion title="What does this integration do?">
  This integration helps you:

  * Create draft invoices in Business Central based on the status of your Stripe invoice.
  * Maintain synchronization between Business Central and Stripe contact and invoice data
  * Create draft invoice records based on your preferences
</Accordion>

<Accordion title="How do I connect my Business Central account?Follow these steps:">
  * Click "**Connect  Business Central"**
  * Log in to your  **Business Central** account
  * Authorize the integration

  <Note>
    **Note**: If you encounter issues, ensure you're logged out of in other browser tabs.

    For any questions not covered here or persistent issues, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
  </Note>
</Accordion>

<Accordion title="How do I connect my Business Central account?">
  Follow these steps:

  * Click "**Connect  Business Central"**
  * Log in to your  **Business Central** account
  * Authorize the integration

  <Note>
    **Note**: If you encounter issues, ensure you're logged out of in other browser tabs.

    For any questions not covered here or persistent issues, please contact [support@cloudify.biz](mailto:support@cloudify.biz) for assistance.
  </Note>
</Accordion>

<Accordion title="How do I generate automatic invoices in Business Central using Stripe?">
  Once the app is installed, create a Stripe invoice and mark it as "**Sent**"/"**Finalized**"/"**Paid**". This will automatically generate a draft invoice in Business Central.
</Accordion>

<Accordion title="My Business Central invoice was created. How do I verify it in Stripe?">
  Open your Stripe account and navigate to the invoices section. If any errors occurred during integration, you can view the details in your integration dashboard and use the 'Replay' feature  within the invoice metadata to retry the sync.
</Accordion>

<Accordion title="How does the integration handle contact data?">
  The integration searches for existing contacts using your configured matching fields. If a contact isn't found, it creates a new one using the Business Central contact data. You can specify which fields to use for matching (email, name, phone, etc.).
</Accordion>

<Accordion title="How can I monitor sync status?">
  Monitor the sync status of each transaction within the invoice metadata, providing visibility over successful and unsuccessful transactions.
</Accordion>

<Accordion title="What if an integration fails? How does the app handle this?">
  The app includes a unique replay feature for failed integrations. If an invoice integration fails, you can retry directly from the invoice metadata, ensuring that no invoice creation in Stripe is missed, and your records remain accurate.
</Accordion>

<Accordion title="Will failed integration attempts count towards my usage?">
  No. Failed integration attempts don't count toward your usage limits. You're only charged for successful invoice creations.
</Accordion>

<Accordion title="How do I handle special characters in field mappings?">
  Best practices:

  * Test your field mappings with sample data first
  * Avoid using special characters in critical fields where possible
  * Contact support for persistent issues
</Accordion>

<Accordion title="How do I handle metadata and custom fields?">
  Guidelines:

  * Ensure metadata keys don't contain spaces
  * Map custom fields through metadata options
  * Configure field mappings during initial setup
  * Test the mappings before full deployment
</Accordion>

<Accordion title="How do I configure custom mapping settings for Business Central Stripe integration?">
  Go to installed apps, then select Business Central and click on **"sync settings"**
</Accordion>


# Overview
Source: https://docs.cloudify.biz/stripe/msbc/getting-started/overview



Welcome to the Stripe-Business Central Integration Setup Guide. This comprehensive resource will help you connect your Stripe and Microsoft Dynamics 365 Business Central accounts, enabling seamless data synchronization and workflow automation between these powerful platforms.

**Integration Benefits**

By integrating Stripe with Business Central, your organization can:

1. Automate invoice generation from Stripe payments
2. Maintain synchronized customer data across both platforms
3. Keep financial records aligned automatically
4. Eliminate manual data entry and reduce errors
5. Access real-time payment insights

**Integration Process Overview**

The setup process consists of four main stages:

1. **Getting Started:** Initial setup and account connection
2. **Customer Settings**: Configure customer data synchronization
3. **Product Settings**: Set up product catalog matching
4. **Invoice/Order Settings:** Define invoice and order creation and management rules

**Prerequisites**

Before beginning the integration process, please ensure you have:

1. An active Stripe account with administrative access
2. An active Business Central account with administrative access
3. Necessary authentication credentials for both platforms


# Choose Your Subscription Plans
Source: https://docs.cloudify.biz/stripe/msbc/installation/choose-your-subscription-plans



You'll arrive at the subscription screen. Here, you can select your preferred plan. The trial plan, which comes with 15 free credits, is selected by default. Once you've chosen your plan, proceed to the next step.

<Frame>
  <img alt="Image" />
</Frame>

After choosing your subscription plan, you’ll be redirected to the [**<u>Settings page</u>**](https://docs.cloudify.biz/stripe/msbc/configuration/contact-settings), where you can configure your sync settings.


# Connect Business Central account
Source: https://docs.cloudify.biz/stripe/msbc/installation/connect-business-central-account

Connect your Stripe account with Business Central and streamline your accounting workflow. Easily sync your Stripe data, reduce manual work, and keep your financial records organized and up to date.

<iframe title="YouTube video player" />

<Steps>
  <Step>
    Navigate to the [**Stripe Marketplace**](https://marketplace.stripe.com/)
  </Step>

  <Step>
    Search for "**Cloudify Business central**"

    <Frame>
      ![Search Cloudify Business Central in Stripe Marketplace](https://mintcdn.com/cloudify-c7720744/A9mmCN8lEup1eM1N/images/image-641.png)
    </Frame>
  </Step>

  <Step>
    Click on the '**Install App**' button. You'll be redirected to the Stripe app page.

    <Frame>
      ![Install App button](https://mintcdn.com/cloudify-c7720744/A9mmCN8lEup1eM1N/images/image-642.png)
    </Frame>
  </Step>

  <Step>
    Complete the authorization process for Stripe. Click "**Install app**"

    <Frame>
      ![Authorize Stripe installation](https://mintcdn.com/cloudify-c7720744/A9mmCN8lEup1eM1N/images/image-643.png)
    </Frame>
  </Step>

  <Step>
    Connect your Business Central account when prompted. Click "**Connect Business Central**"

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Select the **Environment** for your Business Central account.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Select the **Company** within that environment, then click "**Save**" to continue.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    To sync with Stripe, you'll first need to upload and deploy the extension in your Business Central account. Download the extension package file from [here](https://cloudify-pm-downloads.s3.eu-west-1.amazonaws.com/Cloudify%20Aps_MS%20Business%20Central%20Sync_1.1.0.4.app).

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    In Dynamics 365 Business Central (make sure you're logged into the same Company and Environment selected in the previous window), use search to open the **Extension Management** page.
  </Step>

  <Step>
    Click on **Manage**, then click "**Upload Extension**"

    <Frame>
      <img alt="Screenshot 2026 08 18 173233" />
    </Frame>
  </Step>

  <Step>
    Click the three dots near **Select .app file** and upload the extension file you downloaded.

    <Frame>
      <img alt="Screenshot 2026 08 18 173302" />
    </Frame>

    <Frame>
      <img alt="Screenshot 2026 08 18 173337" />
    </Frame>
  </Step>

  <Step>
    Toggle on **"By deploying this extension you accept..."** — this step is important and required before you can deploy.
  </Step>

  <Step>
    Click "**Deploy**" to upload and deploy the extension.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Use search to open **Extension Installation Status** and confirm the extension has finished installing.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Once it’s installed, click **Next**. You’ll be taken to the **Subscription page**, where you can select the available plan based on your business needs.
  </Step>
</Steps>


# Support
Source: https://docs.cloudify.biz/support

Track and manage your support requests with the Cloudify team — view open tickets, check progress, and see resolved cases.

