Connecting your accounting package to Billtobox with Synqup

If you're an entrepreneur using third-party software (accounting package, online storage, etc.) that can import documents from specific folders (located on your computer or a server), Synqup is the perfect solution for you.

Synqup is a tool that synchronizes your Billtobox documents with your accounting package. The synchronization works as follows: Synqup runs in the background of your server to automatically upload your Billtobox documents to a designated folder that your accounting package uses to import documents.

Here's how to set up Synqup:

1. Activate Synqup in your Billtobox account

Before being able to synchronize with your accounting package, Synqup needs to know where to send the documents. The first step is to activate Synqup in your Billtobox account and to indicate where to send the documents.

• Go to Apps.
  
• Under Accounting app, click on Activate.
  
• Toggle on Synqup and click Next.
  
  
  
• On the next screen:
  1. Toggle on I am a self-booker.
  2. Select the format in which the e-invoices will be delivered.
  3. Type your accounting package's name then click on Create accounting package.
     Some fields appear below where you'll be able to set up Synqup.
  4. (Optional) provide the accounting file ID (dossier ID).
  5. Toggle on to set up a single path where both outbound and inbound documents will be stored. Toggle off to use separate paths.
  6. Enter the path where invoices (outbound, inbound, or both, depending on the setting chosen in the previous step) will be placed. Please see the notes below for more information.
  7. After entering a path with variables, a preview of the full path will be shown here.
  8. Enter the path where bank statements will be placed. Please see the notes below for more information.
  9. After entering a path with variables, a preview of the full path will be shown here.

  

  Notes:
  

  • You need to decide with your IT partner where the documents are on the server. This location is the access path through which the accounting package will fetch and import the invoices. It is likely that you or your IT partner already know this location. For instance:

    C:\Winbooks\Data\[enterprise_identifier]\inbound
    C:\adsolutclient\UBLDocs\[enterprise_identifier]\outbound
    
    

  • You can use variables to set up dynamic paths. Three variables are available:
    • [enterprise_name] = the name of your company
    • [enterprise_identifier] = the VAT number of your company
    • [accounting_file_id] = the number or ID of your file
    
    

  • The Synqup service cannot write invoices on virtual discs. You must find the main location on the server on which Synqup will be installed.
    
    
• Click on Next then Finish.

2. Install Synqup on your server

Synqup needs to be installed on your server. The information below is only intended for Windows installations.

Before the installation

• Sufficient user rights on Windows, so Synqup can write in the folder where files must be transferred
• Sufficient access to the firewall. Synqup uses the following access points:
  • https://storage.googleapis.com/*
  • *.unifiedpost.com
  • *.rollbar.com
  • https://github.com/AdoptOpenJDK/*`

Synqup performs calls to an HTTPS endpoint (= FQDNS). Therefore, the standard port for https traffic must be open (443).

Installation

• Download the installation file.
• Run the .exe file to launch the installation wizard. We recommend to:
  • Install Synqup in the default installation folder.
  • Create a shortcut. This is the Synqup authenticator and you will still need it after installation.
• After going through all the steps in the installation wizard, Synqup is installed. After a few seconds, the application will open a window to configure Synqup (if nothing happens, click on the shortcut created during installation to open the Synqup authenticator).
• Once the window is open, select your country then click on Next.
• Click on Log in. A browser window opens, log in with your credentials.

Frequently asked questions

How do I update Synqup?

When a new version of Synqup is available, it will try to update automatically. To make sure the auto-update works properly, check the following settings:

• The user launching the Synqup service must
   
  •  
    • have writing rights on Windows's TEMP folder (generally located in "C:\WINDOWS\TEMP")
    • have writing rights on Synqup's folder (generally located in "C:\Program Files (x86)\Synqup"
    • have sufficient rights to extract zip files
• The firewall must authorize all files from the following URL: https://s3.eu-west-1.amazonaws.com/onea.downloads/synqup/production/*

If that does not work, you can update Synqup manually by downloading the latest version here.

How do I migrate Synqup to a new server?

Simply delete Synqup from the old server and install it on the new server.

The uninstallation can be done via the unins000.exe file in the installation folder, located by default in C:\Program Files (x86)\Synqup .

The access path to which the invoices will arrive on the new server remains unchanged. 

Do you wish to change this location? Please contact us at support@billtobox.com before installing on the new server.

I'm having trouble, how do I get help?

Get your log files and send them to us with your questions at support@billtobox.com.