Sync financial data from Teamleader Focus to your accounting software using the Accounting connector Booster. By activating this Booster, invoices, credit notes, expenses, customers and suppliers are automatically sent to your accounting tool. This reduces manual work, avoids double entry, and keeps your bookkeeping up to date. This article covers what the Booster is, how to add it to your license and finally how to set up the integration per company entity. 
 

Check if this Booster is available for you:

• ✔️ You have a Belgian or Dutch Teamleader Focus account
• ✔️ You use Exact Online, Octopus or Yuki
• ✔️ You currently don’t have an already existing accounting integration (otherwise this article doesn’t apply for you and you can find more information here).
  NOTE: You do have an existing accounting integration and want to switch to the Accounting connector Booster? Find all information on how to switch in this article.
   

Click on the titles to skip through to another title of this help article:

• Features of the Accounting connector Booster
• Add the Booster to your license
• Set up an integration
• Synchronisation after setup
• Payment status
• Troubleshooting
• Editing or deleting the integration
   

Features of the Accounting connector Booster

The Accounting connector Booster makes bookkeeping effortless by automatically syncing your Teamleader Focus data with your accounting software. No manual exports, no duplicate entries, just accurate and up-to-date financials.
 

With this Booster, you can:

• Connect with Exact Online, Octopus or Yuki. 
• Keep your accountant up to date automatically with these core functionalities:
  • Sync outgoing invoices and credit notes (“Revenue”) to your integration
  • Sync incoming invoices and credit notes (“Expenses”) to your integration
  • Create and update customers and suppliers in your accounting tool 
  • Sync payment status of incoming invoices or credit notes from your integration to Teamleader Focus 
  • Sync payment status of outgoing invoices or credit notes from your integration to Teamleader Focus
• Reduce errors and administrative work: ledger accounts and VAT rates are linked correctly per company entity. 
• Save time with flexible syncs: run syncs manually or let them happen automatically in the background. 
• Focus on your business: spend less time on bookkeeping and more on what really matters.
   

Moreover, activating the Booster is simple and affordable. You pay a flat fee of €5 per month per account in a yearly license, and €6 per month/account in a quarterly license. 
If you have multiple company entities, the Booster covers up to 4 company entities to link. If you’d like to connect more entities, contact support.
 

Add the Booster to your license

The Accounting connector Booster is available for all packages and can be added to your license by an account admin. 

Add the Booster to your account by following these steps:

1. Click on your user icon in the top right-hand corner
2. Click on Manage license
3. In 'Your Boosters', click on Add next to the Accounting connector. 
   
   Note: it’s not possible to start a trial for this Booster, it will be added to your subscription immediately.
    
4. In the next screen, click on Buy now to gain immediate access to the functionalities of the Booster.
   
    
5. Proceed with the checkout and confirm your purchase. The Booster is now added to your licence and you'll be charged pro-rata for the remainder of your billing period.
    

The Booster can also be removed from your license following the same logic as the other Boosters, which is described in this article.
If that’s the case, the active accounting integrations in the account will be deactivated and removed as of the next renewal date.

Set up an integration 

After adding the Accounting connector Booster you can set up an integration between your account and Exact Online, Octopus or Yuki. 
 

! Before you start, make sure you have:

• Access to Settings in Teamleader Focus
• Access to the accounting tool you want to connect with Teamleader Focus.
   

To set up an accounting integration, follow these steps:

1. Go to Settings > Company information
2. Click on the name of the company entity you want to set up the integration for
3. Click on the tab Accounting
   
    
4. Click on the integration of your choice and authenticate with the accounting tool login. In this example we’ll show the steps for Octopus, but note that the main steps are very similar for all integrations. Some fields can differ a bit per accounting integration. 
5. A new screen will open with the following information:
   
    

   • Fill in the required information such as username and password and click on Connect.
     
     Note for Yuki: instead of your username, you'll need to fill out your API key from Yuki. To find these codes, log in to Yuki and go to your Settings in the bottom-left corner. Next, you go to Integrations > Web services and here you'll find the Company-ID's and API keys of your account (or all your accounts, if you have several).
     