<Frame>
  <img alt="Image" />
</Frame>

***

## Ticket Summary

At the top of the Support page, four counters give you an at-a-glance view of your support activity.

<CardGroup>
  <Card title="Total Tickets" icon="ticket">
    **All-time tickets** — the total number of support requests ever raised on your account.
  </Card>

  <Card title="Open Tickets" icon="circle-dot">
    **Awaiting resolution** — tickets raised that the Cloudify team is yet to pick up or action.
  </Card>

  <Card title="In Progress" icon="loader">
    **Being worked on** — tickets the Cloudify team is actively investigating or resolving right now.
  </Card>

  <Card title="Closed Tickets" icon="circle-check">
    **Successfully resolved** — tickets that have been fully resolved and closed.
  </Card>
</CardGroup>

***

## Viewing and Filtering Tickets

The ticket table below the summary shows all your support requests.

| Column | Description |
| - | - |
| **Title** | The subject or description of the support request |
| **Status** | Current state — Open, In Progress, or Closed |
| **Created At** | When the ticket was submitted |

**Filter options:**

| Filter | Use Case |
| - | - |
| **Filter by ticket ID** | Search for a specific ticket by its ID number |
| **Pick a date** | Filter tickets by when they were created |
| **Status** | Show only Open, In Progress, or Closed tickets |

***

## The Chat Bubble — Available on Every Page

You don't need to be on the Support page to get help. The **blue circular chat button** sits in the bottom-right corner of every page in Lighthouse — on Overview, Billing, Workflow Runs, Connections, and everywhere else.

<Frame>
  <img alt="Screenshot 2026 07 14 003731" />
</Frame>

Click it at any time to open the AI assistant panel. You'll see suggested prompts to get started quickly — for example:

<CardGroup>
  <Card title="How do I change my plan?" icon="message-circle">
    Quick answers about your subscription and billing options — without raising a ticket.
  </Card>

  <Card title="Show billing settings" icon="credit-card">
    Jump directly to billing configuration guidance — useful when you're already on the Billing page and need help.
  </Card>
</CardGroup>

You can also type freely in the **Ask AI...** input for any question about the platform.

<Tip>
  The chat bubble is your fastest route to help — use it for quick questions on any page before raising a formal ticket. If the AI can't resolve your issue, it will guide you to generate a support ticket for Cloudify.
</Tip>

***

## When to Raise a Support Ticket

<CardGroup>
  <Card title="Raise a ticket for..." icon="circle-check">
    * A workflow run that fails repeatedly after replaying
    * A connection that appears to have broken
    * A workflow that isn't triggering when expected
    * A data error in the destination app that you can't resolve in the source app
    * A request to modify or expand an existing workflow
    * Billing or subscription questions
  </Card>

  <Card title="Fix yourself first..." icon="wrench">
    * A single failed run where the source data issue is clear (fix in your app → Replay)
    * A missing field in a source app record (fill it in → Replay)
    * A run showing as Pending (wait for it to process — this is usually temporary)
    * A question about what a workflow does (refer to the Workflows page description)
  </Card>
</CardGroup>

<Tip>
  Before raising a ticket for a failed workflow run, always try the **Replay** first after fixing the source data. Most single failures resolve this way without needing Cloudify's involvement.
</Tip>

***

## What Happens After You Raise a Ticket

<Steps>
  <Step title="Ticket is received">
    Your ticket is logged in the Cloudify system and appears in your Support page immediately with **Open** status.
  </Step>

  <Step title="Cloudify reviews and assigns">
    A Cloudify engineer reviews your ticket and begins investigation. The status updates to **In Progress**.
  </Step>

  <Step title="Resolution and communication">
    Cloudify resolves the issue — whether that's a code fix, a connection repair, or a configuration change — and communicates the outcome to you.
  </Step>

  <Step title="Ticket closed">
    Once resolved and confirmed, the ticket moves to **Closed** status and remains in your history for reference.
  </Step>
</Steps>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="How do I raise a new support ticket?">
    In the Support page, look for the option to create a new ticket (button or form). Provide a clear description of the issue, the affected workflow or connection, and any relevant run IDs from the Workflow Runs page. The more context you include, the faster Cloudify can resolve it.
  </Accordion>

  <Accordion title="How quickly does Cloudify respond to tickets?">
    Response times vary by plan and issue severity. Critical issues affecting live integrations are prioritised. Contact your Cloudify account manager if you need information about your specific SLA.
  </Accordion>

  <Accordion title="Can I add more information to a ticket after submitting it?">
    Yes. Open the ticket and add a comment or update. Always include the run ID from Workflow Runs if the issue relates to a specific failed execution — this helps Cloudify investigate immediately.
  </Accordion>

  <Accordion title="I have an urgent issue — is there a faster way to reach Cloudify?">
    For critical issues, contact your Cloudify account manager directly. The Support ticket system is for standard requests. Urgent issues affecting live data flows should be escalated through your primary contact at Cloudify.
  </Accordion>
</AccordionGroup>

***


# Members
Source: https://docs.cloudify.biz/untitled-page

View active members, manage pending invitations, and invite new people to your Lighthouse organisation.

The **Members** page is where you manage who has access to your Lighthouse account. View current team members, change their roles, remove access, manage pending invitations, and invite new people to your organisation.

<Frame>
  <img alt="Screenshot 2026 08 06 102756" />
</Frame>

***

## Active Members

The **Active Members** section lists everyone currently in your organisation.

<Frame>
  <img alt="Screenshot 2026 08 06 102756 1" />
</Frame>

Each member row shows:

| Element | Description |
| - | - |
| **Name** | The member's display name |
| **Email** | Their account email address |
| **Role** | A dropdown showing their current role — click to change it |
| **Remove** | Red button — removes this member from the organisation immediately |

<Warning>
  Clicking **Remove** immediately revokes the member's access to Lighthouse. This cannot be undone from within the platform — the user would need to be re-invited. Only remove a member when you are certain access should be revoked.
</Warning>

***

## Roles and Permissions

Every member is assigned one of three roles. Roles control what each person can see and do inside Lighthouse.

| Role | Access Level |
| - | - |
| **Owner** | Full administrative access — can manage members, billing, connections, workflows, and all platform settings |
| **Editor** | Can view and edit workflows and connections — cannot manage members, billing, or organisation-level settings |
| **Viewer** | Read-only access — can view workflow runs, connections, and dashboards, but cannot make any changes |

<Note>
  Role assignments can be changed at any time from the Active Members list. Click the role dropdown on any member row and select the new role. The change takes effect immediately.
</Note>

<Tip>
  Assign **Viewer** to team members who only need to monitor integration activity — for example, a manager reviewing run counts or a finance contact checking billing. Reserve **Editor** for team members actively working with workflows and connections. Limit **Owner** to administrators responsible for the account.
</Tip>

***

## Pending Members

The **Pending Members** section shows everyone who has been invited but has not yet accepted their invitation.

