Procountor Integration

Overview

Willba integrates with Procountor so that sales, invoices and payments flow into financial management automatically, without re-entering the data in Procountor.

The integration requires that Procountor is already in use and that the bookkeeper maintains the Procountor environment (chart of accounts, products, dimensions). The only thing that needs to be provided to Willba is a Procountor API key — everything else is configuration set up together during onboarding.

What the Integration Does

• Invoices created in Willba are transferred to Procountor automatically
• Customer information for invoiced customers is carried along with the invoices
• Payments registered in Procountor are synchronized back to Willba, keeping invoice statuses up to date
• Vouchers can be compiled from sales when transaction volumes are high
• Dimensions (departments, projects, etc.) are carried along, so reporting stays rich in both systems

Transfer Modes

The transfer mode controls how paid sales invoices reach Procountor — invoices that are already settled and will not wait for any payment in Procountor (for example paid at the point of sale or online). The mode is set per site and agreed together during onboarding.

note

Invoices awaiting payment always transfer individually. An invoice that still expects a payment (accounts receivable) is always sent as its own sales invoice in Procountor, regardless of the transfer mode below. This keeps per-customer, per-invoice visibility for accounts-receivable follow-up and aging; the payment is later registered in Procountor and synced back to Willba.

Per-invoice transfer

Each paid sales invoice becomes one sales invoice in Procountor, marked as paid. Choose this when you want every invoice visible individually in Procountor.

Procountor always assigns its own invoice number to each transferred invoice. The original Willba invoice number is preserved in Procountor's original invoice number field, so every invoice can still be traced back to Willba.

Grouped voucher transfer

Instead of one invoice each, the paid sales invoices of a day are combined into a single voucher that is transferred to Procountor. This fits situations where invoices are numerous and individually small in value — for example high-volume point-of-sale or online sales — where posting each invoice separately adds bookkeeping cost without adding value.

Each combined voucher carries its own voucher number, drawn from a number series in Willba and shown in the voucher's header in Procountor (as Myynnit Willbasta <date> <number>). To use grouped voucher transfer, this voucher number series must be set up in Willba during onboarding. A single series can be shared across everything, or split by seller company, payment type or site if separate numbering is preferred.

What You Need to Provide

Procountor API Key

The integration authenticates to your Procountor environment with an API key. This is the one step that happens on your side:

1. Your bookkeeper (or whoever administers your Procountor environment) creates an API key in Procountor for the company that Willba should post to.
2. Send that key to your Willba contact through a secure channel.
3. The Willba team activates the connection.

If you operate several companies, each company has its own Procountor environment and therefore its own API key.

note

Treat the API key like a password. Always deliver it through a secure channel agreed with your Willba contact, never in plain email or chat.

Setting Up the Accounting Data

The key idea: matching setup on both sides

Willba keeps its own copy of your chart of accounts, entered during setup to match the actual accounts in your Procountor environment. You then tag each product with the references it should carry: its sales account, accounting product code, VAT code and dimensions. When an invoice transfers, Willba sends those references to Procountor.

For this to work, the accounts and dimensions must exist in Procountor exactly as configured in Willba. If a referenced account or dimension is missing on the Procountor side, the transfer fails until the two match — so it's important to set the accounts according to your real Procountor chart of accounts when the environment is configured. Your bookkeeper maintains the Procountor side.

This accounting data is admin-level configuration, set up together with your Willba onboarding team — not something handled in day-to-day sales work.

How a sale is booked

Each product carries a chain of references that decides how its sale is recorded:

Product
  ├─ Accounting group → sales account + accounting product code
  ├─ VAT rate (%)     + VAT code (numeric status)
  └─ Dimensions (fixed on product, or chosen on the sale)

Per company: invoice & advance receivables accounts  (+ marginal account if used)

The building blocks below make up that chain.

Accounts (your chart of accounts in Willba)

The Accounts list mirrors the general-ledger accounts that exist in Procountor. Each account has:

• a code — the account number (e.g. 3000),
• a description, and
• the companies allowed to use it.

