For other (offline) accounting packages, the synchronization is one-way, meaning that Teamleader does not receive any information from your accounting package. Teamleader generates a number of files that you can download to your computer and then upload from your computer into your accounting application.
Conditions for exporting
You must connect your invoice lines to an accountancy account in Teamleader. To do this, you must first enter your ledger accounts in Teamleader through Settings > Invoices > Ledger accounts. If you use commercial discounts, you must also indicate an account for discounts.
After creating your accounts, you can select "Auto-suggest accounts at certain VAT-tariffs". Here you can set that your invoice line will automatically select a specific account when a VAT rate is selected. Here you can also quickly set the accounts on the basis of the VAT rates for all your existing invoices in Teamleader so that you do not have to go through them manually.
Parameters for exporting
You start making an export by clicking this button in Teamleader:
You’ll be asked what the purpose of your export should be. In this case, we choose ‘Export to bookkeeping program’.
The following screen allows you to specify the period of which you want to export your invoices and also lets you select your own bookkeeping program. To know if your accounting software is supported, you can consult this list.
Before you continue, you can choose to manage your customer ID’s. For more on this, see below.
Next, the cost calculations will be performed. Because these are bookkeeping programs with which we do not have a two way sync with, a fee of € 0.10 per invoice will be charged. This amount is collected through your Teamleader portfolio. An invoice is only charged once, so if something goes wrong with the export, you will be able to export the same invoices for free the next time.
If you continue with the import, you will arrive at a screen where a number of parameters must still be provided with input. Many of these parameters differ from package to package, but the following are (almost) always present:
• VAT: On total/On lines. Teamleader calculates the VAT per line so always select "On Lines" here.
• Customers: Select Export customers too. This will ensure that customers are also exported.
• Invoice journal: this is the code of the journal to which your invoices are posted.
• Credit note journal: the journal where credit notes are posted. This can be the same as the journal for the invoices
Other parameters depend on the accounting package that you use. If there are parameters that you do not understand, please contact our support via email@example.com.
Once you have entered the correct parameters, a screen will be displayed where you will see your customers and invoices. If there are no errors, you can press "Next" and the file will be downloaded. This file can be sent to your accountant to be imported.
Management of customer numbers
From the moment you begin working with Teamleader, the idea is to manage your customers from Teamleader and send them to your accounting package. Therefore, no new customers should be entered in your accounting package. Teamleader does not receive any information from your accounting package and, therefore, does not know which customers are there. It is possible that Teamleader enters a customer that is already present in your accounting package. This would mean that there would be a duplicate. Some accountants do not mind this because, for example, hardly any customers have several invoices and hardly any duplicates will be made. We, however, recommend that you export your customer database from your accounting application and import it into Teamleader. If you click "Manage customer numbers" in the export screen, you can indicate that you want to adjust the customer numbers yourself.
If you do not yet have any customers in your accounting package, select the "Generate automatically" option.
If you only have a small number of customers (< 30) in your accounting package that have to be entered into Teamleader, you can simply go over and edit the relevant customers and populate the "Accounting package customer number" field.
If you have a large number of customers, it is best if you use our CSV import: most accounting packages have a SCV or Excel export of customers that can easily be loaded into Teamleader. The customer number can be imported as the "Accounting package customer number" field.
You may already have imported your companies and now there are duplicates in your database (because the company names were not exactly the same). You can remove the duplicate records by undoing the CSV import (only new companies will be deleted; those companies for which a customer number had already been entered, will not be deleted). Next, you can go over the other companies manually and enter the customer number.
When invoicing, you can turn on the "Accounting package customer number" column so that you can quickly see which customers already have a customer number. If these are companies/contacts that are already present in the accounting package, you must enter the customer number per customer manually by looking up the customer number in the file of your accountant.
Once all customer numbers are imported from your accounting package, you can indicate that the new customer numbers should be created automatically with the export. From now on, Teamleader will create the customer numbers sequentially, beginning at a start value that you specify. For security reasons, this value is 100000 by default. First consult your accountant before lowering this value, or you run the risk that existing customers from your accounting package are overwritten!
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