Accounting

Connect Your Accounting Software

Table of Contents 1. Introduction 2. Supported accounting platforms 3. Setting up integration 1. Configuration overview 2. Setting default account 3. Mapping tax rates 4. Setting default invoice status 4. Import and sync 1. Customers 1. Initial import 2. Ongoing synchronization 2. Invoices 1. Overview 2. Handling updates 5. FAQs 1. What if my integration fails? 2. How often does data sync? 3. Invoice is not getting synced to accounting software, how can I get more details? 4. How do I resolve invoice not getting synced issues? 1. Invoice sync skipped 2. Account id not a valid one for this document 1. Introduction Welcome to Cone's Accounting Integration Guide. Integrating Cone with your preferred accounting software streamlines your workflow by automating the synchronization of customer data and invoices. This seamless link not only saves you valuable time but also reduces manual entry errors, ensuring your financial records are always up to date 2.Supported accounting platforms Cone proudly supports integration with the below accounting platforms. Learn how to set them up below: - Setup Xero - Setup QuickBooks 3.Setting up integration 3.a Configuration overview You can access accounting integrations by going to Settings -> Integrations. Under Accounting section, choose your platform, and follow the on-screen instructions to authorize the connection 3.b Setting default account The default account is where all invoices generated in Cone will be recorded in your accounting software, streamlining your financial records and ensuring consistency Options usually include: - Sales: If your invoices primarily include sales of goods or services - Accounts receivable: For tracking money owed to your business - Custom: If you have a specific account set up for certain types of income or clients 3.c Mapping tax rates Effectively managing tax obligations is a vital aspect of business operations, making the need to accurately map tax rates between Cone and your accounting software essential. This ensures that when invoices are synced from Cone to your accounting platform, they reflect the correct tax charges, simplifying tax filing and compliance Steps to configure: 1. Access integration settings: In Cone, navigate to the settings section of your accounting software integration. You can do this by clicking on Manage on the accounting integration card 2. Map to accounting software rates: For each tax rate in Cone, select the corresponding tax rate in your accounting software from a drop-down menu or input field 3. Review and save: Ensure all rates are correctly mapped and save your settings 3.d Setting default invoice status In integrating Cone with your accounting software, a vital component to consider is setting the default invoice status. This setting determines how invoices created in Cone are categorized when they are synchronized with your accounting software. In Cone, you have the flexibility to specify how new invoices are recorded—either as drafts or as finalized entries ready for payment. This choice should align with your company’s workflow for reviewing and processing invoices Steps to Configure Navigate to billing settings in Cone, Setting -> Billing There are 2 options available for invoice default status: Open and Sent 1. Open: Invoices are imported into your accounting software as drafts. This status is suitable if your invoices require review or modification before being sent to clients 2. Sent: Invoices will be marked as ready for payment upon sync, bypassing draft or awaiting approval statuses. Choose this if invoices created in Cone are final and do not require further review 💡 Actual status in the accounting software depends on the specific accounting software. Please refer to accounting integrations to get more information about a specific accounting software 💡 Any change in the default invoice status setting will only be applied for the subsequent invoices. It won't affect the already created and synced ones. You will have to manually update these if you wish to 4.Import and sync 4.a Customers 4.a.i Initial import You can import customer data from your accounting software when creating a client in Cone. When adding a new client, you can select accounting software and search for the customer. Data will be auto-filled in the client form. You can edit the details and any missing information Below is an example with Xero integration 4.a.ii Ongoing synchronization Cone can automatically updates customer information in accounting software when client information is updated in Cone You can manage this using "Sync this client data" option in the client form. When the toggle is enabled, client update is synced with customer in accounting software 4.b Invoices 4.b.i Overview Invoices created in Cone can be set to automatically sync to your accounting software, capturing all necessary details, including amounts, items, and tax rates You can manage this using "Create and Sync invoices" option in the client form. When the toggle is enabled, any invoice created in Cone will be synced with your accounting software 💡 For invoices to sync seamlessly, you have to configure settings for default account, tax rate mappings and customer mapping. You can learn more about these from supported accounting integrations 4.b.ii Handling updates Any changes made to invoices in Cone will reflect in your accounting software real-time 5.FAQs 5.a What if my integration fails? - If there is any issue with the integration, it will be shown as a banner at the top of the application with relevant information. You can follow the instructions to resolve the issue - Integration status will also be visible on the accounting card under Settings -> Integrations 5.b How often does data sync? - Any client or invoice changes made in Cone are synced in real-time with accounting software 5.c Invoice is not getting synced to accounting software, how can I get more details? To get more details about why invoice didn't sync with accounting software, you can look at the activity log of the invoice. You can view this by clicking on any invoice and navigating to Recent activity section 5.d How do I resolve invoice not getting synced issues? There could be various reasons why there was issue with syncing Cone invoice with accounting software. You can find more details about the activity as described here Below are the resolution steps based on different scenarios: 5.d.i Invoice sync skipped In the activity log, if you see a message indicating invoice sync skipped because client is not mapped, this means client in Cone isn't mapped to any customer in the accounting software. In this case, Cone doesn't know under which customer to sync invoice to and skips it. To resolve this, you have to map the client from client settings page 5.d.ii Account id not a valid one for this document This usually means the tax rate and invoice account combination you are using at a line level are not compatible or payments is not enabled on the invoice account you are using In the former case, you will have to update to the right combination of tax and invoice account In the latter case, you will have to enable payments for the invoice account. In case of Xero, you can do this as described here By integrating Cone with your accounting software, you streamline your business operations, ensuring accurate and up-to-date financial data. Embrace the power of automation and let Cone handle the tedious tasks, giving you more time to focus on growing your business. If you need further assistance, our support team is always here to help.

