The Procountor connection lets you synchronize customers, import products and people, and create sales invoices from tasks and travel invoices from travel expenses. These instructions primarily apply to the Procountor (New) connection. The settings on the old Procountor form are separate: before setting up the connection, confirm which connection has been agreed for your organization.
Setting up the connection
You need administrator permissions, the Procountor feature enabled for your organization, and credentials for the correct Procountor environment. If the connection is not visible, contact your Spotilla representative about enabling it. See also prerequisites for setting up an integration.
- In the browser, open Settings → Integrations → Procountor (New).
- Open the connection's Authentication tab. Under Environment, select either Production or Sandbox, depending on which environment your credentials belong to. The default is Production.
- Enter the API Key, Client ID and Client Secret. Select Save on the form.
- On the same tab, select Test Connection. The test checks the saved credentials. A successful test does not yet confirm that any customer, product, person or invoice has been transferred.
If you receive a notification that authentication is blocked, check the credentials on the Authentication tab, save them again and test the connection. Missing credentials or blocked authentication prevent a manually started transfer.
Transfer settings, previews and starting transfers
Open the connection's Settings tab. Open the section you want by clicking its heading. Each transfer function has its own In use selection. Configure the other settings in the section and save your changes using the Save button below the sections on the tab.
The saved In use selection is also required for an actual transfer started manually. Simply pressing the transfer button may add a job to the queue, but processing is skipped if the function is not enabled in the saved settings.
The Test… button in each section starts a preview in the background. Wait for it to finish and open View Results in the same section. The preview helps identify the data to be created, linked, updated or skipped, as well as any missing information, before the actual transfer. It does not perform the actual transfer.
| Section on the Settings tab | Starting an actual transfer manually | Automatic processing |
|---|---|---|
| Customer Sync | Perform Full Customer Sync | The target interval is 30 minutes when the function is enabled. |
| Product Sync | Perform Full Product Sync | Start the transfer manually; no automatic transfer interval has been confirmed. |
| User Sync | Perform Full User Sync | Start the transfer manually; no automatic transfer interval has been confirmed. |
| Task Invoice Sync | Perform Full Task Invoice Sync | Start the transfer manually; no automatic transfer interval has been confirmed. |
| Travel Expense Invoice Sync | Perform Full Travel Expense Invoice Sync | Queued at 01:00 in the organization's time zone when the function is enabled. |
The customer transfer scheduler checks whether a transfer is needed every ten minutes. The target interval and the queuing of travel expenses at 01:00 do not indicate an exact completion time: processing takes place in the background.
The success notification for a manual start means that the job has been added to the queue. Starting the same function manually again is prevented while it is already queued or running. Wait for it to finish; this restriction does not mean that all the different transfer functions block one another.
Synchronizing customers
In the Customer Sync section, select Root collection for customer sync. The selected folder must exist for the transfer to work. You can also select Device card for new customers, which is used when creating new customer folders.
The transfer processes customers in both directions. Active customers in Procountor are imported into Spotilla, and visible customers in Spotilla are exported to Procountor. Missing customers are created and existing customers are linked by customer number. The root folder determines the location of customer folders; it does not restrict exports to customers in that folder.
Customer details, addresses and billing information may be updated. Imports are processed before exports, so a linked customer's information may be updated in Spotilla from Procountor before being exported. Do not assume that a change made in Spotilla will always overwrite the information in Procountor.
The transfer also creates or links the customer's folder. The name and location of a linked folder may be updated; changing the root folder may move it under the new root folder.
Select Test Customer Sync in the section and check the results. The Direction column distinguishes imports from exports. Pay particular attention to customer numbers and planned changes. If needed, start Perform Full Customer Sync. Check the links using the section's Customer Mapping Overview button.
Importing products
The Product Sync section imports active sales products from Procountor into Spotilla. The transfer direction implemented for the new connection is from Procountor to Spotilla, even though the section's tooltip may describe an export.
The product's Procountor ID is saved as its product code in Spotilla. On the first transfer, an existing Spotilla product is linked if its code matches this ID. A matching product name alone does not establish a link.
For new products, the name, code, price and unit are imported. The Procountor price is saved as both the price and the sales price in Spotilla. These details may be updated for linked products in subsequent transfers. A product category corresponding to the Procountor product group is linked or created by name; the default category for a new product is Procountor if no suitable group is found. The import does not import the product's VAT percentage, so check it separately before invoicing tasks.