Each pending row shows the invitee's email address and two actions:

| Action | What It Does |
| - | - |
| **Resend Invite** | Sends the invitation email again — use this if the invitee missed or deleted the original |
| **Revoke Invite** | Cancels the invitation immediately. The invitee will no longer be able to accept it |

<Note>
  Pending members do not have access to Lighthouse until they accept their invitation. Their role is assigned at the point of invitation and can be changed once they join via the Active Members list.
</Note>

***

## Invite People

The **Invite People** section lets you add new users to your organisation — individually or in bulk.

<Steps>
  <Step title="Enter the invitee's email">
    Type the email address in the **E-mail** field.
  </Step>

  <Step title="Select a role">
    Use the **Role** dropdown to assign **Owner**, **Editor**, or **Viewer**. Defaults to **Viewer** — change this if the invitee needs elevated access.
  </Step>

  <Step title="Add more invitees (optional)">
    Click **+ Add More** to add another email and role row. All rows are sent in a single action.
  </Step>

  <Step title="Send the invitation">
    Click **Invite People**. Each invitee receives an email to accept and join your organisation. They will appear in **Pending Members** until accepted.
  </Step>
</Steps>

<Info>
  The default role for new invitations is **Viewer**. Change the role dropdown before clicking **Invite People** if the invitee needs Editor or Owner access. Roles can also be changed after the person joins via the Active Members list.
</Info>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="What is the difference between Owner, Editor, and Viewer?">
    An **Owner** has full administrative access — members, billing, connections, workflows, and settings. An **Editor** can create and manage workflows and connections but cannot access members or billing. A **Viewer** has read-only access — they can monitor activity but cannot make any changes.
  </Accordion>

  <Accordion title="Can I change a member's role after they've joined?">
    Yes. Click the role dropdown next to their name in the Active Members list and select the new role. The change takes effect immediately.
  </Accordion>

  <Accordion title="An invitee says they didn't receive their invitation email — what do I do?">
    Find them in the **Pending Members** section and click **Resend Invite**. This sends the invitation email again. If the issue persists, verify the email address is correct and contact Cloudify support.
  </Accordion>

  <Accordion title="Can I cancel an invitation I've already sent?">
    Yes. Find the invitee in **Pending Members** and click **Revoke Invite**. The invitation is cancelled immediately and the invitee will no longer be able to accept it.
  </Accordion>

  <Accordion title="Can I invite multiple people at once?">
    Yes. Click **+ Add More** to add additional email and role rows before clicking **Invite People**. All rows are sent in a single invitation batch.
  </Accordion>

  <Accordion title="What happens when I click Remove on an active member?">
    Their access to Lighthouse is revoked immediately. To restore access, re-invite them using the Invite People form.
  </Accordion>

  <Accordion title="How many Owners can an organisation have?">
    Contact Cloudify for Owner seat limits on your specific plan. It is recommended to have at least two Owners so access can be recovered if one account becomes unavailable.
  </Accordion>

  <Accordion title="Can I change my own role?">
    Owners can change their own role, but doing so may lock you out of admin functions. Contact Cloudify before changing the role of the sole Owner on an account.
  </Accordion>
</AccordionGroup>


# Cancel your subscription
Source: https://docs.cloudify.biz/untitled-page-3

How to cancel your Pipedrive–e-conomic integration plan.

## Steps to cancel

<Steps>
  <Step title="Open Manage Apps">
    In Pipedrive, click the **marketplace icon** in the top navigation bar, then click **Manage apps**.

    <img alt="Screenshot (44) 1" />
  </Step>

  <Step title="Find  Visma e-conomic integration and open Settings">
    Search for **Visma e-conomic Integration** in your installed apps, click the **on** it, and select **Settings**.

    <img alt="Screenshot 2026 08 26 011227" />
  </Step>

  <Step title="Go to Manage Plan">
    Inside the app settings, click the **Manage plan** tab in the top navigation.

    <img alt="Screenshot 2026 08 26 011408" />
  </Step>

  <Step title="Cancel your plan">
    On the subscription page, click ***Cancel Subscription*** under your current plan.

    <img alt="Screenshot 2026 08 26 011520 1" />
  </Step>
</Steps>

***

## Custom solutions

Not finding a plan that fits your sync volume or workflow? We build tailored integrations for businesses with specific requirements — custom field mapping, high-volume syncs, dedicated support, or bespoke automation.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business.](https://meetings.hubspot.com/steveklein/custom-integration)
</Card>

***

## Help us improve

We'd love to hear what we could have done better. Takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Cancel your subscription
Source: https://docs.cloudify.biz/untitled-page-6

How to cancel your Shopify–e-conomic integration plan. 

## Steps to cancel

<Steps>
  <Step title="Open Subscription">
    In your Shopify admin, go to **Apps** →  [Visma e-conomic Integration](https://apps.shopify.com/visma-e-conomic-sync), then click **Subscription** in the left sidebar.

    Or from the **Cloudify dashboard**, click **Manage** under the Plan details section.

    <img alt="Screenshot 2026 08 26 141944" />
  </Step>

  <Step title="Cancel your plan">
    On the subscription page, click **Cancel subscription** in the top-right corner.

    <img alt="Chat GPT Image Aug 26, 2026, 02 43 05 PM" />
  </Step>

  <Step title="Confirm cancellation">
    A confirmation dialog will appear. Review the downgrade impact, then click **Yes, Cancel My Subscription**.

    <img alt="Screenshot 2026 08 25 002032" />
  </Step>
</Steps>

***

## Custom solutions

Not finding a plan that fits your order volume or workflow? We build tailored integrations for businesses with specific requirements — custom field mapping, high-volume orders, dedicated support, or bespoke automation.

<Card title="Talk to our team" icon="stars" href="mailto:hello@cloudify.io">
  [Get a custom quote for your business.](https://meetings.hubspot.com/steveklein/custom-integration?uuid=3a9f2e86-2a1d-463a-aba6-3670e2c08eca)
</Card>

***

## Help us improve

We'd love to hear what we could have done better. Takes about 2 minutes.

<Card title="Share feedback" icon="message" href="https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8">
  [Open the feedback form →](https://share.hsforms.com/1pVUfBFBqSri1CBahsbRUIA348k8)
</Card>


# Overview
Source: https://docs.cloudify.biz/woocommerce-xero/getting-started/overview

Welcome to the WooCommerce–Xero setup guide.

Welcome to the WooCommerce–Xero setup guide. This plugin helps you connect your WooCommerce store with Xero accounting software so order, customer, and product data can move efficiently between the two systems.

## Integration Benefits

By integrating WooCommerce with Xero, your organisation can:

* Automatically convert WooCommerce orders into Xero invoices or quotes
* Find or create customer records in Xero based on incoming order data
* Find or create product records in Xero based on items in each order
* Reduce time spent on manual data entry between your store and your accounts

## Data Flow Between WooCommerce And Xero

The data flow is one-way, from WooCommerce to Xero.

<Frame>
  <img alt="Screenshot 2026 06 25 010847 1" />
</Frame>


# Customer Search Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/configuration/customer-search-rules-1



The Customer section has three tabs: **Customer Sync Rules**, **Customer Default Mappings**, and **Customer Field Mappings**. Work through each tab and click **Save** before moving to the next.