Errors with Xero Invoice Creation

Sometimes, invoices can fail to get synchronized with Xero. When this happens, this is indicated in Cone. The invoice activity log shows the error and the details You can view the invoice activity log by clicking on clicking on any invoice Below are some of the common errors that can happen and how you can resolve them. Once the issue is resolved, you can use Sync to accounting app option to add it to Xero Errors The TaxType code cannot be used with account code When this happens, it may be due to a tax type code not being compatible with the account in Xero. A usual scenario is due to a mismatch between revenue and expense codes Possible Solutions: 1. Adjust settings in Xero: Enable the specific tax code type for use with the account in context 2. Update account on the service: Change the invoice account associated with service line item in the invoice as described here Account code is not valid code for this document This happens when the selected invoice account in the service is not a valid revenue account Possible Solutions: 1. Adjust settings in Xero: In Xero, allow the above tax code on the account 2. Update account on the service: Change the invoice account associated with service line item in the invoice as described here

QuickBooks Online Integration

Table of Contents 1. Introduction 1. Overview 2. Benefits of integrating Cone with QuickBooks 2. Data Flow Diagram 1. Understanding data exchange between Cone and QuickBooks 3. Getting Started 1. Navigating to integration settings 2. Connecting Cone with QuickBooks 3. Configuring the integration 1. Mapping tax rates 2. Setting default account 4. Understanding integration settings and their impacts 4. FAQs 1. How to disconnect from QuickBooks 2. Functions not supported by the integration 3. Invoicing default account 4. Data synchronization: Timing and settings 1. Introduction 1.a Overview Welcome to the Cone and QuickBooks Integration Guide. This document is designed to help Cone users seamlessly connect their accounts with QuickBooks to synchronize customer and invoice information. By integrating Cone with QuickBooks, businesses can streamline their accounting processes, reducing manual data entry and ensuring accuracy in financial reports 1.b Benefits of integrating Cone with QuickBooks - Automated synchronization: Automatically sync your customers and invoices from Cone to QuickBooks, eliminating the need for manual data entry - Error reduction: Integration reduces the likelihood of errors caused by manual data entry, ensuring your financial records are accurate - Time saving: Spend less time on bookkeeping and more time on your business with automated data syncing - Improved visibility: With real-time data sync, you have up-to-date financial information at your fingertips, aiding in better decision-making 2. Data Flow Diagram A comprehensive visual representation showing how customer and invoice information flows between Cone and QuickBooks 3. Getting Started 3.a Navigating to integration settings 1. Login to your Cone account and access the dashboard 2. Go to ‘Settings’ by clicking on user avatar icon on the bottom left 3. Select ‘Integrations’ to view the available accounting software options 4. Find and click 'QuickBooks' to start the integration process 💡 Only one accounting integration can be connected at a time. If you want to connect to a different accounting integration, you will have to disconnect the existing one first 3.b Connecting Cone with QuickBooks To connect Cone with QuickBooks: 1. In the 'QuickBooks Integration' section, click on ‘Connect’ 2. You will be redirected to QuickBooks's login page; enter your QuickBooks credentials to authorize access 3. Once authentication is successful, you’ll be redirected back to Cone with a message indicating a successful connection 3.c Configuring the integration Once the integration is connected, you can configure the settings using 'Manage' option Mapping tax rates: - Click on 'Manage' in QuickBooks integration card - Match each Cone tax rate with the corresponding tax rate in QuickBooks for consistent tax handling 💡 Tax rate mappings between Cone and QuickBooks accounting software are necessary for seamless syncing of invoices from Cone to QuickBooks. If an invoice is created in Cone which is not mapped with an associated tax rate from QuickBooks accounting software, that invoice will fail to sync to QuickBooks. When that happens, you can configure mapping in accounting integration settings Setting default account: - Select the account to which