How to connect YOGO to your accounting system

Which accounting systems can I connect?

We support five accounting systems, depending on which country your business is registered in:

How to set up the integration

1. Go to Settings → Accounting in YOGO admin.
2. Click the accounting system you use.
3. Log in to your accounting system and give YOGO access.
4. Once you're back in YOGO, the connection is active.

Important for e-conomic: Only the super user in e-conomic can approve the connection. If another user tries, they'll get an error from e-conomic. So make sure you're logged in as the super user before you start.

How to turn on automatic sync

Once the connection is set up, automatic sync is turned off by default. That gives you time to make sure your setup is correct before anything is sent to your accounting system. In the meantime, you can also send invoices manually, one at a time (see Manual sync below).

When you're ready, turn it on:

1. Go to Settings → Accounting.
2. Click the connected system.
3. Turn on Automatic sync.

From then on, YOGO sends new orders to your accounting system automatically.

Chart of accounts: what goes where?

Under Account Settings, you choose which account in your accounting system each type of transaction is posted to:

• Sales: your main revenue account
• Sales (VAT exempt): e.g. for Danish memberships for under-30s
• VAT: a separate VAT account (for Billy, e-conomic and Fortnox. Dinero and Tripletex calculate VAT themselves)
• Bank: card payments and online payments
• Cash: cash payments
• Receivables (debtors): unpaid invoices
• Gift cards: a separate gift card account

YOGO sets sensible default values for your system when you first connect. Do check them before you turn on automatic sync, though. The cash account in particular usually needs to be filled in manually for Tripletex and Fortnox.

What is synced automatically?

All orders and their full lifecycle:

Memberships, class passes, drop-ins, events and gift cards are all handled as order lines and are automatically split across the right accounts.

Automatic sync happens when:

• an invoice gets its invoice number
• an order is confirmed via POS or manually
• a payment goes through
• a membership renews automatically
• an unpaid invoice is marked as paid outside YOGO

Manual sync

If you want to send older invoices after setup, or sync a single invoice manually, you have two options.

Draft accounting reports (several invoices at once)

On the Invoice report, you'll find the Draft accounting reports button. It opens a preview where you can see draft entries for all invoices in the selected period, choose which ones to sync and confirm. It's typically used to bring in older invoices after setup.

Note: There's a limit to how far back invoices can be synced.

Syncing a single invoice

Next to each invoice in the Invoice report, there's a small sync icon. Click it to sync that invoice right away.

Status and troubleshooting

In the Invoice report, a column shows the sync status for each order:

• Green check mark: synced
• Grey/empty: not synced yet
• Needs manual review: the sync was interrupted, and the system isn't sure whether the entry went through

If an invoice needs manual review

Click Needs manual review next to the invoice. YOGO will tell you that the previous attempt was interrupted and that you should check your accounting system to see if the entry arrived. You have two options:

• Mark as synced: choose this if the entry is in your accounting system
• Clear and resync: choose this if it isn't, so YOGO sends it again

YOGO never retries automatically. You're always the one who confirms.

Drafts or posted entries

For all supported systems, you can choose whether entries should land as drafts or be posted directly. We usually recommend drafts, so your accountant can review them before they're posted. You choose this under Account Settings.

Frequently asked questions

Do I need to create accounts in my accounting system first?
It's a good idea to have your chart of accounts ready before you connect. YOGO suggests default accounts for your system, but you can always adjust them.

Can I sync invoices from before I turned on the integration?
Yes. Use Draft accounting reports on the Invoice report to sync older invoices back in time (up to a fixed limit).

What if I want to switch accounting systems?
Contact our support team, and we'll help you disconnect the old one and connect the new one. Historical entries in the old system won't be moved. That's a decision for you and your accountant.

How do I see if a sync has failed?
The status icons in the Invoice report show failed syncs.

Need help?

Write to us at yo@yogo.dk if you have questions about the setup or get unexpected results.