***

## Customer Sync Rules

<Frame>
  <img alt="Screenshot 2026 06 24 211754" />
</Frame>

When an order is placed in WooCommerce, the integration searches for the matching customer in Xero before creating an invoice. This tab tells it how to do that search.

### Customer Matching Criteria

You select one field from WooCommerce and one field from Xero. The integration compares the two values — if they match, the existing Xero contact is used. If no match is found, a new contact is created automatically.

**Why this matters:** If the integration cannot reliably identify your customers, it will create duplicate contacts in Xero. Duplicate contacts lead to messy records, reconciliation issues, and inaccurate invoicing history.

**Which field to choose:** Email address is the most reliable option. It is unique per customer and almost always filled in on a WooCommerce order. Fields like first name are not unique — two customers named "John" will cause a mismatch.

<Warning>
  The WooCommerce field you select must not be empty on orders. If the field is blank, the integration cannot search for a match and will trigger an error.
</Warning>

### Contact ID / Account Number

When the integration creates a new customer in Xero, Xero assigns that contact a unique ID. This setting controls two things: who generates the ID, and whether it is stored back in WooCommerce.

**Let Xero create the contact ID** is the recommended option. Xero auto-generates a unique identifier and you can optionally select a WooCommerce field to save it in. Storing the Xero contact ID in WooCommerce makes future matching faster and more reliable.

If you do not need to store it, select **Do not add it anywhere**.

Click **Save** before continuing.

***

## Customer Default Mappings

<Frame>
  <img alt="Screenshot 2026 06 24 211954" />
</Frame>

This tab sets the default values applied when the integration creates a new customer record in Xero. These defaults fill in required Xero fields that may not exist on a WooCommerce customer record.

**Why this matters:** Xero requires certain fields to be populated when creating a contact — for example, currency and tax rate. If these are left unconfigured, new customer records may be created with incorrect or missing accounting information, which causes problems when processing payments or filing tax returns.

Set each field to match your Xero account configuration:

| Setting | What to set |
| - | - |
| Currency | The currency your store trades in |
| Sales default amounts | Whether your prices are tax inclusive or exclusive — match your Xero pricing setup |
| Branding theme | The invoice or quote template applied in Xero |
| Invoice due date | How many days after the invoice date payment is expected |
| Sales tax | The tax rate that applies to your sales |
| Sales account | The Xero account code where sales revenue is recorded |

Click **Save** before continuing.

***

## Customer Field Mappings

<Frame>
  <img alt="Screenshot 2026 06 24 212100" />
</Frame>

This tab controls exactly which WooCommerce customer fields are transferred to Xero when a new contact is created. Each row maps one Xero contact field to a WooCommerce field.

**Why this matters:** The more accurately your customer data is mapped, the less manual correction is needed in Xero. Incomplete mappings mean your Xero contacts may be missing names, addresses, or contact details — making it harder to send invoices.

Fields are organised into four groups: **General**, **Billing Address**, **Delivery Address**, and **Additional**.

<Note>
  **Contact Name** is mandatory and must be mapped. Without it, Xero cannot create a valid contact record. Some fields are pre-mapped by default — you can edit or delete any mapping to suit your requirements.
</Note>

Fields showing **Not Mapped** will not be transferred to Xero. To add a mapping, click **Edit** next to the relevant Xero field and select the corresponding WooCommerce field.

Click **Save Mappings** when finished.


# Getting Started
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/configuration/getting-started

How to access the integration settings in your WordPress admin panel.

## Step 1: Open the Plugin

From the WordPress admin sidebar, open *Sync Orders with Xero – Cloudify*, or simply hover over the plugin and click *Settings*.

<Frame>
  <img alt="Screenshot 2026 06 24 212238" />
</Frame>

***

## Step 2: Open Integration Settings

The plugin dashboard shows three sections: **Xero Connection**, **Integration Settings**, and **Subscription**.

<Frame>
  <img alt="Screenshot 2026 06 24 212313" />
</Frame>

Click **Open Settings** under **Integration Settings**.

***

## Overview of Settings

The Integration Settings page gives an overview of the three configuration areas:

* **Customer Mapping** — Match WooCommerce customers to existing Xero contacts or create new ones automatically on each order.
* **Product Mapping** — Map WooCommerce products to Xero inventory items, or have new items created automatically on first sync.
* **Invoice & Quote Settings** — Choose whether WooCommerce orders sync as Xero invoices or quotes, and configure default accounts and tax rates.

<Frame>
  <img alt="Screenshot 2026 06 24 212356 1" />
</Frame>


# Invoice/Quote Search Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/configuration/invoice-quote-rules-1



The Invoices/Quotes section has two tabs: **Invoice/Quote Sync Rules** and **Invoice/Quote Field Mappings**. Work through each tab and click **Save** before moving to the next.

***

## Invoice / Quote Sync Rules

<Frame>
  <img alt="Screenshot 2026 06 25 002047" />
</Frame>

This tab defines the trigger for creating invoice/quote in Xero and what type of document is created. Getting these settings right ensures your Xero records accurately reflect what was sold, to whom, and when.

### Order Stage

<Frame>
  <img alt="Screenshot 2026 06 25 002238" />
</Frame>

This setting answers the question: *at what point in the WooCommerce order lifecycle should Xero be notified?*

The order stage you select is the trigger. When a WooCommerce order reaches that stage, the integration creates a document in Xero.

| Stage | Meaning |
| - | - |
| Pending Payment | Order received, payment not yet confirmed |
| Processing | Payment confirmed, order being prepared |
| On Hold | Awaiting manual review or payment confirmation |
| Completed | Order fully fulfilled |
| Cancelled | Order cancelled by customer or admin |
| Refunded | Order has been refunded |
| Failed | Payment failed or was declined |
| Draft | Order saved but not yet submitted |

**Completed** is the recommended default for most stores — it ensures an invoice is only created once the order is fully fulfilled, keeping your accounts clean and avoiding invoices for orders that may still be cancelled or refunded.

If your accounting process requires earlier visibility — for example, recording revenue at the point of payment — **Processing** may be more appropriate.

### Document Type

<Frame>
  <img alt="Screenshot 2026 06 25 002333" />
</Frame>

Choose whether the integration creates a **draft invoice** or a **quote** in Xero.

* **Draft invoice** — Use for confirmed sales. A draft invoice records the transaction as a receivable in Xero and can be approved and sent to the customer directly from Xero.
* **Quote** — Use when an order is not yet confirmed or when you need to send an estimate before committing to the sale.

Most WooCommerce stores should use **Create draft invoice**. Quotes are more relevant if you use WooCommerce to collect enquiries or provisional orders.

### Shipping Fees

<Frame>
  <img alt="Screenshot 2026 06 25 002451" />
</Frame>

By default, shipping costs are not included as a separate line item on Xero invoices. Enabling this option adds shipping as a distinct line item, linked to a specific Xero product.

To enable it:

1. Check **Select a default item to add line item for Shipping Fee**.
2. A product dropdown will appear. Select the Xero item that represents your shipping charge.

Click **Save** before continuing.

***

## Invoice / Quote Field Mappings

<Frame>
  <img alt="Screenshot 2026 06 25 003025" />
</Frame>

This tab controls which WooCommerce order fields are transferred to Xero invoice fields. These mappings populate the header-level details of the invoice — the dates, reference numbers, and currency — rather than the line items.