invoices will be associated with when writing invoice from Cone to QuickBooks - This setting ensures that each invoice created in Cone is automatically categorized in the appropriate account in QuickBooks Default account dropdown shows only those accounts that have payments enabled. For QuickBooks, Cone shows those accounts that have Bank as the category in chart of accounts. If you want to enable payments to other accounts so they can show up here, please update the category in QuickBooks from here 3.d Understanding integration settings and their impacts Default account When an invoice is added in Cone, when configured, an invoice will also be added in QuickBooks. This invoice will be associated with the payment account that's specified in this setting Tax rate mapping When an invoice in added in Cone with a tax rate, it will be added in QuickBooks with the mapped tax rate 4. FAQs 4.a How to disconnect from QuickBooks 1. Go to the ‘Integrations’ section in Cone settings. 2. Find QuickBooks and click on ‘Disconnect’. 3. Confirm the action in the pop-up dialog. 4. The integration will be safely disconnected. Once integration is disconnected, all integration settings are removed. If you connect it again, you will have to configure the settings again 4.b Functions not supported by the integration - This integration does not support syncing of inventory items, employee records, or custom fields that do not have a direct counterpart in QuickBooks - Real-time updates for deleted invoices are not currently supported; these must be manually removed from QuickBooks 4.c Invoicing default account - Under 'Default accounts` in integration settings, we only show the accounts for which payments are enabled. You can enable this on other accounts in QuickBooks as described here 4.d Data synchronization: Timing and settings - Automatic sync: Enabled by default, invoices and customers are synced in real-time as they’re created or updated in Cone - Pause sync: Users can pause sync from integration settings, by clicking on 'Pause sync' 4.e My chart of accounts aren't showing up in default invoice account dropdown Default account dropdown shows only those accounts that have payments enabled. For QuickBooks, Cone shows those accounts that have Bank as the category in chart of accounts. If you want to enable payments to other accounts so they can show up here, please update the category in QuickBooks from here

UK Companies House Integration

Available only for UK customers Table of Contents 1. Overview 2. Setting up the integration 3. Using Companies House integration 4. Disconnecting the integration 1. Overview Cone's integration with Companies House significantly streamlines the process of setting up and maintaining clients for UK-based businesses. This direct connection allows users to pull accurate and up-to-date information from Companies House, ensuring seamless client onboarding and data management 2. Setting up the Integration - Navigate to the Integrations page within Cone - Locate the Companies House integration card and click the “Setup” button to initiate the integration process - Follow the on-screen instructions to complete the integration - Once it's setup, integration will be in Active state 3. Using the Companies House Integration Seamless Data Import: - When Companies House integration is enabled, Cone adds Companies House details section in the client form - With the integration active, you can pull business information from Companies House when adding new clients - Cone pulls the following fields from Companies House when adding a new client - Company number - Registered office address - Company status - Company type - Date of incorporation - Accounts period end date - Next accounts due date - Confirmation statement period end date - Next confirmation statement due date - Primary contact's details - Nature of business (SIC) - You can learn more about importing clients using Companies House from here Maintaining Client Data: - Regularly leverage Companies House data to keep clients up-to-date with any changes in official records, such as changes in registered addresses or company status 4. Disconnecting the Integration Managing Integration Preferences: - Users have the flexibility to disconnect from Companies House at any time by returning to the Integrations page - Click the Disconnect from triple-dot actions available on the Companies House card to terminate the integration - Consider the impact on client data management and ensure any necessary manual updates to client profiles post-disconnection

