# Accountancy

## Supported accountancy platforms

This is the complete list of accountancy platforms Breww integrates with. You can set up any of them from **Integrations** → **Accountancy**, where each one appears under the name shown below.

### Automated integrations

These connect directly to your accountancy software and sync in the background. The rest of this guide covers them, and applies to them all unless otherwise stated.

* Xero
* QuickBooks Online
* Sage Accounting (sometimes known as Sage One or Sage Business Cloud)
* Sage 200 (UK & IE)
* Sage 200 (Spain) - early access, shown in Breww with a **Closed beta test** badge. Contact the Breww support team if you'd like to use it, and see the [Sage 200 (Spain) accountancy integration](https://breww.com/docs/sage-200-spain-accountancy-integration/) guide
* Fortnox
* Visma eAccounting (see the [Visma eAccounting accountancy integration](https://breww.com/docs/visma-eaccounting-accountancy-integration/) guide)
* Exact Online (Netherlands and Belgium versions)
* Twinfield
* Clear Books
* KashFlow

### Manual integration

Rather than syncing automatically, Breww generates a file for you to import into your accountancy software yourself. See [Manual accountancy integrations](https://breww.com/docs/manual-accountancy-integrations/).

* Sage 50 (UK & IE)

### Custom API accountancy sync

If your accountancy software isn't listed above (for example, QuickBooks Desktop), Breww doesn't have a built-in integration for it. If you're comfortable building against a REST API, you can use Breww's [Custom API accountancy integration](https://breww.com/docs/custom-api-accountancy-integration/) to build your own sync to any platform.

## Initial integration set up

### Connecting Breww to your provider

The first step is to grant Breww access to your account with your provider. When this is first done, nothing will sync initially and you'll get a chance to configure how you'd like the integration to work before enabling syncing. To connect, navigate to our **Integrations** -> **Accountancy** page and then click the <btn>Set up [software] integration</btn> button.

Next, you'll be able to configure a few basic settings, such as which types of data should be synced, optional prefixes for invoice and credit note numbers, etc.

The next steps vary slightly between the platforms (typically, we redirect you to your provider for you to authorise our access), but please just follow the steps shown on screen. This should guide you through the applicable authorisation process, and you'll be back in Breww in just a moment.

### Mapping & downloading customers & suppliers

When you raise an invoice in Breww, we will push this to your accountancy provider. At this point, Breww will create a customer in your accountancy provider to attach the invoice to. When this customer has subsequent invoices, Breww will add these to the same accountancy provider customer that it created the first time. This is all well and good if this is a brand-new customer that doesn't already exist in your accounting software, prior to you joining Breww, however, if any of your customers already exist in your accountancy software and Breww, you'll want to "map" them together so that Breww knows this customer already exists in your accountancy provider and puts the orders against the right customer in your accountancy provider.

If you have any customers in your accountancy provider already that are the same as existing customers in Breww (or you'd like them in Breww, and they're only in your provider), head to **Integrations** → **Accountancy** and next to your accountancy provider select **Actions** → **Configuration**. From the **Data import & mapping** section, click the **Map and download customers** button. You'll be presented with a list of your customers in the accountancy software on the left, and on the right, you can choose the corresponding customer in Breww. You can also click <btn>Import from [software] to Breww</btn>, which will download the customer from the accountancy provider to Breww and map it. There may be several pages of customers to review, so make sure you check them all.

Breww suggests a matching Breww customer for each of your unmapped customers, based on the customer's name. The **Accept all suggestions** button at the top of the page accepts every suggestion, across all pages, where Breww has found just one match. To bring every customer that has no suggested match into Breww, use **Import all unmapped**.

Mapping suppliers is almost an identical process, except you will use the **Map and download suppliers** button instead.

### Chart of accounts (nominal codes)

You will be able to choose the accounts you would like to use by selecting the **Accounts & tracking categories** button (shown as **Accounts** if your platform doesn't have tracking categories) in the **Data import & mapping** section. You will then be able to select the **Actions** button, followed by **Import accounts**. From here, you can choose the accounts that you'd like Breww to be able to use. Once the accounts have been downloaded, you can map your default sales and default bank accounts. If you wish for payments of different methods to go into different accounts in your accountancy provider, you can set these in the settings here too. If you don't, just leave them blank.