Select Test Product Sync in the section, check the results and start Perform Full Product Sync. Check the mappings using the Product Mapping Overview button.
Importing and linking people
The User Sync section imports people from Procountor into Spotilla. Each person must have a name and a valid email address of no more than 50 characters. The transfer links the person to an existing Spotilla account by email address or creates a new user account. Email addresses are matched regardless of letter case or surrounding spaces.
Multiple valid email matches, conflicting person numbers, protected accounts and accounts already linked to another Procountor person are skipped. A missing person number on an existing account may be filled in when linking it. For a new account, the name, email address and any available phone and person number details are imported. A person who has already been linked is skipped on subsequent runs; the function does not update all of their user details again.
Select Test User Sync in the section and use View Results to check the people to be created, linked or skipped. Searching for and linking existing Spotilla accounts is limited to the accounts your permissions allow you to access. Start Perform Full User Sync and check the links using the User Mapping Overview button.
To transfer travel expenses, the expense's user must be linked to a person in Procountor. A matching name or email address alone is not sufficient until the link has been established.
Transferring tasks as sales invoices
The Task Invoice Sync section creates a sales invoice in Procountor from a completed task that meets the filters and has not already been linked to a Procountor invoice. The task's customer must be found in the folder of the task's Spot and must be linked to Procountor.
Filtering the data
In the section's task filters, set Task Templates, Task Categories, Task Forms and Customer Groups as needed. All specified criteria within a single filter group must be met. For options in the same field, one match is sufficient; for categories, one shared category is sufficient. If you use several filter groups, the task only needs to meet one of them.
An empty criterion does not restrict the data. Without active filters, all completed tasks that otherwise qualify for transfer are processed. A completely empty filter group may also let all tasks through. The transfer is not limited to tasks that have just been completed or to the initiating user's own tasks.
Invoice details and amounts
Check the section's Default VAT%, Payment term (days) and Bank account (IBAN). If no default VAT is specified, 25.5% is used; if no payment term is specified, 14 days is used. The due date is calculated from the transfer date in the organization's time zone. The invoice date is the task's completion date or, if that is missing, the transfer date.
Invoice rows are generated from the task's product rows. Time entries do not generate separate invoice rows, and no substitute invoice row is created for a task without product rows. The quantity is the quantity on the task's product row, and it must be positive. The row's unit is a piece.
The product's positive sales price is used as the unit price. If it has none, its positive price is used; if neither is available, the price is €1. Check prices before transferring. Prices are treated as excluding VAT, and no discount is added to the rows. The product's own VAT percentage, including 0%, takes precedence. The connection's default VAT is used only if the product's VAT percentage is missing.
The product's Procountor mapping is attached to the invoice row if it exists; a missing mapping alone does not prevent the row from being transferred. The product row's description is transferred as an invoice row comment, up to 512 characters. The task's title, asset and comments may be included in the invoice's additional information.
Check the customer's name and the street, postal code and city of the billing address. Missing parts of the billing address are filled in from the customer's regular address. E-invoicing is the preferred invoicing channel if the operator, e-invoice address and Business ID are valid. Otherwise, the billing email address is used if it is filled in, with post as the last option. E-invoicing also requires the customer's regular address. Check the channel in the preview.
Select Test Task Invoice Sync in the section and check the results before selecting Perform Full Task Invoice Sync. The invoice is created in Procountor as unfinished. A successful transfer saves the link between the task and the invoice; a task that is already linked is skipped in a normal full transfer. A later change in Spotilla therefore does not update this invoice again. Check the link using the section's Task Invoice Mapping Overview button and check further processing of the invoice in Procountor.
Transferring travel expenses as travel invoices
Travel Expense Invoice Sync creates a separate travel invoice in Procountor for each eligible travel expense. The transfer can process expenses related to completed or unfinished tasks and service requests, as well as separate personal travel expenses. Completion of the work is not a condition for accepting the transfer.
Enable the section's In use setting and save. The section has no bank account field, and the transfer does not pass any IBAN previously saved in this section to the travel invoice's payment details. Check the person's details needed for payment in Procountor. The payment term, IBAN and default VAT for task invoices do not determine the invoice details for travel expenses.