**Why this matters:** Accurate invoice metadata makes reconciliation easier. Mapping the invoice number or order reference means you can cross-reference Xero invoices back to WooCommerce orders without manual searching.

| Xero Field | WooCommerce Field | Notes |
| - | - | - |
| Issue Date | Order Created Date | Pre-mapped — uses the date the order was placed |
| Due Date | Not Mapped | Must use YYYY-MM-DD format if mapped |
| Invoice Number | Not Mapped | Map this to keep Xero invoice numbers in sync with WooCommerce order numbers |
| Reference | Not Mapped | Useful for adding an internal order reference to the Xero invoice |
| Currency Code | Not Mapped | Provide the currency code only (e.g. USD, GBP, AUD) |
| Add to Item Description | Not Mapped | Appends additional WooCommerce data to the Xero line item description |

To update a mapping, click **Edit** next to the relevant Xero field and select the corresponding WooCommerce field. Fields showing **Not Mapped** will not be populated in Xero unless a mapping is added.

Click **Save Mappings** when finished.


# Product Search Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/configuration/product-search-rules-1



The Products section has two tabs: **Product Sync Rules** and **Product Field Mappings**. Work through each tab and click **Save** before moving to the next.

***

## Product Sync Rules

<Frame>
  <img alt="Screenshot 2026 06 25 001308" />
</Frame>

When an order syncs from WooCommerce, the integration searches Xero for a matching product to build the invoice line items correctly. This tab controls how that search works and what happens when a product cannot be found.

### Select Search Parameters

This method automatically searches Xero for a product by comparing a WooCommerce field against a Xero field each time an order syncs. No manual work is required after the initial setup.

This is the right choice for most stores. Matching by SKU to Product Code is the most reliable approach — SKUs are unique identifiers and rarely change. Matching by Product Name is less reliable because names can vary in formatting between platforms.

### Set Custom Mappings

<Frame>
  <img alt="Screenshot 2026 06 25 001433" />
</Frame>

This method lets you manually link each WooCommerce product to a specific Xero item, one by one. It is best suited to stores with a small, stable product catalogue where you want complete control over which Xero item is used for each WooCommerce product.

<Note>
  You can only use one search method at a time. Switching methods will replace your previous configuration.
</Note>

### If a Product Is Not Found in Xero

This setting determines what happens when no matching product can be found in Xero. Configure this deliberately — the wrong default can result in missing invoices or unwanted products being created in your Xero account.

<Frame>
  <img alt="Screenshot 2026 06 25 001519" />
</Frame>

| Option | What happens | When to use it |
| - | - | - |
| Do not generate invoice | The invoice is skipped entirely | When every product must exist in Xero before invoicing |
| Use a default item | A fallback Xero item is used in place of the missing product | When you want invoices to always generate but can review line items later |
| Create a new item | A new Xero item is created automatically from WooCommerce product data | When your WooCommerce catalogue is the source of truth and you want Xero to mirror it |

**Create a new item** is the most hands-off option, but it can produce duplicate or unnecessary items in Xero if product names vary slightly between orders. Review your Xero item list periodically if you use this option.

Click **Save** before continuing.

***

## Product Field Mappings

<Frame>
  <img alt="Screenshot 2026 06 25 001826" />
</Frame>

This tab controls which WooCommerce product fields are transferred to Xero when a new item is created. Each row maps one Xero item field to a WooCommerce product field.

**Why this matters:** When the integration creates a new product in Xero, it uses these mappings to populate the item record. Incomplete or incorrect mappings result in Xero items with missing names, codes, or prices — which creates reconciliation issues and makes your Xero item list harder to manage.

The default mappings are:

| Xero Field | WooCommerce Field | Notes |
| - | - | - |
| Name | Product Name | Pre-mapped — required |
| Code | Product SKU | Pre-mapped — required |
| Description | Product Description | Pre-mapped |
| Sale price | Product Sales Price | Pre-mapped |
| Purchase Description | Not Mapped | Internal purchase notes |
| Cost price | Not Mapped | Purchase cost of the item |

<Note>
  **Item Name** and **Code** are mandatory fields and must be mapped. Without them, Xero cannot create a valid item record.
</Note>

To update a mapping, click **Edit** next to the relevant Xero field and select the corresponding WooCommerce field. Fields showing **Not Mapped** will not be populated in Xero unless a mapping is added.

Click **Save Mappings** when finished.


# Prerequisites
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/getting-started/prerequisites



Before setting up the integration, ensure you meet the following requirements.

## 1. Account Access

* **WooCommerce**: Your WordPress site must have WooCommerce installed and active. The plugin can then be accessed from your WordPress admin panel.
* **Active Xero Account**: Confirm your Xero account is active and that you have administrative privileges to connect apps and configure settings.
* **Active Cloudify Subscription**: An active Cloudify subscription is required to use the integration. A free trial is available if you have not yet subscribed.

## 2. Authentication Credentials

**Credentials Ready**: Gather your login details for both Xero and Cloudify. These are required for secure authentication during the setup process.

## 3. Understanding Your Business Workflow

**Business Processes**: Have a foundational understanding of your order management, invoicing, customer records, and product catalogue processes. This will help you configure the integration effectively and ensure data flows match your actual business operations.


# Choose Your Subscription plans
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/installation/check-subscription-plans

Choose a Cloudify subscription plan for the WooCommerce–Xero integration.

Select the plan that best suits your business and click **Next** to continue.

<Frame>
  <img alt="Screenshot 2026 06 24 175507 1" />
</Frame>

<Note>
  If the popup does not appear after clicking the upgrade button, please enable popups in your browser and proceed with the subscription process.
</Note>

## Available Plans

### Free Trial

15 free syncs to try the integration.

* Create customers, products, and invoices/quotes from WooCommerce to Xero
* Custom rules and mapping for creating customers and invoices in Xero

### Premium

**US \$9 per month** *(plus US \$0.15 per invoice/quote)*

Ideal for growing businesses seeking advanced financial automation.

* Create invoices/quotes and products from WooCommerce to Xero at \$0.15 per sync
* Replay failed syncs from WooCommerce order notes
* Custom rules and mapping for creating customers, products, and invoices/quotes in Xero
* Seamless access to dedicated integration support

### Custom

Tailored integration for unique business needs. Best for enterprises or businesses with complex requirements.

* One-time setup fee as applicable
* Monthly fee based on transactions
* Integration built to your business flows and requirements
* Dedicated support for implementation

Please [**contact us**](https://meetings.hubspot.com/steveklein/custom-integration) for an exact quote.


# Customer Search Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/installation/customer-search-rules

Configure how WooCommerce customers are matched to records in Xero.

When an order syncs from WooCommerce, the integration needs to find the right customer in Xero before it can create an invoice. This step tells it how to do that search.

## Customer Matching

<Frame>
  <img alt="Screenshot 2026 06 25 010113" />
</Frame>

You select one field from WooCommerce and one field from Xero. The integration compares the two values on every sync — if they match, the existing Xero contact is used. If no match is found, a new contact is created automatically.

**Which field should you choose?**

Email address is the most reliable option. It is unique to each customer and almost always filled in on a WooCommerce order. Matching by first name, for example, risks incorrect matches when two customers share the same name.

