Fortnox integration configuration

Fortnox integration configuration

Introduction

The integration between TimeLog and Fortnox consists of partial integrations that provide seamless cooperation between the two systems.

Description

From TimeLog to Fortnox:

  • Automatic transfer of customers
  • Automatic transfer of invoices
  • Automatic transfer of projects


From Fortnox to TimeLog:


This also takes place:

  • Update of customer information in Fortnox
  • Invoice balancing between the two systems

Fortnox
The integration brings a lot of advantages.

  • TimeLog is more suited to drawing up invoices based on time data than Fortnox. Financial analyses can be carried out in TimeLog with every available dimension (employee, project type, project category, department, etc.) incl. the financial reporting
  • Project managers can retrieve all information related to invoicing in TimeLog and therefore do not need to access Fortnox, which saves you money on licences
  • The transfer of invoices to Fortnox saves time and provides an increased quality assurance around your invoicing

You start the setup in the system administration -> Integrations & API -> Integrations.

Connection setup

Once you have added Fortnox, you need to enter the API key from Fortnox. To get the API key, you need to follow these steps in Fortnox:

  • Click your username and select Administrera användare
  • Click Lägg till integration at the bottom
  • Search for and select TimeLog
  • You then need to confirm the access by clicking Godkänn
  • This gives you the API key you need to set up the integration. Please note that you can only use this key once

Once you have entered the API key, you click Connect to establish the connection.

Once the connection is created and the integration is active, you will see two green checkmarks in this section.

Customer setup

To be able to use the integration, you must first link the customer databases in the two systems, and then you need to select how you would like to maintain your customer data. In general, we recommend you use TimeLog as master for your customer database to have as little maintenance work as possible.

Linking customer databases

To transfer invoices, the customer listed on the invoice must be available in Fortnox. Click Link customers to get started. This change the view to three tabs:

  • One match: Customer pairs which are readily recognisable
  • More matches:  Fortnox customers with several matches in TimeLog
  • No match: Fortnox customers with no matches in TimeLog


On all three tabs, it is possible to link the customer information in three ways:

  • Link and use data from Fortnox: This action links customer pairs, overwriting customer data in TimeLog with those of Fortnox. Fields left empty in Fortnox will not be overwritten in TimeLog.
  • Transfer and use data from Fortnox: This action links customer pairs, overwriting customer data in Fortnox with those of TimeLog. Fields left empty in TimeLog will not be transferred.
  • Import as a new customer in TimeLog: This action creates a new customer in TimeLog based on Fortnox data.

Once you have imported the new customers in TimeLog, we recommend that you correct your customer number series in the System administration -> General settings -> Number series, so the new customers you create in TimeLog get a customer number continuing the series from Fortnox. In this way, the customer numbers in the two systems will be the same.

Please note: To transfer customers from TimeLog to Fortnox and link customer pairs, the customer number in TimeLog must only consist of numbers, as Fortnox does not accept special characters or letters in the customer number. The customer number can be up to nine numbers.

The linking procedure depends on one of the typical scenarios below:

  1. No customer data in Fortnoxor TimeLog
  2. Customer data in Fortnox and none in TimeLog (new TimeLog customer)
  3. Customer data in TimeLog and none in Fortnox (new Fortnox customer)
  4. Customer data in TimeLog and Fortnox

The four scenarios are detailed in the following.

Scenario 1: No customer data in Fortnox or TimeLog

In this case, linking customer databases is not necessary, so you can skip this step. Customers will be created continuously in Fortnox, by linking with the TimeLog customer database or in connection with invoicing.

Scenario 2: Customer data in Fortnox and none in TimeLog

Begin by transferring the relevant Fortnox customers to TimeLog. The tabs One match and More matches will be empty, and you can skip these. All Fortnox customers are shown in the No match tab. Mark the customers you would like to create in TimeLog and select Import as new customer under Select action and click OK.

The customers are now created in TimeLog and linked to their matches in the Fortnox customer database.

Scenario 3: Customer data in TimeLog and none in Fortnox

In this case, linking customer databases is not necessary, so you can skip this step. Customers will be created continuously in Fortnox, by linking with the TimeLog customer database or in connection with invoicing.

Scenario 4: Customer data in TimeLog and Fortnox

This linking is the most time consuming, as you will need to manually link each customer pair. Luckily, the system helps you find matching customer pairs.

Please note that if you have many customers in either TimeLog or Fortnox, only the first 200 will be shown, and the list can be updated by clicking the little arrow next to the number of customers.

Once you are done linking the customers, you click Back to integration configuration to continue your setup of the integration.

Maintenance of customer databases

You have three options to choose from when it comes to the ongoing maintenance of your customer databases.

