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Bookkeeping and Financial Management

Overview​

Willba seamlessly connects with your existing financial management software to handle accounting, sales ledger, and electronic invoicing needs. This integration ensures information flows smoothly between systems, keeping your data consistent and up-to-date.

Currently, Willba supports integrations with:

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Additional financial system integrations can be implemented upon request. If you use a different accounting system, please contact us to discuss integration possibilities.

These connections enable:

  • Transfer of invoices and customer information
  • Transfer of paid invoices as vouchers
  • Payment status updates also in Willba
  • Reporting for operations

Bookkeeping report

How Willba Works With Your Financial System​

Customer Information​

  • Willba maintains your customer data
  • When customers make purchases, their information is automatically moved to your financial system along with invoices
  • You only need to maintain customer data in Willba

Invoices and Payments​

  • Sales invoices created in Willba are automatically sent to your financial system
  • Payments received in your financial system are synchronized back to Willba, keeping invoice statuses up to date
  • Credit notes include references to original invoices (in Wintime via original invoice number, in Netvisor with automatic matching)

Better Reporting​

Willba excels at providing sales and operational insights, while your financial system handles accounting details. Together, they give you a complete picture of your business performance.

Setting Up Your Integration​

Accounting Structure​

To begin your integration setup, you'll need to map your financial structure in Willba:

  • Link your financial system's chart of accounts to Willba's accounting groups
  • Set up VAT rates that correspond to your accounting VAT codes
  • Create business dimensions that will flow through to your bookkeeping system

This foundation creates a bridge between your sales operations and financial reporting, ensuring accurate data transfer.

Product Configuration​

In Willba, each product carries important financial information:

  • Products are assigned to accounting groups that determine both the sales account and product code in your financial system
  • Each product includes a VAT rate that links to the appropriate accounting VAT code
  • Optional fixed dimensions can be added to products, which will override any dimensions applied during sales

This structured approach ensures consistent financial categorization across all your transactions.

Sales Dimensions​

Track your business performance with customized dimensions:

  • Apply dimensions to sales transactions based on your business needs (departments, projects, etc.)
  • All bookkeeping-relevant dimensions are automatically included in invoice and voucher data
  • Product-level dimensions take precedence when both are present
  • Dimension data provides rich analysis capabilities in both Willba and your financial system

Company-Specific Settings​

Configure financial settings for each seller company in your organization:

  • Set up company-specific invoice receivables accounts
  • Define separate advance receivables accounts for each company
  • Lock accounting periods to prevent creating invoices with dates in closed financial periods

These company-level settings ensure the accounting data is correct in your financial system.

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E-invoicing services like Maventa connect directly to your financial system. When invoices are transferred from Willba to your bookkeeping software, e-invoicing capabilities become available through these connections.

Netvisor Integration Details​

Willba connects with Netvisor through its API:

  • Customer data for invoiced customers is transferred to Netvisor
  • Invoices are sent to Netvisor automatically
  • Payment statuses are synchronized between systems
  • Vouchers are created from paid invoices

The integration runs on scheduled intervals:

  • Invoices and payment updates typically run every few minutes
  • Vouchers from paid invoices are collected and transferred daily

Setting up requires configuring API credentials and mapping your accounting structure.

Wintime Integration Details​

Willba connects with Wintime through a scheduled file transfer process:

  • Information is packaged into files at regular intervals
  • Files are automatically transferred to your Wintime system
  • Wintime processes the information
  • Payment updates flow back to Willba

The Wintime integration includes Wintime-specific settings for language codes, quantity units, interest rates, voucher types, and voucher texts.

Getting Started​

Your Willba implementation team will guide you through setting up the integration with your existing financial system. The process is designed to work with your current setup while ensuring all financial data flows correctly between systems.

The integration is fully automated once configured, allowing your team to focus on business operations rather than manual data entry or reconciliation.