How to set up finance integrations

VOGSY's managed finance integrations allow you to replace your existing services or project platform without disrupting your current accounting system setup.

VOGSY lets you integrate with multiple finance systems concurrently.

You can then seamlessly sync accounts receivable (AP), accounts payable (AP), and financial transactions (journal entries).

The first step is connecting an accounting system to VOGSY.

VOGSY uses your finance system admin account to access your accounting system.

VOGSY needs access to ledger accounts, revenue categories, cost centers, and financial data like account receivables, payables, and journal entries.

Once connected, select the company or companies that you have set up in VOGSY that you want to integrate with this external accounting solution

The companies in VOGSY must operate in the same currency as the external accounting solution's base currency.

You can set up as many companies/countries in VOGSY as you need.

• Note that each company can connect to only one external accounting system.

• However, several VOGSY companies can connect to the same external account solution.

You can select to what level you want to integrate:

Level 1: sales invoices

Using this option will synchronize your project invoices with the external accounting solution. When an invoice is approved and created in VOGSY, an account receivable is made in the external accounting solution. When registering a payment in the external accounting solution, the status and outstanding amount are updated for the accounts receivable in VOGSY.

Level 2: sales and purchase invoices

This option will synchronize your project invoices, purchase invoices, and expenses with the external accounting solution.

In addition to level 1, when approving a purchase invoice or expense in VOGSY, an account payable is created in the external accounting solution. When registering a payment in the external accounting system, the status and outstanding amount are updated for the account payable in VOGSY.

Level 3: Invoices plus other journal entries

This option will synchronize your project invoices, purchase invoices, expenses, and all journal entries with the external accounting solution.

In addition to level 2, it will create journal entries for time entries, opening balances, and project closures from VOGSY into the external accounting system. Conversely, journal entries from the external accounting solution will be imported into VOGSY.

Saving the settings will start importing Taxes / VAT Types and Payment terms from the external accounting system into VOGSY. This enables VOGSY to create invoices with the correct Tax rates and due dates.

You can import customers, suppliers, and their contacts from the external accounting solution to quickly start your projects and invoicing.

To ensure that you import only active customers and suppliers, you can specify that you only want to import customers and invoices that were created, modified, or invoiced since a specific date.

Since VOGSY customers always have a VAT or sales tax and a payment condition, you must specify a default VAT or sales tax type and payment condition for customers without one in the external accounting solution.

To ensure correct synchronization between VOGSY and an accounting system, you must create a mapping for several financial master tables.

The specific tables you need to map depend on the external accounting solution.

The following tables commonly need mapping:

• Journals

• Chart of accounts / Ledger accounts

• Departments

• Revenue types