Onboard ERP Integration

1. Introduction

ERP integration for your client enables the structured and efficient synchronization of invoice-related data between ERP systems and Quiddly. Each connection includes a dedicated ERP connection and standardized core workflows that support effective invoice operations.

The following standard workflows are included:

• Retrieving invoices
• Sending vouchers
• Sending payments

Onboarding is automatically adapted to the ERP system used by each client, ensuring a consistent and efficient setup regardless of ERP choice. For the integration to function, a target system for synchronization is required.

Note

Quiddly offers embedded ERP integrations via its partnership with Strawbay (https://strawbay.io/ )

2. Onboard Client ERP

Note

Requires module: Integrate

This step describes the process of connecting to the client’s ERP for the possibility of automatically pulling new invoices and pushing bookkeeping.

Note

Navigate to: Registry → Clients → Click on the Client

2.1 Initiate Connection by Operator

Note

Use action: Connect to ERP

1. “Select ERP that should be connected”: Select “Strawbay”. This is Quiddly’s supplier for ERP integrations.
2. Press [Connect]
3. Press [Create Integration]
4. Press [Close]
5. You have now started the connection process to the client’s ERP. Inform the client to login into the “Client Portal” and finish the connection.

2.2 Establish Connection by Client

Note

This step must be performed by the Client in the “Client Portal”.

Note

Navigate to: Dashboard

1. Press [Connect]
2. The client will now be redirected to the onboarding interface provided by Strawbay.
3. Navigate through the onboarding process to authorize the connection.

Note

To be able to access data from an ERP system, Quiddly must be set up to receive data from the ERP in question. If not, ask us what it takes to set it up.

Note

Establishing the connection and the authorization to fetch data in a correct way is system-critical, or else the integration cannot function at all. As it contains multiple systems interacting, it is extremely important that the Client user pays attention to every single step and waits patiently for the workflow to complete.

1. Once finished, the client will be redirected back to the Client Portal, which will show a success message.
2. The client is now connected to the ERP and can start fetching invoices.
3. Navigate to [Invoices]
4. Press [Sync New] to fetch new invoices, / Press [Sync Expired] to fetch expired invoices.
5. Finished

Prerequisites Fortnox

To create a connection, the following criteria must be met:

• The ERP account must have the API module/license enabled.
• The user must be a System Administrator in Fortnox to authorize the connection.
• New Invoices must be in the following state for them to be retrieved: Not Booked, Not Sent, Not Completed, and Unpaid.
• Expired Invoices must be in the following state for them to be retrieved: Booked, Expired, and Unpaid.

2.3 Verify Connection by Operator

Note

Navigate to: Registry → Clients → Click on the Client → Sync Tab

1. Verify that Connected ERP is Strawbay.
2. Verify that the Integration Id is provided.
3. Verify that the Integration Status is Connected.
4. Ongoing and historic syncs can be viewed in the “Invoice Sync” list. It shows Id, External Id, Status (Pending while running, then Finished or Failed), who started the sync and when it was created and finished.
5. Finished.

Note

The Client Sync column in a client’s account transaction list shows how each voucher stands towards the client’s ERP. A voucher created while the client has no connected ERP (Integration Status other than Connected) shows Not connected. A voucher created while the connection is Connected shows Pending until it has been synced, and then Exported or Booked, or Failed with the error message in the tooltip.

2.4 Remove Connection by Operator

Note

Navigate to: Registry → Clients → Click on the Client

1. Press [Remove connection to ERP]
2. Confirm in the dialog “Remove connection to ERP”.
3. The connection will now be removed: invoice sync is switched off for the client and the connected ERP and the Integration Id are cleared. To use an ERP again, start from section 2.1.
4. Finished.

2.5 Fetch or Abort an Invoice Sync by Operator

Note

Navigate to: Registry -> Clients -> Click on the Client

Two client actions let an operator work with the invoice fetch on the client’s behalf. Using them requires a right, see Rights, roles and users and the rights catalogue.

Action	What it does
Fetch invoices from ERP	Starts a fetch of new invoices, the same as [Sync New] in the Client Portal. Confirm in the dialog.
Abort invoice fetch from ERP	Ends a fetch that is still Pending: the sync is marked Failed in the “Invoice Sync” list and the client can start a new one.

Tip

If the client’s [Sync New] button stays disabled long after pressing it, check the “Invoice Sync” list on the Sync tab. A sync that is still Pending is the cause. Use Abort invoice fetch from ERP and ask the client to try again.

2.6 What the Client Receives After a Sync

When an invoice fetch has finished, the client’s e-mail recipients receive an e-mail with the reference of the sync, how many invoices were created and, for each invoice that could not be created, the invoice’s ID in the ERP and the reason. The client corrects those invoices in the ERP and syncs again. The e-mail is the client’s report of the result; the “Invoice Sync” list in the Operations Portal shows only the status and times of each sync.

The e-mail is one of the system e-mails, see When each email is sent. The default text is in Swedish.

Appendix: Available ERP Systems

Note

If your onboarding interface is missing a listed ERP System, please fill out a support ticket with a request to add it.

ERP Name	Supported flows	Invoice Initiation	Configuration Effort
Fortnox	Invoices, Payments, Vouchers	Sync Button in Client Portal	No configuration needed
Spiris by Visma	Invoices, Payments, Vouchers	Sync Button in Client Portal	No configuration needed
Procountor	Invoices, Payments, Vouchers	Sync Button in Client Portal	No configuration needed
Björn Lundén	Invoices, Payments, Vouchers	Sync Button in Client Portal	No configuration needed
Xledger	Invoices, Payments, Vouchers	Invoice created in ERP	No configuration needed
Power Office Go	Invoices, Payments, Vouchers	Invoice created in ERP	No configuration needed
Tripletex	Invoices, Payments, Vouchers	Invoice created in ERP	No configuration needed
Microsoft Business Central	Invoices, Payments, Vouchers	Invoice created in ERP	Configuration in ERP is needed
Microsoft Finance & Operations	Invoices, Payments, Vouchers	Invoice created in ERP	Implementation project needed
Visma.NET	Invoices, Payments, Vouchers
Younium	Invoices, Payments, Vouchers