Xero integration

Table of Contents 1. Introduction 1. Overview 2. Benefits of integrating Cone with Xero 2. Data Flow Diagram 3. Getting Started 1. Navigating to integration settings 2. Connecting Cone with Xero 3. Configuring the integration 1. Setting default invoice account 2. Setting default payment account 3. Mapping tax rates 4. Understanding integration settings and their impacts 4. FAQs 1. How to disconnect from Xero? 2. Functions not Supported by the integration 3. Invoicing default accounts 4. Data synchronization: Timing and settings 1. Introduction 1.a Overview Welcome to the Cone and Xero Integration Guide. This document is designed to help Cone users seamlessly connect their accounts with Xero to synchronize customer and invoice information. By integrating Cone with Xero, businesses can streamline their accounting processes, reducing manual data entry and ensuring accuracy in financial reports 1.b Benefits of integrating Cone with Xero - Automated Synchronization: Automatically sync your customers and invoices from Cone to Xero, eliminating the need for manual data entry. - Error Reduction: Integration reduces the likelihood of errors caused by manual data entry, ensuring your financial records are accurate. - Time Saving: Spend less time on bookkeeping and more time on your business with automated data syncing. - Improved Visibility: With real-time data sync, you have up-to-date financial information at your fingertips, aiding in better decision-making 2. Data Flow Diagram A comprehensive visual representation showing how customer and invoice information flows between Cone and Xero 3. Getting Started 3.a Navigating to integration settings 1. Login to your Cone account and access the dashboard 2. Go to ‘Settings’ by clicking on user avatar icon on the bottom left 3. Select ‘Integrations’ to view the available accounting software options 4. Find and click 'Xero' to start the integration process Only one accounting integration can be connected at a time. If you want to connect to a different accounting integration, you will have to disconnect the existing one first 3.b Connecting Cone with Xero To connect Cone with Xero: 1. In the 'Xero Integration' section, click on ‘Connect’ 2. You will be redirected to Xero’s login page; enter your Xero credentials to authorize access 3. Once authentication is successful, you’ll be redirected back to Cone with a message indicating a successful connection 3.c Configuring the integration Once the integration is connected, you can configure the settings using 'Manage' option 3.c.i Setting default invoice account - Select the account to which invoices will be associated with when syncing invoice from Cone to Xero - This setting ensures that each invoice created in Cone is automatically categorized in the appropriate account in Xero 3.c.ii Setting default payment account ℹ️ Default payment account dropdown shows only those accounts that have payments enabled. If you want to enable payments to other accounts so they can show up here, you can do it in Xero as described here - Select the default account to which payments will be associated in Xero - This is typically a bank account or a clearing account 3.c.iii Mapping tax rates - Click on 'Manage' on xero integration card - Match each Cone tax rate with the corresponding tax rate in Xero for consistent tax handling 💡 Tax rate mappings between Cone and Xero accounting software are necessary for seamless syncing of invoices from Cone to Xero. If an invoice is created in Cone which is not mapped with an associated tax rate from Xero accounting software, that invoice will fail to sync to Xero. When that happens, you can configure mapping in accounting integration settings 3.d Understanding integration settings and their impacts Default account When an invoice is added in Cone, when configured, an invoice will also be added in Xero. This invoice will be associated with the payment account that's specified in this setting Tax rate mapping When an invoice in added in Cone with a tax rate, it will be added in Xero with the mapped tax rate 4. FAQs 4.a How to disconnect from Xero 1. Go to the ‘Integrations’ section in Cone settings 2. Find Xero and click on ‘Disconnect’ 3. Confirm the action in the pop-up dialog 4. The integration will be safely disconnected 💡 Once integration is disconnected, all integration settings are removed. If you connect it again, you will have to configure the settings again 4.b Functions not supported by the integration - This integration does not support syncing of inventory items, employee records, or custom fields that do not have a direct counterpart in Xero - Real-time updates for deleted invoices are not currently supported; these must be manually removed from Xero 4.c Default payment accounts - Under Default payment accounts in integration settings, we only show the accounts for which payments are enabled. You can enable this on other accounts in Xero as described here 4.d Data synchronization: Timing and settings - Automatic sync: Enabled by default, invoices and customers are synced in real-time as they’re created or updated in Cone - Pause sync: Users can pause sync from integration settings, by clicking on 'Pause sync'