Accounting system integration

Phasio delivers comprehensive financial integration capabilities, connecting seamlessly with accounting platforms including QuickBooks, Xero, Lexoffice, WeClapp, and Zoho. These integrations automate the synchronization of quotes and invoices between your manufacturing operations and financial systems, eliminating duplicate data entry and ensuring accurate, timely financial record-keeping.

Set up your accounting system integration

1. Navigate to Finances from the main sidebar, and select Accounting.
2. Select your preferred accounting system from the list of supported platforms.
3. Click Enable and follow the on-screen instructions to securely connect Phasio with your accounting platform.
4. Once connected, a detailed configuration checklist will appear to guide you through the full integration process.

QuickBooks

Authentication & Authorization

When enabled, the system redirects you to the QuickBooks authorization page, where you must authenticate and grant Phasio permission to manage customers, estimates, and invoices.

Upon successful authorization, you will be returned to Phasio’s QuickBooks configuration page. If authorization fails, you must re-enable the integration from within Phasio.

Organization (Company)

The QuickBooks company, referred to as the ‘organization’ in Phasio, is automatically linked during the authorization process. Phasio will then manage all related financial transactions and customer records.

Taxes

Each tax jurisdiction created in Phasio must be precisely mapped to a corresponding tax code in QuickBooks. This mapping is required to ensure accurate generation of estimates and invoices. The tax rates must match exactly between both systems to ensure financial consistency. To learn how to configure tax rates and jurisdictions in Phasio, refer to the tax configuration guide.

Xero

Authentication & Authorization

When enabled, the system redirects you to Xero's secure authorization portal, where you must authenticate and grant Phasio permissions to manage customers, estimates, and invoices.

Upon successful authorization, you will automatically return to Phasio's Xero configuration interface. If authorization fails, you must re-initiate integration from within Phasio.

Organization (Tenant)

Connect your Xero organization (tenant) where Phasio will create and manage customers, estimates, and invoices.

Invoice account code

Select the appropriate account code to associate with each transaction when generating quotes and invoices in Xero. This is typically the ’Revenue’ or ’Sales’ account.

Payment account code

Select the appropriate account code to be associated with each transaction when processing payments in Xero. This is typically the ’Accounts Receivable’ account.

Estimate and invoice templates

Choose your preferred templates for generating PDF versions of estimates and invoices. If no template is selected, the system will use Xero’s default document templates.

Taxes

Each tax jurisdiction defined in Phasio must be precisely mapped to its corresponding Xero tax code. This mapping is required to generate accurate financial documents. The tax rates must match exactly between both systems. To learn how to configure tax rates and jurisdictions in Phasio, refer to the tax configuration guide.

Zoho

Authentication & Authorization

When enabled, the system redirects you to Zoho’s authorization page, where you must authenticate and grant Phasio permissions to manage customers, estimates, and invoices.

Upon successful authorization, users return to Phasio's Zoho configuration page. If authorisation fails, you must re-enable the integration from within Phasio.

Organization

Select and connect the specific Zoho organization where Phasio will establish and manage customer records, estimates, and invoices.

Estimate and invoice templates

Choose your preferred templates for generating estimate and invoice PDFs. If no template is selected, Zoho’s default document templates will be used.

Taxes

Each tax jurisdiction defined in Phasio must be precisely mapped to its corresponding Zoho tax code. This mapping is required to generate accurate financial documents. The tax rates must match exactly between both systems. To learn how to configure tax rates and jurisdictions in Phasio, refer to the tax configuration guide.

WeClapp

Authentication & Authorization

When enabled, you will need to provide:

• Tenant ID: Found in your WeClapp URL. Example: For 'https://ksmyunjlplhhfun.weclapp.com/', the tenant ID is 'ksmyunjlplhhfun'
• API Key: Generate from WeClapp: My settings > API token > Add new API Token > Save

Once this secure key is entered and validated, the connection between Phasio and WeClapp will be established.

Taxes

Each tax jurisdiction defined in Phasio must be precisely mapped to its corresponding WeClapp tax code. This mapping is required to generate accurate financial documents. The tax rates must match exactly between both systems. To learn how to configure tax rates and jurisdictions in Phasio, refer to the tax configuration guide.

Lexoffice

Authentication & Authorization

When enabled, you will need to provide:

• API Key: Generate this authentication key from Lexoffice by visiting https://app.lexoffice.de/addons/public-api (Generate the key with all permissions)

Once this secure key is entered and validated, the connection between Phasio and Lexoffice will be established.

Taxes

Phasio automatically transmits tax percentages to Lexoffice during document creation. This eliminates the need for manual tax configuration, and ensures consistent tax calculations across both platforms. To learn how to configure tax rates and jurisdictions in Phasio, refer to the tax configuration guide.

Post-integration

Customers

• Bidirectional Sync: Manufacturing personnel can synchronize customer records between Phasio and the connected accounting system, establishing permanent links between corresponding customer profiles.
• Automated Updates: When a customer record is created or modified in Phasio, the system automatically creates or updates the corresponding profile in your accounting platform.
• Reverse Synchronization: When customer information is updated in your accounting system, the changes automatically sync back to Phasio—provided proper webhooks are configured (currently supported for Xero, Zoho, and QuickBooks).

Quotes/Orders

• Quote Synchronization: When a quote is created or updated in Phasio, an identical quote is automatically generated in your connected accounting system.
• Invoice Generation: When a quote is accepted or paid in Phasio, the system creates a corresponding invoice in your accounting platform to maintain financial consistency.
• Professional Documentation: When a quote or order PDF is requested, the document is generated directly from your accounting system to ensure consistent branding and formatting.

General associations

The General Associations feature allows manufacturers to classify and categorize Phasio transactions within their respective accounting systems. For each transaction type in Phasio, manufacturers can define specific classifications—referred to as categories in Xero and by similar terms in other platforms. These classifications determine how transactions are organized and reported, enabling more detailed financial analysis and accurate reporting.