---
title: "Financial System Integration"
slug: "financial-system-integration"
updated: 2023-11-02T13:27:43Z
published: 2023-02-02T21:48:37Z
canonical: "wiki.cobblestonesoftware.com/financial-system-integration"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Financial System Integration with CobbleStone Software

## Financial System Integrations

Financial record systems are systems that can send/receive financial metadata and keep track of records pertaining to financial issues. Some examples of popular financial record systems are QuickBooks, Wave Accounting, and Sage 50 Accounting.

#### Common Use Case Scenarios

Typically, these financial systems are integrated with the CobbleStone® platform to provide several functions. Some of the typical use case scenarios are: **(****diagrams below****)**

- Syncing Customer/Vendor Metadata between systems
- Syncing Purchase Order/Invoicing between systems
- Automating workflow between systems
  - Ex: A new Purchase Order in CobbleStone® triggers a new Invoice in QuickBooks
  - Ex: Line item details are changed on record in Sage triggers update on related records in CobbleStone®

#### Setup

Once connections are established linking the CobbleStone® platform with the client’s financial system, the integration setup can commence.

Each system has its records identified by an Internal key. CobbleStone® will automatically auto-increment new records and assign them their own unique identifier (i.e. : first new vendor “123 Company” will have VendorID 1 when created. No new vendor records will have that VendorID). The same process applies to the records created within financial systems (i.e. : QuickBooks creates an Internal Key for new records within the system).

For the integration to properly function, a record sync must be performed. The unique identifier for a record must be appended to the correct record between systems. If a system cannot correctly identify existing records, the results are normally erroneous (i.e. : duplicate records, incorrect amounts/costs, misappropriation of funds, etc.).

To ensure that these keys match up, there are actions that can be taken:

- New fields must be created to store external record identifiers (Ex: QuickBooks Vendor ID created in CobbleStone® system/CobbleStone® Vendor ID created in QuickBooks)
- CSV Files containing the unique identifiers for records from one system matched to records in the integrated system and imported to be stored on those records

#### Integration Maintenance

To ensure ongoing automation and accuracy with these integrations, record syncing must remain constant. Depending on the frequency of record changes in a system, the frequency of the sync of the records between the systems must match.

Ex: Line items can be added frequently on a record in CobbleStone®. These changes need to reflect in QuickBooks quickly to ensure accurate invoicing. This data sync should be performed frequently (i.e. : every 5-10 minutes).

Ex: Vendor records in a client’s QuickBooks system rarely change. The sync of record metadata between that system and CobbleStone® system doesn’t need to happen as frequently. A daily or weekly sync may be all that is necessary.

#### Financial Systems Common Functionality Diagrams

#### ![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/FSVendors.png)

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/FSACCOUNTS.png)

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/FSPOFlow.png)

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/CSSPOTOFS.png)