For best results, match similar field types — email to email, name to name.

<Warning>
  The WooCommerce field you select must not be empty on orders. If the field is blank, the integration cannot search for a match and the sync will fail.
</Warning>

Click **Next** to continue.


# Installing the plugin
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/installation/install-the-plugin

How to install and connect the WooCommerce–Xero plugin.

## Step 1: Install the Plugin

In your WordPress admin panel, navigate to **Plugins → Add Plugin**.

<Frame>
  <img alt="Screenshot 2026 06 24 235827" />
</Frame>

In the search bar, type **Cloudify**. The plugin **Sync orders with Xero – Cloudify** will appear in the results.

<Frame>
  <img alt="Screenshot 2026 06 24 235938" title="Screenshot 2026 06 24 235938" />

  <img alt="Screenshot 2026 06 24 235938" title="Screenshot 2026 06 24 235938" />
</Frame>

Click **Install Now**. WordPress will install the plugin in a few seconds.

***

## Step 2: Activate the Plugin

Once installed, click **Activate Plugin**.

<Frame>
  <img alt="Image" />
</Frame>

***

## Step 2: Set Up Your Account

After activation, a setup notice will appear at the top of the Plugins page.

<Frame>
  <img alt="Screenshot 2026 06 25 000143" />
</Frame>

Click **I Agree — Set Up My Account**. This sends your store URL, admin email, username, and user ID to Cloudify's integration service to create your account.

<Note>
  Review the Terms & Conditions and Privacy Policy before proceeding.
</Note>

***

## Step 3: Connect WooCommerce

You will be taken to the Cloudify app to connect your WooCommerce store.

<Frame>
  <img alt="Screenshot 2026 06 25 000224" />
</Frame>

Click **Connect** to begin the WooCommerce authorisation process.

***

## Step 4: Approve WooCommerce Access

A WooCommerce authorisation screen will appear requesting Read/Write access to your store. This allows the integration to:

* Create webhooks
* View and manage customers
* View and manage orders and sales reports
* View and manage products
* View and manage coupons

<Frame>
  <img alt="Screenshot 2026 06 25 000313" />
</Frame>

Click **Approve** to grant access.

***

## Step 5: Welcome Screen

You will be directed to the Xero Integration welcome screen.

<Frame>
  <img alt="Screenshot 2026 06 25 000428" />
</Frame>

Click **Start** to proceed.

***

## Step 6: Connect Xero

Connect your Xero account and select your preferred organisation.

<Frame>
  <img alt="Screenshot 2026 06 25 000506" />
</Frame>

If you need to change the connected organisation later, click **Change** next to the Preferred Organisation field.

<Tip>
  If you don't have a Xero account, you can create one at [xero.com](https://www.xero.com).
</Tip>

Click **Next** to continue to the Subscription step.


# Invoice / Quote Creation Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/installation/invoice-quote-rules

Configure when and how WooCommerce orders are converted into Xero invoices or quotes.

This step controls when the integration creates a document in Xero and what type of document it creates. These are the most important settings in the setup — they determine how your WooCommerce sales appear in your Xero account.

<Frame>
  <img alt="Screenshot 2026 06 25 005723" />
</Frame>

## Order Stage

<Frame>
  <img alt="Screenshot 2026 06 25 005824" />
</Frame>

The order stage is the trigger. When a WooCommerce order reaches the status you select here, the integration automatically creates a document in Xero.

**Completed** is the recommended default for most stores. It ensures a document is only created once the order has been fully fulfilled — keeping your Xero records clean and avoiding invoices for orders that might still be cancelled or refunded.

If your business needs to record revenue earlier — for example, at the point of payment — you can select **Processing** instead.

## Document Type

Choose whether the integration creates a **draft invoice** or a **quote** in Xero.

<Frame>
  <img alt="Screenshot 2026 06 25 005909" />
</Frame>

* **Draft invoice** — The right choice for most stores. It records the sale as a receivable in Xero, which you can approve and send to your customer directly from Xero.
* **Quote** — Use this if your WooCommerce orders represent estimates or pending sales that haven't been confirmed yet.

## Shipping Fees

If you charge shipping on your orders, you can include it as a separate line item on your Xero invoices.

<Frame>
  <img alt="Screenshot 2026 06 25 005958" />
</Frame>

If you leave this disabled, shipping costs will not appear as a line item in Xero.

Click **Next** to continue.


# Product Sync Rules
Source: https://docs.cloudify.biz/woocommerce/woocommerce-xero/installation/product-search-rules

Configure how WooCommerce products are matched to items in Xero.

When an order syncs, the integration needs to match each WooCommerce product to an item in Xero to build the invoice line items correctly. This step controls how that matching works.

## Product Matching

<Frame>
  <img alt="Screenshot 2026 06 25 010305" />
</Frame>

**Simple Search** — The integration automatically searches Xero for a product by comparing a WooCommerce field against a Xero field on every sync. This is the right choice for most stores.

Matching by **SKU to Product Code** gives the most reliable results — SKUs are unique identifiers that rarely change. Matching by product name is less reliable as names can vary slightly between platforms.

**Direct Link** — You manually link each WooCommerce product to a Xero item, one by one. This works well for stores with a small, stable product catalogue where you want precise control over the matching.

## If a Product Is Not Found in Xero

<Frame>
  <img alt="Screenshot 2026 06 25 010517" />
</Frame>

This setting decides what happens when the integration cannot find a matching product in Xero.

| Option | What happens |
| - | - |
| Skip invoice generation | The invoice is skipped if the product is not found |
| Use a default item | A predefined fallback item is used in place of the missing product |
| Create a new item | A new product is automatically created in Xero using the WooCommerce product details |

**Create a new item** is the most convenient option but can generate duplicate products in Xero if your product names or SKUs are inconsistent. Review your Xero item list periodically if you use this option.

Click **Finish** to complete the setup.


# Workflow Runs
Source: https://docs.cloudify.biz/work-flow-runs

Track every integration execution — inspect run details, understand failures, and replay runs directly from the Lighthouse dashboard.

The **Workflow Runs** page is your real-time log of every integration execution inside Lighthouse. Every time a connected app sends an event — a new HubSpot deal, an updated contact, a completed order — Lighthouse creates a workflow run record that you can inspect, filter, and replay.

<Frame>
  <img alt="Screenshot 2026 07 09 172607" />
</Frame>

Use this page to answer three core questions:

* **Did my integration run successfully?**
* **If something went wrong — which step failed and why?**
* **Can I replay a run without waiting for the next trigger?**

***

## Reading the Runs List

Each row in the table represents a single workflow execution.

| Column | What It Shows |
| - | - |
| **Reference** | The source record that triggered the run — e.g. `HubSpot Deal ID: 49649660024` |
| **ID** | The unique numeric identifier for this run — e.g. `33222`. Always include this in support requests |
| **Workflow** | The integration that executed — e.g. `HubSpot → Xero Invoice` |
| **Status** | The run outcome: `Finished`, `Failed`, `Running`, or `Pending` |
| **Started** | The date and time the run began executing |

***

## Run Status Reference

| Status | Meaning | What To Do |
| - | - | - |
| **Finished** | All steps completed successfully | No action needed. Review details if you want to verify outputs |
| **Failed** | One or more steps encountered an error and the run could not complete | Click **Explain** for a summary. Click **View** to inspect the failed step. Retrigger after fixing the root cause |
| **Running** | The workflow is currently in progress | Wait for it to complete. Refresh the page to see the updated status |
| **Pending** | The run is queued and waiting to start | No action needed — it will start automatically |
| **Skipped** | The run was intentionally skipped based on your workflow logic | No action needed. Skipped runs are expected — the workflow evaluated the event and determined no action was required |

***

## Row Controls

Every row has three interactive controls on the right-hand side. Together they give you full visibility and recovery capability without leaving the page.