These numbers must match accounts that exist in Procountor; Willba only references them.

Accounting groups

Products are organised into accounting groups. A group holds one or more date-valid rules (valid from / valid to), and each rule sets:

• the sales account (chosen from the Accounts list), and
• the accounting product code sent to Procountor.

Each product is linked to exactly one accounting group. The rule whose date range covers the invoice date decides the account and product code. Date validity lets an account change from a given date without editing every product — and routing a product to a different account means moving it to a different group.

VAT rate and VAT code

Each VAT rate record holds two things, and both are required for transfer:

• the rate — the percentage (e.g. 25.5 %, 13.5 %, 0 %), and
• a per-company VAT code — the VAT status sent to Procountor. Use the same VAT codes your Procountor environment uses. Procountor shows them in its UI as vat_1, vat_2, and so on; you can enter the code either in that vat_1 form or as the plain number (1).

A product references a VAT rate. A product whose VAT code is missing or doesn't resolve to a number cannot be transferred. Rates used for the margin scheme are flagged as marginal.

Margin scheme (travel agency services)

The integration supports the margin taxation scheme for travel agency services (Finnish VAT Act, section 80). When a product's VAT rate is flagged as marginal, the invoice transfers to Procountor with the statutory notation "Margin Scheme - Travel Agents" and the margin tax base, and the sale is posted to a separate marginal sales account (configured under Company settings). This makes VAT apply to the margin rather than the full sales price, as the scheme requires.

Dimensions

Dimensions (e.g. Department, Project, Cost centre) are defined once, each with a set of labels (the concrete values, e.g. Hotel, Restaurant). Dimensions and labels carry a bookkeeping code used in the transfer. A dimension reaches an invoice in one of two ways:

• Fixed on a product — applied automatically whenever the product is sold, or
• Chosen on the sale — applied to the whole sale.

When both are present, the product's fixed dimension wins. Any dimension you use must also exist in Procountor so it can be matched there.

Company settings

Configured per seller company:

• an invoice receivables account,
• an advance receivables account, and
• for the margin scheme, a marginal sales account and matching product code.

Customer-level receivables overrides take precedence over the company default for that customer.

Transfer date limits

Invoices and vouchers are only transferred from a configured start date onward, and a company can have an active invoice date range. Together these keep Willba from posting entries into periods your accountant has already closed.

Making a product transfer-ready

A product transfers cleanly when it has all of:

• an accounting group (→ sales account + product code),
• a VAT rate with a per-company VAT code, and
• any dimensions it needs — each existing in Procountor.

Example. A "Hotel night" product is linked to the Accommodation accounting group, whose active rule points to sales account 3000 and product code 3000. Its VAT rate is 13.5 % with company VAT code vat_1 (domestic sales), and it has a fixed dimension Department = Hotel. On transfer, Willba sends these references to Procountor. As long as account 3000 and the Hotel dimension exist in Procountor, the row books correctly. If, say, account 3000 were missing on the Procountor side, this invoice would fail until it is added there.

Payment Synchronization

Payments are read from Procountor on a schedule and mirrored back onto the matching Willba invoices, so an invoice marked paid in Procountor shows as paid in Willba. Procountor is the source of truth for payment events. Transfers run automatically at regular intervals once the integration is active.

Troubleshooting

Symptom	Likely cause	What to do
An invoice didn't transfer	Missing/invalid VAT code, unknown account, or a dimension not present in Procountor	Check the product's VAT code, accounting group, and that its dimensions exist in Procountor
Payment status not updating in Willba	Payment not yet registered in Procountor, or sync interval not elapsed	Confirm the payment exists in Procountor; allow time for the next sync
Nothing transfers at all	API key not yet provided or activated	Confirm the API key was delivered and the Willba team activated the connection

info

If something looks wrong and you can't resolve it from the table above, contact your Willba support team. Please include the affected invoice number and date.