     Notes for Exact Online: 
     
     Before setting up the integration, make sure your user account in Exact Online has access to the following financial rights:

     • Manage accounts
     • Enter, modify and delete sales entries
     • View creditor reports
     • View debtor reports
     • View financial master data
       
       If this is not the case, contact Exact Online/your accountant to enable these rights for you.  
        

     Additionally, select the administrations you want to grant Teamleader Focus access to. Select 'All current and future administrations'.
      

   • Choose an accounting folder or division and click on Submit.
   • After successfully connecting, you get redirected back to Teamleader Focus where you can complete your integration setup.
      
6. In the next screen in ‘Integration details’, start by filling out a start date. This defines the date from which Teamleader Focus will start synchronising your invoices and credit notes.
   
   • Define the journals for outgoing/incoming invoices and for outgoing/incoming credit notes. We filter on the accepted types (incoming/outgoing) in your accounting tool and filter out the unaccepted ones, so you can easily choose these without making mistakes. 
   • ‘Synchronisation’:
     • You can choose to synchronise the invoices/credit notes automatically. This synchronisation will then run in the background automatically every night. 
       ! Note: We advise setting the automatic synchronisation only after the connection has been successfully established and you went through the next steps.
     • You can choose to be notified of new invoice payments by enabling the "Inform me about new invoice payments" toggle. When this option is enabled, you’ll receive an in-app notification whenever a new payment is added, as well as an email, provided that email notifications are enabled in your account.
       
       Read more about this below in ‘Notifications and troubleshooting’.
        
7. In ‘Accounts for discounts’ you can set which ledger accounts in your bookkeeping tool should be selected for discounts.
8. In ‘Link VAT codes’, you can link the VAT rates from Teamleader Focus to the VAT codes of your bookkeeping tool.
9. The final step is ‘Set ledger accounts’. Here, you link the VAT rates in Teamleader Focus to the corresponding ledger accounts in your accounting software. These ledger accounts will then be used automatically for invoice lines with that VAT rate.
   
   If you enable the toggle ‘Set ledger accounts for existing invoice lines without a ledger account’, any existing invoice lines that don’t yet have a ledger account will automatically be updated with the linked one.
   
10. After following these steps, you’ll see the overview page of the integration, where you can always access and edit the settings.
11. If you return to Settings > Company information > your company entity > Accounting, the status of the integration will be shown here:
    
    • If the setup was successful the status will be ‘Connected’.
    • If the setup was not completed the status will be ‘Configuration needed’.
    • During the setup the status will be ‘Connecting’ and will change to ‘Connected’ when the connection has been established.
       

Multiple company entities

• If you have multiple company entities, the same setup should be executed for each entity.
• The entities you connect can either have the same or different VAT numbers.
• Note that even different accounting tools (from the available 3 that are mentioned above) can be connected per entity. E.g. You can use Exact Online for company entity A and Yuki for company entity B.
• You can also use one of our 3 built-in integrations for one entity and another from the available integrations in our Marketplace for another entity, depending on how that integration is built. Be sure to contact us in case of additional questions.
   

Synchronisation after setup

After establishing the connection, it’s time to sync the information from Teamleader Focus to your accounting tool and back.
 

To repeat, there are 7 types of items that are synchronised to your accounting tool:

1. Ledger accounts: these are fetched from the accounting tool so that they can be used on invoices in Teamleader Focus, and are synced back to the accounting tool
2. Contacts and companies linked to outgoing/incoming invoices and credit notes
3. Outgoing invoices: 
   • only booked invoices are synced
   • negative invoices are automatically synced as credit notes 
4. Outgoing credit notes
5. Suppliers linked to expenses
6. Incoming invoices (via Peppol): 
   • Only approved incoming invoices via Peppol are synced
   • If you are also uploading receipts or non-Peppol invoices in your Expenses module manually or via OCR, then these aren’t synced to your accounting tool via the Accounting connector. You can however send these other approved expenses to your bookkeeping tool email address in one click. Read all about that here.
     Note: If you have the Accounting connector Booster enabled, send your non-Peppol expenses to your bookkeeping tool email address manually, not automatically.
     If you enable the automatic option, your Peppol expenses would also be sent by email, which would bypass the Accounting connector. As a result, you would lose the Booster benefits for those Peppol expenses, such as payment synchronisation.
7. Incoming credit notes (via Peppol)
    

Regarding the data synced from your accounting tool back to Teamleader Focus, this mainly concerns the payment status of incoming and outgoing invoices and credit notes imported into Teamleader Focus via the integration. Read more about this payment status below.