For even more fine-grain control, you can also set an account on any customers, customer type, and parent companies in Breww for their sales to go into (rather than the default). Likewise, you can do the same for any product within Breww if you prefer to split sales in this way. Finally, there is a config option to configure which account should take precedence in a conflict (this is discussed further here: [Chart of accounts](https://breww.com/docs/nominal-codes-accountancy-accounts/)). If you're not sure what this all means, don't worry about these options.

### Sync settings

Sync setting are found in the **Settings** tab of your integration configuration found by heading to **Integrations** → **Accountancy** and next to your accountant provider select **Actions** → **Configuration**. You can configure options surrounding your sync from here, including which types of data should be synced (customers, invoices & payments). Where customer/contact email addresses are synced, the email selection process is outlined [here](https://breww.com/docs/auto-email-documents/#which-email-addresses-will-be-used). \
On Xero and QuickBooks Online, you can also choose to send the files attached to a supplier invoice over to the matching bill - see [Sending attached files to your accountancy software](https://breww.com/docs/supplier-invoices/#sending-attached-files-to-your-accountancy-software). \
We will never download an invoice from your accountancy provider, we'll only ever upload invoices from Breww to the accountancy provider. For any of "our" invoices, we will sync payments relating to them both ways - so if you add a payment in Breww, we'll upload it for you and if you add a payment in your accountancy provider we'll download this back to Breww.

### Enable syncing

Syncing is disabled when you first connect, so you have a chance to map your customers, set up your chart of accounts and configure the service to work how you'd like. When you're ready, go to the **Dashboard** tab of your integration configuration and, in the **Data syncing** section, click **Enable** next to **Transaction data**. Once enabled, data will be synced to your accountancy provider in the background. **We don't upload orders to your accountancy provider until they have been invoiced in Breww.**

## What data flows between Breww and my accountancy software?

Although we aim to ensure that all accountancy integrations work in the same way, some differences in what is supported by the other platform determine what Breww can and cannot sync.

### Xero

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ✅        | ✅          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ✅        | ✅          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ✅        | ❌          |

### QuickBooks Online

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ✅        | ✅          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ❌        | ❌          |
| Credit note allocations      | ✅        | ✅          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ✅        | ❌          |

### Sage Accounting

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ✅        | ✅          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ✅        | ✅          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Exact Online

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ❌        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### KashFlow

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ✅        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Sage 50 (UK & IE)

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅ Manual | ❌          |
| Voiding invoices             | ❌        | ❌          |
| Customers & contacts         | ❌        | ✅ Manual   |
| Invoice payments             | ❌        | ❌          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅ Manual | ❌          |
| Voiding credit notes         | ❌        | ❌          |
| Credit note allocations      | ❌        | ❌          |
| Supplier invoices            | ❌        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Clear Books

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ❌        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Visma eAccounting

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ❌        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ❌        | ❌          |
| Credit note allocations      | ❌        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

Invoices and credit notes can be uploaded to Visma eAccounting either as journal vouchers (the default) or as sales invoices, which Visma's own e-invoicing can send. Please see the dedicated [Visma eAccounting accountancy integration](https://breww.com/docs/visma-eaccounting-accountancy-integration/) guide for how each mode works.

### Twinfield

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ✅        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Sage 200 (UK & IE)

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ❌        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ✅        | ✅          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ❌        | ❌          |
| Credit note allocations      | ✅        | ✅          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Sage 200 (Spain)

| <br />                       | Uploaded                     | Downloaded |
| ---------------------------- | ---------------------------- | ---------- |
| Invoices                     | ✅ As delivery notes          | ❌          |
| Voiding invoices             | ❌                            | ❌          |
| Customers & contacts         | ✅ Mapped customers only      | ✅          |
| Invoice payments             | ✅                            | ✅          |
| Payments on accounts         | ❌                            | ❌          |
| Credit notes                 | ✅ As negative delivery notes | ❌          |
| Voiding credit notes         | ❌                            | ❌          |
| Credit note allocations      | ❌                            | ❌          |
| Supplier invoices            | ❌                            | ❌          |
| Supplier invoice attachments | ❌                            | ❌          |

This integration is in early access and works a little differently to the other platforms - invoices are uploaded as pending delivery notes (albaranes), which you then invoice within Sage 200 (Spain), and your Sage products are used as your accounts in Breww. Please see the dedicated [Sage 200 (Spain) accountancy integration](https://breww.com/docs/sage-200-spain-accountancy-integration/) guide for the platform-specific workflow.