<Frame>
  <img alt="Screenshot 2026 07 09 172720" />
</Frame>

<CardGroup>
  <Card title="Explain" icon="wpexplorer">
    **Click the speech-bubble icon**

    Generates a plain-English AI summary of the run — what happened, which step failed, and likely cause. Use this first before reading technical logs.
  </Card>

  <Card title="View" icon="eye">
    **Click the eye icon**

    Opens the full Workflow Run detail page — event payload, step-by-step execution log, duration, and the Re-run button.
  </Card>

  <Card title="Actions" icon="camera-viewfinder">
    **Click the three-dot menu**

    Dropdown with two options: **Retrigger** (replay the run) and **View** (same as the eye icon).
  </Card>
</CardGroup>

***

## 💬 The Explain Button

Clicking the speech-bubble icon on any row generates an AI-powered plain-English explanation of that run — no JSON reading required.

<Tip>
  Use **Explain** first on any failed run. It will tell you which step failed, why it failed, and whether you need to fix something in your source system before retriggering.
</Tip>

The explanation typically covers:

* Which step succeeded or failed
* The specific reason for the failure (e.g. a missing required field, an API authentication error, or a duplicate record check)
* Whether the failure is likely to resolve on retrigger or requires a data fix first

The **Explain** button is also available on the individual Run Detail page, positioned alongside the step logs so you can read both together.

***

## 👁 The Run Detail Page

Clicking the eye icon — or selecting **View** from the Actions menu — opens the full detail view for that run.

<Frame>
  <img alt="Screenshot 2026 07 09 172946" />
</Frame>

### Run Metadata Header

The top section shows everything you need to know about the run at a glance.

| Field | What It Tells You |
| - | - |
| **ID** | The unique run identifier. Include this in any support request |
| **Workflow** | The name of the integration that was executed |
| **Status** | Final run state: `finished`, `failed`, `running`, or `pending` |
| **HubSpot Deal ID** | The source record that triggered this run |
| **Mode** | `Live` (production data) or `Test` (sandbox). Shown as a green or grey badge |
| **Duration** | Total time taken to complete all steps |
| **Created** | When the run record was first created in Lighthouse |
| **Started** | When Lighthouse began executing the workflow steps |
| **Finished** | When the final step completed (or failed) |
| **Attempts** | How many times Lighthouse attempted this run — useful for identifying retry loops |

### The Re-run Button

The blue **Re-run** button in the top-right replays the run using the **original stored event payload**.

<Warning>
  **Re-run uses the data captured at the time of the original run.** If the source record in HubSpot has been updated since then, Re-run will execute using the old data — not the current values. Use **Retrigger** from the Actions menu if you want to re-fetch the latest record from the source system.
</Warning>

### The Event Block

The Event block identifies what triggered this run:

* **Event ID** — the internal ID of the incoming event that caused the workflow to start
* **Type** — the event category (e.g. `other`, `contact.created`, `deal.propertyChange`)
* **Click to view details** — expands the raw event payload panel on the right, showing the full JSON data Lighthouse received from the source app

### Steps — The Execution Log

The Steps section shows each action inside your workflow in sequence.

| Element | What It Shows |
| - | - |
| **Step number** | Steps run in order from top to bottom — Step 1, Step 2, Step 3... |
| **Key** | The internal name of the step — e.g. `fetch-deal-details`, `find-or-create-xero-contact` |
| **Status** | Whether this individual step `finished`, `failed`, or is still `running` |
| **Finished** | The exact time this step completed |
| **Click to view details** | Expands inline to show the step's input data, output data, and any error message |

<Tip>
  When a run fails, scroll through the Steps list to find the **first step with a red status** — that is where the problem occurred. Expand it using **Click to view details** to read the error message and the data that was passed into that step. This almost always reveals the root cause.
</Tip>

### Event Details Panel

The right-hand panel shows the raw JSON payload of the selected event or step — the exact data Lighthouse received from or sent to the connected system. Use this panel to:

* Verify that the correct HubSpot deal properties were captured
* Check that field values match what your destination app (e.g. Xero) requires
* Copy the payload to share with the Cloudify support team

***

## The Actions Menu

Click the three-dot menu on any row to access two actions: **Retrigger** and **View**.

<Frame>
  <img alt="Screenshot 2026 07 09 173036" />
</Frame>

### Retrigger vs Re-run — Which to Use

| Use **Retrigger** when... | Use **Re-run** when... |
| - | - |
| The source record in HubSpot has been updated since the original run | You want to replay the exact data that was captured at the time of the original run |
| You fixed a data issue and want the workflow to pick up the corrected values | The failure was a transient error (e.g. a timeout) with no data changes needed |
| You want to test whether a configuration change resolves the issue with current data | You want to confirm the original payload now processes correctly after a Cloudify fix |

<Warning>
  **Retriggering a run that already succeeded will create a second execution.** For workflows that create records in Xero or other destination systems, this may produce duplicate entries. Always confirm the original run failed or produced incorrect output before retriggering.
</Warning>

***

## Customising the Table View

Click **View** in the top-right corner of the Workflow Runs list to open the **Toggle columns** panel. Use it to show or hide columns based on what you need.

<Frame>
  <img alt="Screenshot 2026 07 09 173125" />
</Frame>

| Column | What It Shows | When to Enable It |
| - | - | - |
| **Id** | The unique run ID | Always — useful for referencing runs in support |
| **WorkflowName** | The name of the integration | Always — essential when running multiple workflows |
| **WorkflowId** | The internal workflow definition ID | Only when debugging with Cloudify support |
| **Status** | The run outcome | Always — core to daily monitoring |
| **StartedAt** | When the run began | Always — sort by this to see the most recent runs first |
| **CreatedAt** | When the run record was created in Lighthouse | Optional — differs from StartedAt only for queued runs |
| **Mode** | Live or Test execution context | Enable when running tests alongside live workflows |

<Tip>
  **Recommended default:** Enable `Id`, `WorkflowName`, `Status`, and `StartedAt`. Add `Mode` during active testing to clearly separate sandbox runs from production runs in the list.
</Tip>

***

## Filtering Runs

Use the filter bar at the top of the list to narrow down what you see.