A synchronisation can be started from five places:

1. The invoices page: click on the double arrows next to the title ‘Invoices’:
   
2. The expenses page: click on the double arrows next to the title ‘Expenses’:
   
3. The credit notes page: click on the double arrows next to the title ‘Credit notes’:
   
4. Via Settings > Company information > Company entity > Accounting > the double arrows next to the integration:
   
5. Via the accounting detail page (Settings > Company information > Company entity > Accounting > Click on the integration): here you click on the Sync button in the top right-hand corner
   
    

• Depending on the page from which you start the sync, the sync is started for all connected company entities (via invoice, expense or credit note page) or for a specific company entity (via Settings > Company entity). 
• If a sync starts, all items will be synced (so only syncing outgoing invoices for example is not possible).
• If a sync is actively running, the sync button will be disabled in all places for every user.
• Every user who has access to a page can also start the sync: e.g. someone who has access to expenses can start the sync from the expenses page. 
  All documents will be synced even if that person doesn’t have access to invoices for example.

Once the first synchronisation has completed successfully, you can return to the integration settings to enable automatic synchronisation. This will run every night automatically without any user intervention, although manual synchronisation is still possible if needed.

• Go to Settings > Company information
• Click on your company entity > Accounting
• Click on the integration
• Go to the tab Synchronisation
• Enable the toggle next to ‘Synchronise outgoing and incoming invoices and credit notes automatically’
  
   

Payment status

If you didn’t enable the option to be notified about new payments during the initial setup (see above), you can still activate it later. Go to Settings > Company information > Company entity > Accounting, open the integration, navigate to ‘Synchronisation’, and enable "Inform me about new invoice payments".

• ! Notifications are only sent for payments on outgoing invoices or credit notes, not for payments on expenses.
• This setting is user-specific, meaning only the user who enables the toggle will receive these notifications. Other users can enable the same option for themselves by going to the integration settings and turning on the toggle in the “Synchronisation” tab:
  
• Whenever you receive a notification that a payment was added, this does not necessarily mean that an invoice was paid in full, e.g. in the case of late fees when a customer paid the invoice but maybe not the additional costs.
• Partial payments in the accounting integration only set the payment status as Paid in Teamleader Focus once the payment is fully settled in the accounting tool.
• We advise you to manage payments in the accounting integration because payments set manually in Teamleader Focus will not be synced to the accounting integration. 
  • E.g. putting an invoice to ‘Paid’ in Teamleader Focus won’t put it on paid in the accounting integration.
  • If you do decide to put an invoice manually on Paid in Teamleader Focus, the accounting sync won’t change this status in Teamleader Focus (even though it’s ‘Unpaid’ in the accounting integration). 
• Payment status expenses: you can always check the payment status of all your expenses in your expenses overview.
• Payment status outgoing invoices/credit notes: check out the payment status of outgoing invoices or credit notes in your invoice overview by adding the column ‘Paid’ (Yes/no) to your overview.
  • For invoices: Teamleader Focus will show the status “Open” if the invoice is unpaid or partially paid in the accounting tool or “Paid” if the invoice is fully paid.
  • For credit notes: Teamleader Focus will show the credit note as “Paid” if it’s “matched” against an invoice in the accounting tool.
     

Troubleshooting

In the Settings of your integration > Synchronisation tab, you'll find a synchronisation history of the past 7 days. This log shows the status of every sync and shows if it was successful or not. 

• Find out all about checking for accounting integration errors in this article.
• Read this article if you want to resolve internal issues in the Accounting connector in Teamleader Focus
• Read this article if you want to resolve external issues in the Accounting connector in Teamleader Focus
   

Editing or deleting the integration

After setting up the integration, you can easily edit certain settings by going to Settings > Company information > Company entity > Accounting and clicking on the integration.
Keep in mind that changing information in the Details tab can affect how the integration works, so proceed with caution.

Delete an integration by following the above steps to edit the settings of the integration. Click on the three dots in the top right corner and click on Delete integration:

Coming soon

We will add more accounting integrations in the future and make it available for other countries too.