Integration between ERP and accounting software

Is this integration right for your company?

The service is for companies where the ERP manages inventory, sales, production or online orders, while accounting is handled in a separate program or by an external accounting firm. Instead of entering the same document twice, the ERP remains the place where it is created, while the accounting software receives verified data.

• Manufacturing and distribution companies handling purchases, sales, inventory movements and batches.
• Online retailers with orders from their own store, marketplaces and a physical location.
• Groups of companies sharing one ERP and using separate accounting databases.
• Companies with in-house accounting or an external accounting firm that want one unified process and less manual work.

What data and documents are transferred?

The scope is determined by the ERP system, the accounting program and the way the accountant works. The data map usually includes:

• Sales and purchase invoices with business partner, date, reason, taxable base, VAT rate and accounting entries.
• Business partners, UIC, VAT number and selected product and service items.
• Credit notes, reversal documents and advance invoices when the systems support the required fields.
• Synchronization of numbering and references between the ERP and accounting software.
• Purchase and sales journals and files for VAT registers in the supported format.
• Data exchange for several companies with separate UICs, accounting databases and rules.
• An exceptions report and reconciliation between turnover in the ERP and the accounting program.

Which accounting programs does the integration work with?

We do not select a plugin in advance. First, we check the specific edition, version, local installation and available documentation. When an API is available, we build a direct connection. For file imports, we prepare XML, CSV or TXT files in the required structure and submit them in the agreed manner.

What do you get instead of manual data entry?

The connection transfers documents according to predefined rules and keeps a record of every exchange. It can be configured for batch transfers once or several times a day, transfers at set intervals, or processing when a document is created, if the specific systems allow it.

• Pre-publication checks for the business partner, UIC, VAT number, items and services, amount and accounting period.
• A status for every document: transferred, pending, rejected or requiring correction.
• An exchange log with the reason for any error and the option to resend.
• Reconciliation of document counts, amounts and VAT rates between the two systems.
• A separate discrepancy report and, where needed, overnight exchange.

How is an incorrect document handled?

A document with a missing business partner, non-existent code, invalid amount or closed period is not posted to the accounting system without checks. The system marks it as an exception and records the reason. Once corrected in the ERP or in the designated work screen, the document is included in the next exchange.

If the API or accounting software is temporarily unavailable, the task remains in an incomplete status. Once service is restored, the exchange is retried instead of recreating the document manually from scratch.

How does the project work?

1. 01
   System and document review

   We clarify the ERP system, the accounting software and their versions, the number of companies, document types, item and service lists, VAT rules and the desired exchange frequency. Access to documentation, a test database or sample files is required.

2. 02
   Data and rules mapping

   We map where each ERP field goes in the accounting software. We separately clarify credit notes, advance invoices, reversals, intra-Community supplies, OSS, exports and how exceptions will be handled.

3. 03
   Connection development

   We build a middleware layer in Node.js or .NET that reads and transforms the data, then sends it via API or file import. We add logs, statuses, resending and alerts when problems occur.

4. 04
   Testing and reconciliation

   We run the exchange in a test or copied database. We compare documents, amounts, VAT rates, business partners and periods before moving to the live environment.

5. 05
   Go-live and monitoring

   We set the go-live date, starting document and error-handling procedure. We provide the ERP operator and accountant with a process description and, where needed, add ongoing monitoring.

What is the scope and how is the price determined?

The price is “provided in the quote” because it depends on the number of companies and accounting databases, document types, exchange frequency, API availability, the quality of the item and service lists, and the need for VAT, inventory or other reports. After a technical review, you receive the scope, architecture, timeline and a specific quote.

What should you send for the initial review?

Send the name and version of your ERP and accounting software, a sample document, the approximate monthly volume, the number of companies and the desired synchronization frequency. If the connection is part of a larger automation project, also explore our API integrations and software connectivity service.

For an example of ERP processes involving inventory, orders, production batches, invoices and reports, see Testen Dom. For working with accounting firms and separate accounting deadlines, see Account-X.

Frequently asked questions

Do we need to replace our accounting software?

Not necessarily. We connect your existing software through its API or supported file import. The approach is verified for the specific version and local configuration before we prepare the quote.

Can purchases, credit notes and advance invoices be transferred?

Yes, when the ERP and accounting software support the required fields and rules. Each document type is included in the data mapping and tested separately from standard invoices.

Can the integration prepare the VAT registers?

Yes, if the systems contain the required information and support the necessary format. The generated files are reviewed by an accountant before submission; the integration does not replace the accounting review.

How long does the project take?

The timeline is determined after the technical review. The biggest factors are the availability of a test environment, the condition of the master data, the number of documents and companies, and whether the exchange will use an API or file import.

What happens if one of the systems is temporarily unavailable?

The document and task retain a status indicating that the exchange is incomplete, rather than being marked as successfully transferred. Once the system is restored, the exchange is retried according to the defined procedure.

Contact us

Send a brief description of the ERP system, accounting software, document types, number of companies and desired synchronization frequency. You can write to us through the contact form.