SparkReceipt connects directly to Procountor, the Finnish financial management software by Finago. You connect with your company's own Procountor API add-on: paste its client ID, client secret and an API key into SparkReceipt, and your Procountor chart of accounts, VAT codes, bank accounts and business partners are imported. Paid Expenses and Income then publish to Procountor as journal receipts, unpaid supplier invoices as purchase invoices and unpaid Income as sales invoices, with the original file attached.
What the Procountor integration does
The integration links a SparkReceipt account to one Procountor company.
- From Procountor to SparkReceipt:
- Chart of accounts. Active income statement accounts are imported with their headings: expense accounts become expense categories, and revenue accounts become income categories and income accounts. Balance sheet accounts are not imported as categories.
- Account names in the language you pick under Chart of accounts language (English, Finnish or Swedish). The setting applies to everyone on the SparkReceipt account.
- Bank accounts, as purchase accounts. The Procountor account marked as the default for payments becomes the Default purchase account.
- VAT codes: one per Finnish VAT rate, plus the VAT statuses your company uses in Procountor, such as EU purchases, reverse charge and imports.
- Business partners: suppliers become merchants and customers become payers.
- Company details: name, country, currency and Procountor product version, shown on the connection settings page.
- From SparkReceipt to Procountor:
- A paid Expense is published as a Journal Receipt, booked against the account it was paid from.
- An unpaid supplier invoice is published as a Purchase Invoice, which you pay in Procountor.
- Paid Income is published as a Journal Receipt against the document's payment account or the default account. Unpaid Income is published as a Sales Invoice.
- Refunds are published the same way, with negative amounts.
- The document's files are attached to the record.
SparkReceipt does not create accounts in Procountor. Every document you publish must use a category that came from Procountor. Tracking dimensions are not imported or published.
Prerequisites
- The Procountor API add-on. Order Procountor API - asiakaskohtainen integraatio from Finago. It gives your company its own API client, a client ID and a client secret. Then create an API key for that client ID in Procountor under Basics > API client keys.
- An open fiscal year in Procountor for the date each document is booked to. SparkReceipt refuses to publish a document dated outside an open fiscal year and tells you why.
- One accounting integration per account. If QuickBooks Online, Xero, FreeAgent, FreshBooks, Zoho Books, Sage Accounting or SimplBooks is connected, disconnect it first.
- The right SparkReceipt role. Only an administrator or accountant on the account can open Integrations and connect. Once connected, every role except Contributor can publish.
Connecting
- Log in to the SparkReceipt web app as an administrator or accountant and open Integrations in the left-hand sidebar.
- In the Accounting section, click Connect to Procountor.
- In the Connect to Procountor dialog, enter the Client ID, the Client secret and the Procountor API key, then click Connect.
- SparkReceipt connects and imports your Procountor data. When it finishes, you land on the Procountor Connection Settings page. Imported from Procountor lists what was imported; Preferences holds the settings described below.
- SparkReceipt then asks whether to auto-publish new expenses to Procountor. You can change this later under Preferences (Auto-publish new expenses).
Connecting and changing settings is done in the web app. Publishing works in both the web app and the mobile app.
To pull in changes made in Procountor, such as a new account or partner, click Sync now on the connection settings page.
Publishing documents
Open a document and click Publish to Procountor, or select several documents in the documents list and publish them together. The publish editor shows the Procountor record type under Publish as and the account the document is booked against. After you edit a published document, Update in Procountor rewrites the record. Remove from Procountor removes it.
A receipt is always treated as paid. A supplier invoice or sales invoice is treated as paid when its paid status is set in SparkReceipt.
Journal receipts and your accountant
Journal receipts are left unfinished by default so your accountant can check and approve them in Procountor. To approve them on publish instead, set Approve journal receipts to Approve on publish.
A paid Expense is booked against the account picked when publishing, or the account its card or bank account is linked to. When neither gives an account, Paid expenses without a payment method decides: Book to the default purchase account (the default) or Don't publish.
Bank accounts are always available as purchase accounts. To pay from other balance sheet accounts, such as a clearing account or a company card account, add them under Other purchase accounts.
Unpaid supplier invoices and e-invoices
For an unpaid supplier invoice, SparkReceipt first looks for the same invoice in Procountor and links to it when it is already there, for example when it arrived as an e-invoice. If it isn't there, SparkReceipt creates a purchase invoice. If you receive all your supplier invoices as e-invoices in Procountor, set Unpaid supplier invoices to Only link to existing invoices.
How VAT is handled
Each line is published with the Procountor VAT code matched to it. A line with VAT but no matched code stops the publish. Tax handling when publishing decides how tax goes to Procountor:
- Track tax (recommended): tax is tracked separately in Procountor.
- Do not track tax: Expenses publish as tax-inclusive totals with no tax tracking.
Foreign currency
Purchase invoices and sales invoices are published in the document's own currency. Journal receipts are booked in your company currency, at the rate chosen under Exchange rate for journal receipts:
- Amount from the bank (the default): a document matched to a bank transaction is booked at what your bank charged or paid out. Before the bank transaction is matched decides what happens until then: Publish at the Procountor accounting rate, Wait, then publish once matched, or Publish now, correct once matched.
- Procountor accounting rate.
- The rate shown in SparkReceipt.
With the last two, you can set accounts for Exchange rate differences on sales and Exchange rate differences on purchases.
Importing from Procountor
Three optional settings bring data from Procountor into SparkReceipt. All are off until you turn them on under Preferences.
- Import purchase invoices. The purchase invoices you receive in Procountor, such as e-invoices, come into SparkReceipt as Expenses every few hours, starting with the last month. They take their details from Procountor, so they are not scanned and don't use your plan's scans.
- Book company card bills. A company card bill received in Procountor comes into SparkReceipt as a credit card statement, so its purchases aren't counted twice. With Book to card accounts, each row is booked in Procountor to the account linked to the card. Link every card to its account under Cards & Accounts first.
- Import bank statements. The bank statements Procountor fetches from your bank come into SparkReceipt as a bank feed, so receipts are matched to their bank transactions without uploading statement files. Days already covered by statements you uploaded aren't imported again. It counts as one bank connection on your plan. The Procountor API user needs the right to bank statements and reference payments.
Disconnecting
Open the Procountor Connection Settings page, click Disconnect from Procountor and confirm. The records already published stay in Procountor. The API key stays active in Procountor until you deactivate it under Basics > API client keys, so deactivate it there if you want to close access completely.
Limitations
- One Procountor company per connection, and one accounting integration per SparkReceipt account.
- No accounts are created in Procountor; categories flow from Procountor to SparkReceipt only.
- Tracking dimensions are not supported.
- Open invoices are not marked paid by SparkReceipt. Pay them in Procountor.
If something doesn't look right, such as a missing account or a document that failed to publish, let us know through the in-app chat. When a publish fails, the reason is written on the document's Procountor publishing section.
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Procountor is a trademark of Finago Oy. SparkReceipt is an independent, third-party integration and is not affiliated with, endorsed by or sponsored by Finago.