Linking Breww to your accountancy platform
Breww is integrated with a number of accountancy platforms. All integrations work in roughly the same way and all the information on this page applies to them all, unless otherwise stated.
- Xero
- QuickBooks Online
- Sage Business Cloud
- Clear Books
- Sage 50 (desktop-based)
- Clear Books
- KashFlow
- Visma eAccounting
Connecting Breww to your provider
The first step is to grant Breww access to your account with your provider. When this is first done, nothing will sync initially and you’ll get a chance to configure how you’d like the integration to work before enabling syncing. To connect, navigate to our Integrations > Accountancy page and then click the Connect to my accountancy software button.
Next, you should see a connect button for each of the different platforms, click on the one you’d like to set up (note Breww can only be linked to a single platform at once and to change platforms, you’ll need to contact us). The next steps vary slightly between the platforms (we redirect you to your provider for you to authorise our access) just follow the steps shown on screen and we’ll be authorised and you’ll be back to Breww in a moment.
How does data flow between Breww and my accountancy software?
| Breww | Accountancy software | Details |
|---|---|---|
| Invoiced orders | Invoices | Orders invoiced in Breww are uploaded. If they are then voided in Breww, they are voided with your provider as well. |
| Credit notes | Credit notes | Credit notes are uploaded. |
| Payments | Payments | Payments are uploaded but are also downloaded from your provider when an uploaded invoice is paid. |
| Customers | Customers/Contacts | Customers/contacts can be downloaded, and Breww will update them with your provider when updated in Breww. |
| Inventory receipts | Bills/Purchases | When an Inventory Receipt in Breww has been marked as “Invoiced by Supplier”, this will be uploaded to your accountancy provider as a bill. |
Order flow
Bill (purchase) flow
Mapping and downloading customers
When you raise an invoice in Breww, we will push this to your accountancy provider. At this point, Breww will create a customer in your accountancy provider to attach the invoice to. When this customer has subsequent invoices, Breww will add these to the same accountancy provider customer that it created the first time. This is all well and good if this is a brand-new customer that doesn’t already exist in your accounting software, prior to you joining Breww, however, if any of your customers already exist in your accountancy software and Breww, you’ll want to “map” them together so that Breww knows this customer already exists in your accountancy provider and puts the orders against the right customer in your accountancy provider.
If you have any customers in your accountancy provider already that are the same as existing customers in Breww (or you’d like them in Breww, and they’re only in your provider), click the Tools tab, then the Map and download customers button. You’ll be presented with a list of your customers in the accountancy software on the left, and from the right, you can choose the corresponding customer in Breww. You can also choose “Create as new customer in Breww” which will cause the customer to be downloaded from the accountancy provider to Breww and mapped. Make sure you click the Sync customers button after each page of changes and before navigating to a different page, or the customers on the previous page will not be saved.
There is also a helpful Auto allocation button to get Breww to automatically attempt to map your Breww customers to those in your accountancy provider. We do this with an exact match on the name of the customer.
Chart of accounts
Use the Download account tables button and choose the accounts that you’d like Breww to be able to use. Once the accounts have been downloaded, you can map your default sales and default bank accounts. If you wish for payments of different methods to go into different accounts in your accountancy provider you can set these in the settings here too. If you don’t, just leave them blank.
For even more fine-grain control, you can also set an account on any customer type in Breww (from the customer type list screen) for their sales to go into (rather than the default). Likewise, you can do the same for any product within Breww if you prefer to split sales in this way. Finally, there is a config option to configure which account should take precedence in a conflict. If you’re not sure what this all means, don’t worry about these options.
Sync settings
You can configure options surrounding your sync from here, including which types of data should be synced (customers, invoices & payments). We will never download an invoice from your accountancy provider, we’ll only ever upload invoices from Breww to the accountancy provider. For any of “our” invoices, we will sync payments relating to them both ways - so if you add a payment in Breww, we’ll upload it for you and if you add a payment in your accountancy provider we’ll download this back to Breww.
Enable syncing
This is the main toggle to set if you’d like Breww to sync with your accountancy provider. This will be disabled by default so you have a chance to map your customers, chart of accounts and configure the service to how you’d like it to work. When you’re ready, simply enable the sync. Once enabled, data will be synced to your accountancy provider in the background. We don’t upload orders to your accountancy provider until they have been invoiced in Breww.
FAQ
How often does data sync?
Data should sync within 15 minutes of triggering an update in either platform.
How do I disconnect my Breww account from my accountancy provider?
To disconnect simply go to your accountancy settings page and click the Disconnect tab, then click the Disconnect button.
An order I’ve invoiced hasn’t appeared in my accountancy provider, what do I do?
If, after 15 minutes, an invoiced order still hasn’t appeared, your accountancy provider will have returned some information about why. Breww saves and displays this information on your accountancy settings page under the Sync messages tab. There should be a message from your provider explaining why, and often even some advice from Breww as to what to do. Perform the required action, and soon after the invoice should appear.