Accounting integration services
Accounting software integration services
An accounting integration changes how your bookkeeper works. Instead of typing invoices in, they review what arrived, fix exceptions and reconcile. The service around the integration should support that change: choosing between an existing connector and a custom build, cutting over from manual entry without posting anything twice, giving the bookkeeper a clear list of problems, and keeping the connection working through software updates, new products and year end.
This page explains what to expect from an accounting integration service, alongside the planning guidance on the main accounting integration page.
Illustrative diagram
Accounting integration
- Approach
- Connector review
- Custom where needed
- Cut-over
- Agreed date
- Parallel check
- Bookkeeper
- Exceptions list
- Training
- Support
- API changes
- Year-end checks
Existing connector or custom integration?
Use an existing connector
Suits you when
- Your systems are popular and a maintained connector exists
- Its posting options match your mapping
- Volumes fit its limits
Watch out for
- Subscription cost over time
- Mapping options may be limited
- Check how it handles fees and refunds
Build a custom integration
Suits you when
- No connector covers your system
- Mapping or summaries need custom rules
- Several systems feed the books
Watch out for
- Maintenance when either API changes
- Needs monitoring and an owner
Who authorises the connection
Accounting platforms typically let an integration connect after a user with suitable rights in your organisation approves access. That approval should be given by someone in your business, ideally with a dedicated role, so the connection does not break when a contractor's account is removed. Keep a record of which integrations are connected, what access each has and who approved it, and remove connections that are no longer used.
If your accountant also connects tools to the same organisation, agree which integration posts which records.
Cutting over from manual entry
Pick a date
Usually the start of a VAT period or month.
Output: Cut-over date
Stop manual posting
Staff stop entering the records the integration will post.
Output: One source only
Run in parallel
Postings checked against the source for the first period.
Output: Verified entries
Reconcile
Bank, clearing and VAT totals compared.
Output: Matching figures
Sign off
Bookkeeper or accountant confirms the process.
Output: Live integration
Exceptions your bookkeeper should see
Unmapped item
A new product or service with no account or tax code yet.
Locked period
A correction dated in a period already filed.
Uncertain contact
A customer that may match an existing contact.
Reconciliation gap
A payout that does not match posted payments and fees.
A workflow for the bookkeeper
Give the bookkeeper one place to see what was posted, what failed and why, with a way to retry after fixing the cause. A short daily or weekly summary by email is often enough. Train them on the mapping table, the clearing account and what to do when something new appears, so they are not dependent on the developer for routine problems.
Keeping it working
Accounting platforms and source systems update their APIs, add fields and retire old versions. New products, price lists and tax treatments need mapping. A support arrangement should cover monitoring failures, updating the integration for API changes and adding mappings on request, with an agreed response time when postings stop. Plan a check before each VAT return and year end so problems are found while there is time to fix them.
Example: a booking system and a shop
Illustrative example — not a client case study
Situation: A business takes bookings through one system and sells products online through another, with a bookkeeper typing both into the accounts each week.
- A maintained connector is used for the shop, after its fee and refund handling is tested.
- A small custom integration posts daily booking summaries, because no connector supports the booking system.
- Both post payments to clearing accounts, so each payout reconciles in one line.
What this shows: The bookkeeper's weekly typing was replaced by reviewing a short exceptions list. This example is illustrative.
What you should receive
Documents
- The agreed mapping table
- A description of what is posted and when
- Cut-over date and parallel-run results
Access
- Connection approved by your staff
- Credentials stored in your accounts
- List of connected integrations
Operations
- Exceptions list or summary email
- Retry instructions
- Support contact and response times
Changing accounting software later
If you move to different accounting software, the integration's mapping table and event list make the change easier: the same decisions are applied to the new platform rather than rediscovered. Plan the switch at a period end, run both briefly if your accountant advises it and disconnect the old integration once the new one is confirmed.
Historic records
Decide with your accountant whether earlier records should be imported or left as they are. Importing history through the integration is rarely needed when opening balances are already correct.
Questions about accounting software integration services
Should we use a ready-made connector?
If a maintained one covers your systems and mapping, it is often the simplest option.
Who should authorise the connection?
Someone in your business with suitable rights, ideally using a dedicated role.
How do we avoid posting twice?
Set a cut-over date and stop manual entry of the integrated records from then.
What does our bookkeeper see?
Posted records, failures with reasons and a way to retry.
What support is needed after launch?
Monitoring, API updates, new mappings and checks before VAT returns and year end.
Can our accountant be involved?
They should be: they sign off the mapping and the cut-over.
Request a Custom Quote
Ask about Accounting software integration services
Thank you — your enquiry has been sent.
We have received your message and will reply by email. If you need to add anything, email info@letgetgrow.com.