<Frame>
  <img alt="Screenshot 2026 07 09 173200" />
</Frame>

| Filter | Use It To |
| - | - |
| **Search box** | Search by reference (e.g. a HubSpot Deal ID) or by run ID — useful when a client reports an issue with a specific record |
| **Pick a date** | Filter by a specific date or date range — use this to investigate incidents from a particular day |
| **Status** | Show only runs with a specific status — `Pending`, `Running`, `Finished`, `Failed`, or `Skipped`. Set to `Failed` to surface all current issues at once |
| **Workflow** | Filter by integration name — useful when multiple workflows are active and you want to isolate one |
| **Mode** | Filter by `Live` or `Test` — separates production runs from sandbox runs during setup and testing |

***

## Quick Reference — Common Scenarios

<AccordionGroup>
  <Accordion title="A run shows Failed and I don't know why">
    1. Click **💬 Explain** (speech-bubble icon) on the row for a plain-English summary.
    2. Click **👁 View** (eye icon) to open the detail page.
    3. In the Steps section, find the first step with a red status.
    4. Expand it using **Click to view details** to read the error message.
    5. Fix the root cause in the source system (e.g. HubSpot), then use **⋯ → Retrigger**.
  </Accordion>

  <Accordion title="I fixed the data in HubSpot and want to retry the run">
    Use **⋯ → Retrigger** from the Actions menu. This re-fetches the latest record from HubSpot and runs the workflow from scratch using the updated data. Do not use Re-run — it replays the original (now outdated) payload.
  </Accordion>

  <Accordion title="A run failed due to a temporary error (timeout or API rate limit)">
    Open the detail page using **👁 View** and click the blue **Re-run** button. This replays the original event payload without re-fetching from HubSpot — correct when the data was fine but the execution failed transiently.
  </Accordion>

  <Accordion title="I need to find all failed runs from a specific date">
    In the filter bar, set **Status** to `Failed` and click **Pick a date** to select the relevant date. The list will show only failed runs from that day.
  </Accordion>

  <Accordion title="I want to verify exactly what data was sent to Xero">
    Open the detail page using **👁 View**. In the Steps section, find the step that writes to Xero (e.g. `create-xero-invoice`). Expand it using **Click to view details**. The right-hand Event Details panel shows the exact output data that was sent.
  </Accordion>

  <Accordion title="I need to share run information with Cloudify support">
    Open the detail page and note the **Run ID** from the metadata header. In the Event Details panel, copy the relevant payload using the copy icon. Include both the Run ID and the payload in your support ticket — this lets Cloudify investigate immediately without additional back-and-forth.
  </Accordion>

  <Accordion title="I see a run in Pending status — is something wrong?">
    Pending means the run is queued and waiting for Lighthouse to start processing it. This is typically temporary — refresh the page after a few moments. If a run stays Pending for an extended period, raise a support ticket.
  </Accordion>
</AccordionGroup>

***


# Workflows
Source: https://docs.cloudify.biz/workflows-1

View all integration workflows built for your account — check deployment status, review descriptions, and manage workflows directly from the dashboard.

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  <img alt="Screenshot 2026 07 14 003931" />
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## Reading a Workflow Card

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  <img alt="Workflow Card" />
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| Element | What It Shows |
| - | - |
| **Name** | The workflow name — e.g. `HubSpot Closed Won → Xero Invoice` |
| **ID** | The unique internal ID — e.g. `ID: 1496`. Use this in support requests |
| **Dev / Live** | Deployment status — see below |
| **AI badge** | Shown when the workflow uses AI-assisted logic |
| **Toggle** | Shows whether the workflow is enabled (blue) or paused (grey) |
| **Description** | A plain-English summary of what the workflow does and when it triggers |
| **By** | The Cloudify team member who built or last edited this workflow |
| **Updated** | When the workflow was last modified |

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## Deployment Status — Dev vs Live

Every workflow has a coloured status badge in the top-right of its card.

<CardGroup>
  <Card title="Live" icon="circle-check">
    The workflow is active and processing real data. Events from your connected apps will trigger this workflow automatically.
  </Card>

  <Card title="Dev" icon="wrench">
    The workflow is in development or testing mode. It is not processing live data yet. Cloudify will move it to **Live** once it has been tested and approved.
  </Card>
</CardGroup>

<Note>
  You do not need to change workflow status yourself. The Cloudify team manages the promotion from Dev to Live as part of your integration delivery.
</Note>

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## The Three-Dot Menu

Click the **⋯** menu on any workflow card to access management options.

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  <img alt="Workflow Actions Menu" />
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<CardGroup>
  <Card title="Enable" icon="toggle-right">
    Activates a paused workflow so it begins processing events again.
  </Card>

  <Card title="View Details" icon="eye">
    Opens a read-only view of the full workflow configuration.
  </Card>

  <Card title="Edit" icon="pencil">
    Opens the workflow editor. Contact Cloudify before making any edits — changes to live workflows affect real data.
  </Card>

  <Card title="Triggers" icon="zap">
    Shows the webhook URL used to trigger this workflow. See below for details.
  </Card>

  <Card title="Delete" icon="trash">
    Permanently removes the workflow. This cannot be undone.
  </Card>
</CardGroup>

<Warning>
  **Do not delete or edit a Live workflow without consulting Cloudify first.** Changes to live workflows immediately affect your running integrations and may cause data errors.
</Warning>

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## Viewing Trigger URLs

Selecting **Triggers** from the ⋯ menu opens a modal showing the webhook endpoint for that workflow.

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  <img alt="Triggers Modal" />
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| Element | What It Shows |
| - | - |
| **Environment** | `Dev` or `Live` — matches the workflow's current deployment status |
| **Webhook URL** | The endpoint Lighthouse listens on for incoming events for this workflow |
| **Copy icon** | Click to copy the URL to your clipboard |
| **Toggle** | Enables or disables this specific trigger endpoint |

<Info>
  Trigger URLs are managed by Cloudify and pre-configured as part of your integration setup. You typically only need to view this if you are troubleshooting a webhook connection with your source system.
</Info>

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## Requesting a New Workflow

Click **Request new Workflow** in the top-right corner to submit a request to the Cloudify team.

<Tip>
  When requesting a new workflow, include as much detail as possible about the trigger condition, the source app, the destination app, and the expected outcome. The more context you provide, the faster Cloudify can scope and build it.
</Tip>

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## Searching Workflows

Use the **Search for your workflows** field to find a workflow by name — useful when you have a large number of integrations deployed.

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## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="What is the difference between Dev and Live?">
    **Dev** workflows are in development or testing — they do not process real data. **Live** workflows are active and handling real events from your connected apps. Cloudify promotes workflows from Dev to Live after testing and sign-off.
  </Accordion>

  <Accordion title="A workflow is toggled off — is something wrong?">
    A grey toggle means the workflow is paused. It will not process any events until re-enabled. If you did not intentionally pause it, contact Cloudify to investigate.
  </Accordion>

  <Accordion title="What does the AI badge mean?">
    The AI badge indicates the workflow uses AI-assisted logic — for example, intelligent data mapping or conditional routing. These workflows are built and managed by Cloudify.
  </Accordion>

  <Accordion title="Can I edit a workflow myself?">
    You can access the editor via ⋯ → Edit, but we strongly recommend contacting Cloudify before making any changes to a Live workflow. Incorrect edits can break running integrations and cause data issues in your connected apps.
  </Accordion>

  <Accordion title="What is a trigger URL?">
    A trigger URL is a webhook endpoint that your source system uses to notify Lighthouse when an event occurs. These are pre-configured by Cloudify — you only need to view them if you are troubleshooting why a workflow isn't firing.
  </Accordion>
</AccordionGroup>

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