Please read the instructions below in their entirety. Skipping a step can lead to an incomplete connection configuration with your accounting software.
The instructions below can be technical in nature. Take them up if necessary with your IT partner.
1. What is Synqup?
Synqup is a Windows service that works in the background on your server. The service fetches your customers' invoices in digital format from Billtobox and places them on the server at a location of your choice.
2. Configuring Synqup
2.1 Location of the invoices
Decide with your IT partner where the Synqup service should place the invoices on the server. This location is the access path through which the accounting software will fetch and import the invoices.
It is likely that you or your IT partner already know this location. For instance:
C:\Winbooks\Data\filenumber\inbound
C:\adsolutclient\UBLDocs\filenumber\outbound
It is of course also possible to define a new location. You choose where to receive the invoices. For instance:
C:\Billtobox Synqup\companyname_VATnumber\inbound
D:\Facturen Billtobox\companyname_VATnumber\outbound
Note: the Synqup service cannot write invoices on virtual discs. You must find the main location on the server on which Synqup will be installed. You can recognize a virtual disc via a disc letter other than C: or D:. For instance:
K:\Winbooks\Data\filenumber\inbound
V:\UBLDocs\filenumber\outbound
2.2 Connecting to Synqup Authenticator
After installing Synqup on the server, your IT partner will need your console credentials or you will need to log in to the Synqup authenticator on the server. The login must be made with a manager account on the console.
2.2 Configuring and installing Synqup
1. For the accountant: Synqup configuration in the console
Click here to configure Synqup in the Console.
2. For the IT partner: installation of the Windows Synqup service
Click here to install Synqup on the server.
When Synqup is configured in the console (1.) and also installed on the server (2.), the link is fully configured.
3. Importing invoices in the accounting software
The Windows Synqup service delivers invoices on the server. Ask your accounting software provider how you can automatically import invoices into your folders.
4. The status of invoices on Billtobox
When you have linked your own file or customer's files with the accounting software, the invoices will be selected from Billtobox and placed on the server.
When customers archive invoices in Billtobox, invoices receive one of the following three statutes:
To fetch: the invoices have not yet been recovered by the server.
Error: the server tried to recover the documents but failed.
Forwarded: the server recovered the invoices and placed them on the server. They are ready to be imported into the accounting software.
The status "Forwarded" is the final status and ensures that the customer's invoices have been delivered to the accountant.
Invoices are then also available in Windows Explorer on the server, ready to be processed by your accounting software:
If the invoices are not fetched or are in error status, please contact support@billtobox.com and send us the log files.
5. What about entrepreneurs?
Does your customer book invoices himself? Read this article.
6. Documents that aren't invoices
Your customers can upload documents that aren't invoices via the Doc Center in Billtobox. More information here.