A travel expense can be transferred when:
- it has a user who is linked to a person in Procountor and whose name is filled in,
- the start and end dates are filled in,
- the saved total amount is greater than zero; if the total amount is missing, the mileage reimbursement amount is checked,
- the mileage reimbursement or daily allowance produces at least one valid, positive invoice row,
- it has not already been linked to a Procountor travel invoice.
On Android and iOS, you can select Log to personal remuneration on the task or service request's Add Trip and Allowance Costs form. A separate personal travel expense can also be transferred. Saving on mobile saves the expense in Spotilla; it does not itself start a Procountor transfer. See recording travel expenses and daily allowances.
How is the invoice amount calculated?
The transfer uses the mileage reimbursement and daily allowance amounts saved for the travel expense. It does not recalculate reimbursements using Procountor's prices. The total amount of the entry in Spotilla consists of the mileage reimbursement and daily allowance.
- Mileage reimbursement: a positive reimbursement amount creates a separate row. When the distance is greater than zero, the row's quantity is the number of kilometres and the unit price is the reimbursement amount divided by the kilometres. If a positive reimbursement has no positive distance, it is transferred as one piece.
- Daily allowance: a positive daily allowance amount creates a separate row as one piece. The row's price is the daily allowance amount for the entire entry, not the allowance for a single day.
No row is created for a zero or negative component. Both rows have 0% VAT. The mileage row's unit price is rounded to six decimal places and its quantity to two; prices for rows in pieces are rounded to two decimal places. A quantity or price that rounds to zero prevents the invoice row from being accepted. The total of the invoice rows in the preview is rounded to two decimal places. Rounding may cause a small difference between the entry's total and the total of the invoice rows.
For example, an entry with 100 km, a saved mileage reimbursement of €55 and a daily allowance of €24 produces two rows: 100 km × €0.55 and 1 piece × €24. The invoice rows total €79. The example amounts do not define your organization's reimbursement rates.
The trip's start and end times in the organization's time zone, route and reason for the trip are also transferred to the invoice. The invoice date is the trip's end date in the organization's time zone. The due date is calculated from the transfer date; without a separately specified payment term for travel expenses, it is the transfer date. The payment term cannot be set using this section's current fields. The invoice is created in euros without being sent automatically.
Previewing, transferring and making corrections
- Save the settings in the Travel Expense Invoice Sync section on the Settings tab.
- Select Test Travel Expense Invoice Sync in the same section. The preview does not create travel invoices.
- Wait for it to finish and open View Results. Check the travel expenses, person mapping, number and total of invoice rows, and the reasons for skipped or invalid entries.
- Correct missing information or the person's link. If needed, start Perform Full Travel Expense Invoice Sync.
- Check the completed transfer's log and links using the section's Travel Expense Invoice Mapping Overview button, and check the travel invoices in Procountor.
The preview and manually started transfer process travel expenses within the scope of your permissions. The automatic transfer at 01:00 processes eligible travel expenses for the active organization without the initiating user's personal permission restrictions.
The travel expense transfer has neither the task invoice filters nor a separate date filter: both manually started and scheduled transfers may also process older expenses that have not been transferred. The In use selection therefore does not apply only to expenses recorded after it was selected.
Would sync means that the entry passed the preview checks. It does not yet confirm that Procountor has accepted the invoice. Already synced means that a link to a Procountor travel invoice has been saved for the travel expense. A missing person link, amount or date results in the entry being skipped; incomplete invoice rows or other invoice details may cause an error.
A successful transfer saves the link between the travel expense and the Procountor invoice. It does not mark the related task or service request as completed. An expense that has already been transferred is not sent or updated again by this function, even if you change its details in Spotilla. In that case, also check what corrections are needed on the Procountor invoice.
Verifying the result and the old connection
Open the new connection's Integration Logs tab and check the result of the completed transfer, as well as errors and skipped items for individual records. A job start entry alone does not indicate success. Also verify the resulting link in the section's mapping overview and check the correct customer, product, person or invoice in the receiving system. If you opened the log before the job finished, reload the view to see the new entries.
A transfer may succeed partially. Correct the issues reported in the log or preview and check the data already created before starting it again. Clearing the In use selection prevents actual processing by that function, but does not undo completed transfers or delete created data.
The old Procountor connection form includes Procountor Bank Account, Procountor Product group ID for Spotilla Products, Products from Procountor and Products to Procountor. Its transfer direction selections are separate from the new connection's settings. Do not apply the new connection's buttons or schedules to the old form's operation.