  • Is done manually on customers in TimeLog
  • Happens automatically when transferring the first invoice (recommended)
  • Creation in Fortnox and manual import via Link customers

1. Is done manually on customers in TimeLog

If you select this option, you can transfer your customer manually from TimeLog to Fortnox via the lightning on the customer card. Here you select Link customer with integration, which opens a pop-up, where you click the grey dot to make the link. The system will ask you to confirm that you would like to create the customer, and you click OK

You can remove the linking in the same way by finding the customer in question and using the lightning icon. The opens the same pop-up, where you now have the option to remove the checkmark to break the link. Afterwards, you can check the integration log to see if the action was successful.

2. Happens automatically when transferring the first invoice (recommended)

When you select this option, your new customers from TimeLog will be transferred and created automatically in Fortnox when you transfer the first invoice for the customer.

We recommend this form, as it gives you the least administration, you avoid manual maintenance and you can invoice your customers much faster.

3. Creation in Fortnox and manual import via Link customers

No matter which option you select in TimeLog, you must use the Link customers interface to import customer to TimeLog, if you create a customer in Fortnox first. If you create the customer both in TimeLog and Fortnox without linking them, you risk that the invoice is not transferred correctly or that you have duplicated customer pairs.

If you change the customer number in Fortnox, you will experience errors on the integration, when you transfer invoices the next time. Read how to solve it in our FAQ.

Importing product numbers

Start by clicking the Import product numbers link. A list of active product numbers in Fortnox are loaded, and you can mark the product numbers you would like to use in TimeLog. Select the Activate action and click OK.

Configuration of product numbers

An important element in the integration between TimeLog and Fortnox is the creation of a product number catalogue in TimeLog. Fortnox demands that each invoice line has a product number attached, which decides how the invoice line is booked in relation to the yearly books with VAT and revenue statistics. You cannot book the invoice in TimeLog, if you have not selected a product number for each invoice line, and only booked invoices can be transferred to Fortnox.

The product number setup is carried out in TimeLog and consists of the following steps:

  1. Configuring default product numbers for project work and external expenses
  2. Adding product numbers to each of TimeLog’s different data types

The integration may work despite the setup of default standard numbers not being completed. If this is the case, manually select a number for each invoice line when creating an invoice in TimeLog.

We recommend a setup of default product numbers, as you will save a lot of time in your invoicing process, when the right product number is added to the invoice lines already when they are created on the invoice draft. It is especially a big advantage, if you are many people sharing the invoicing responsibility. The setup of default product numbers strengthen the data quality in your reporting and yearly books, and you save time as you do not need to double check each other’s work.

1. Configuring default product numbers for project work and external expenses

To expedite invoicing, you can configure TimeLog to suggest product numbers for invoice lines based on the data to be invoiced. For each data type and settlement form in TimeLog, you can select a principle for default product numbers. You also have the option to select, if product numbers should be selected when invoicing, or you can select a specific product number for each data type in TimeLog.

2. Adding product numbers to each of TimeLog’s different data types

When you have selected the principles for your default product numbers, you can move on to selecting which product numbers should suggest which data. After this setup, you have different options under Actions to the right. Click e.g. Add product numbers to hourly rates. In Hourly rates, you will find a new column, Product number. Click the name of an hourly rate, or click Edit and select a product number. The same product number can be used for multiple hourly rates. If you cannot select a single product number for an hourly rate, simply omit it and select a product number on each single invoice line.

When adding a product number to the different data types, you have three options: Select when invoicing, Select dimension or one of the imported product numbers

  1. Select when invoicing: Here the product number is selected on each single invoice line when you build your invoices
  2. Select dimension: Here the selected dimension must be updated in the system administration afterwards
  3. If you select a specific product number: The product number is automatically added to invoice lines containing the data type

If you have e.g. selected Hourly rate for the data type Time & material, you need to add a product number for each of the hourly rates in the System administration -> Finance -> Hourly rates. Click the name of an hourly rate, or click Edit and select a product number. The same product number can be used for multiple hourly rates. If you cannot select a single product number for an hourly rate, simply omit it and select a product number on each single invoice line.

If you have selected Project type, Project category, Expense type or Task type, you do the product number selection in the System administration -> Finance -> Linking product numbers. Here you select the data type in the top filter, and you select a product number per unit in the list.

The same product number can be used for multiple dimension names.

Click Back to integration configuration to return and continue to the next type.

Import expenses from Fortnox

You can import expenses from to TimeLog by flagging specific Fortnox accounts. All expenses added to these accounts can be imported to TimeLog via the Import of project expenses page, and you can add them to your projects to get a total overview of your project finances. You thereby get the option to add the imported expenses to the invoice drafts in TimeLog.

Transfer projects to Fortnox

When you create a project in TimeLog, the project number can be automatically transferred to Fortnox. The project number may only consist of numbers, otherwise it cannot be transferred to Fortnox. There are no limitations to the total number of characters.

Please note: You can only use this functionality, if you have activated the project module in Fortnox. This is not a requirement to be able to use the integration.

The advantages of using the project module is that you can add the project number to your expenses in Fortnox, which will be automatically added in TimeLog when the expenses are imported via the Import of project expenses page.