### Fortnox

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ❌          |
| Voiding invoices             | ✅        | ❌          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ❌        | ❌          |
| Credit notes                 | ✅        | ❌          |
| Voiding credit notes         | ✅        | ❌          |
| Credit note allocations      | ✅        | ❌          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

### Custom API accountancy sync

The [Custom API accountancy integration](https://breww.com/docs/custom-api-accountancy-integration/) lets you build your own sync against any accountancy platform using Breww's REST API. What gets uploaded is entirely up to the code you write: Breww exposes the data, your code pushes it to your chosen platform, then reports the platform's IDs and upload statuses back to Breww. "Downloaded" means your code records the change in Breww through Breww's standard API.

| <br />                       | Uploaded | Downloaded |
| ---------------------------- | -------- | ---------- |
| Invoices                     | ✅        | ✅          |
| Voiding invoices             | ✅        | ✅          |
| Customers & contacts         | ✅        | ✅          |
| Invoice payments             | ✅        | ✅          |
| Payments on accounts         | ✅        | ✅          |
| Credit notes                 | ✅        | ✅          |
| Voiding credit notes         | ✅        | ✅          |
| Credit note allocations      | ✅        | ✅          |
| Supplier invoices            | ✅        | ❌          |
| Supplier invoice attachments | ❌        | ❌          |

The accountancy sync endpoints only list finalised documents, so they don't report voided orders or credit notes. Your code can find these through Breww's standard orders and credit notes endpoints. See the [Custom API accountancy integration](https://breww.com/docs/custom-api-accountancy-integration/) guide for details.

## How does data flow between Breww and my accountancy software

### Order flow

```mermaid
graph TD
    A[Draft order] --> B[Confirmed order]
    B --> C[Invoiced order]
    C --> U(Uploaded to accountancy software)
    C --> P[Payments & refunds]
    P --> U
    U --> P
    P --> C
    style U fill:#15c377,color:#fff
```

### Bill (purchase) flow

```mermaid
graph TD
    A["Purchase order (optional)"] --> B[Inventory receipt 'Draft']
    B --> C[Inventory receipt 'Added to Stock']
    C --> D[Supplier invoice created]
    D --> E[Supplier invoice 'Finalised']
    E --> U(Uploaded to accountancy software)
    style U fill:#15c377,color:#fff
```

## Sync messages

If Breww is unable to upload something (e.g. an invoice, credit note, payment, etc) to your accounting platform, it will raise a "Sync message" for you and show you a warning number in the "Integrations" main menu. These messages should explain why the item couldn't be uploaded, so that you can resolve the issue.

For more information on resolving sync messages, please see [Upload issues](https://breww.com/docs/upload-issues/).

Once an issue has been resolved, you can either manually force the item to re-try uploading (from the **All upload statuses** tab) or wait for Breww to try it again automatically. Breww will try all stuck items again every 8-10 hours.

## Common questions

For answers to common questions, such as how often data syncs, how to disconnect Breww from your accountancy provider, and whether Breww downloads invoices created in your accountancy software, see [FAQs - Accounting integrations](https://breww.com/docs/faqs-accounting-integrations/).

> **Note:**
> **Just getting started with Breww?** The next guide is [Importing packaged stock](https://breww.com/docs/importing-packaged-stock/), or you can return to the [Getting Started Guide](https://breww.com/docs/getting-started-guide/).

## More in this guide

- [Balance sheet syncing](https://breww.com/docs/balance-sheet-syncing.md)
- [Chart of accounts (normal codes)](https://breww.com/docs/nominal-codes-accountancy-accounts.md)
- [Custom API accountancy integration](https://breww.com/docs/custom-api-accountancy-integration.md)
- [Enabling your integration](https://breww.com/docs/enabling-your-integration.md)
- [FAQs - Accounting integrations](https://breww.com/docs/faqs-accounting-integrations.md)
- [FAQs - QuickBooks](https://breww.com/docs/faqs-quickbooks.md)
- [FAQs - Xero](https://breww.com/docs/faqs-xero.md)
- [Manual accountancy integrations](https://breww.com/docs/manual-accountancy-integrations.md)
- [Product mapping in Xero](https://breww.com/docs/product-mapping-in-xero.md)
- [Sage 200 (Spain) accountancy integration](https://breww.com/docs/sage-200-spain-accountancy-integration.md)
- [Upload issues](https://breww.com/docs/upload-issues.md)
- [Visma eAccounting accountancy integration](https://breww.com/docs/visma-eaccounting-accountancy-integration.md)
- [Xero rounding differences](https://breww.com/docs/xero-rounding-differences.md)