Export expenses to Fortnox

You have the option to transfer the expenses your employees add in TimeLog, e.g. via our Mobile app, to Fortnox. If you enable this function, you need to decide which supplier you would like to add the expenses to. To be able to transfer the expenses, you must add the corresponding account number from Fortnox on each expense type in TimeLog. You do this in the System administration -> Time and expense registrations -> Expense types. Remember to provide access to the transfer of expenses via the role management under Employees

Configuration of product numbers

An important element in the integration between TimeLog and Fortnox is the creation of a product number catalogue in TimeLog. Fortnox demands that each invoice line has a product number attached, which decides how the invoice line is booked in relation to the yearly books with VAT and revenue statistics. You cannot book the invoice in TimeLog, if you have not selected a product number for each invoice line, and only booked invoices can be transferred to Fortnox.

The product number setup is carried out in TimeLog and consists of the following steps:

1. Configuring default product numbers for project work and external expenses
2. Adding product numbers to each of TimeLog’s different data types

The integration may work despite the setup of default standard numbers not being completed. If this is the case, manually select a number for each invoice line when creating an invoice in TimeLog.

We recommend a setup of default product numbers, as you will save a lot of time in your invoicing process, when the right product number is added to the invoice lines already when they are created on the invoice draft. It is especially a big advantage, if you are many people sharing the invoicing responsibility. The setup of default product numbers strengthen the data quality in your reporting and yearly books, and you save time as you do not need to double check each other’s work.

1. Configuring default product numbers for project work and external expenses

To expedite invoicing, you can configure TimeLog to suggest product numbers for invoice lines based on the data to be invoiced. For each data type and settlement form in TimeLog, you can select a principle for default product numbers. You also have the option to select, if product numbers should be selected when invoicing, or you can select a specific product number for each data type in TimeLog.

2. Adding product numbers to each of TimeLog’s different data types

When you have selected the principles for your default product numbers, you can move on to selecting which product numbers should suggest which data. After this setup, you have different options under Actions to the right. Click e.g. Add product numbers to hourly rates. In Hourly rates, you will find a new column, Product number. Click the name of an hourly rate, or click Edit and select a product number. The same product number can be used for multiple hourly rates. If you cannot select a single product number for an hourly rate, simply omit it and select a product number on each single invoice line.

When adding a product number to the different data types, you have three options: Select when invoicing, Select dimension or one of the imported product numbers

  • Select when invoicing: Here the product number is selected on each single invoice line when you build your invoices
  • Select dimension: Here the selected dimension must be updated in the system administration afterwards
  • If you select a specific product number: The product number is automatically added to invoice lines containing the data type

If you have e.g. selected Hourly rate for the data type Time & material, you need to add a product number for each of the hourly rates in the System administration -> Finance -> Hourly rates. Click the name of an hourly rate, or click Edit and select a product number. The same product number can be used for multiple hourly rates. If you cannot select a single product number for an hourly rate, simply omit it and select a product number on each single invoice line.

If you have selected Project type, Project category, Expense type or Task type, you do the product number selection in the System administration -> Finance -> Linking product numbers. Here you select the data type in the top filter, and you select a product number per unit in the list.

The same product number can be used for multiple dimension names.

Click Back to integration configuration to return and continue to the next type.

Import expenses from Fortnox

You can import expenses from Fortnox to TimeLog by flagging specific Fortnox accounts. All expenses added to these accounts can be imported to TimeLog via the Import of project expenses page, and you can add them to your projects to get a total overview of your project finances. You thereby get the option to add the imported expenses to the invoice drafts in TimeLog.

Transfer projects to Fortnox

When you create a project in TimeLog, the project number and project manager can be automatically transferred to Fortnox.

Please note: You can only use this functionality, if you have activated the project module in Fortnox. This is not a requirement to be able to use the integration.

The advantages of using the project module is that you can add the project number to your expenses in Fortnox, which will be automatically added in TimeLog when the expenses are imported via the Import of project expenses page.

Export expenses to Fortnox

You have the option to transfer the expenses your employees add in TimeLog, e.g. via our Mobile app, to Fortnox. If you enable this function, you need to decide which journal you would like to add the expenses to. To be able to transfer the expenses, you must add the corresponding account number from Fortnox on each expense type in TimeLog. You do this in the System administration -> Time and expense registrations -> Expense types. Remember to provide access to the transfer of expenses via the role management under Employees

Confirm integration setup

You complete the setup by confirming you have been through and completed all steps in the setup. See it as a checklist to make sure you have done everything. In particular, lacking configurations in linking customers may result in TimeLog creating customers in Fortnox which are already there.

Mark the checkboxes, click Activate and the integration is completed.

Special remarks

You can transfer text lines without product numbers on your invoices from TimeLog to Fortnox.

Last updated 18 Feb 2020

Technical questions?

We have gathered all the technical documentation, so you can see which fields in TimeLog match which fields in Fortnox, and which information we send automatically to Fortnox.

Read more here!