Add-on: Holded

The Holded Add-on allows you to sync invoices and payments between Storeganise and your Holded account. Once enabled, the integration ensures that invoice updates, payments, and key details are automatically reflected in Holded, providing seamless financial tracking.

This guide will walk you through enabling the Add-on, configuring its custom fields, and understanding how invoices and payments sync between Storeganise and Holded.

Enabling the Holded Add-on

• Navigate to Sites > [Your Site] > Add-ons and click the + icon.
• Select Holded from the list and install it. You may need to contact support to get this added.
• Configure the add-on settings and click on enable. Please note that it's important to configure the settings before enabling the add-on.

• Once enabled, the system will begin syncing invoice data with your Holded account.

Configuring Add-on settings for Holded

The Holded Add-on relies on specific settings to correctly map invoice details between Storeganise and Holded. To ensure seamless integration, key data points must match between the two systems.

• Holded apiKey – Required for API authentication. This can be found in Settings > API inside Holded: Holded API.
• Holded emailTemplateId – Used for sending invoices. To find this ID, go to Settings > Email Templates in Holded, click on a template, and copy the ID from the URL: Holded Email Settings.
• Holded bank account – Specifies the bank ID for Stripe payments but can be overridden by manual payments. You can find this in Banking inside Holded: Holded Banking. Use either the long ID from the URL after clicking on an account or the short account number (e.g., 44100001 ).
• Default accounting code – This must be a valid Storeganise accounting code.

You can find these values in Accounting Chart inside Holded: Holded Accounting Chart. The format must follow {accountNum}/{taxKey} (e.g., 70000001/s_iva_21 ). In Storeganise, adding an invoice item allows an optional accounting code, but in Holded, it is mandatory, so this setting ensures a default value is applied:

{accountNum}

{taxKey}

Tax codes applied to invoices must match between Storeganise and Holded to ensure accurate calculations. These tax codes are found in Settings > Invoice > Taxes inside Holded.

Example:

How it looks in Holded > Settings > Invoice > Taxes

Syncing invoices

Invoices are automatically synced when they are generated, created, or updated. This ensures all invoice records in Storeganise reflect in Holded without manual intervention.

Once an invoice is generated or created, it will automatically sync with Holded. (draft invoices will not be synced) The invoice custom fields will update with the sync date and Holded invoice codes.

If an invoice fails to sync, ensure the necessary add-on settings are correctly set up/configured.

• Invoice sync data: Every invoice in Storeganise will display these custom fields:
  • The sync date (when it was last updated in Holded).
  • Two Holded invoice codes:
    • Invoice number (visible in Holded).
    • Invoice ID (unique identifier in Holded).

To view these fields and the invoice in Holded:

1. Open an invoice in Storeganise.
2. Click the pencil icon next to the custom fields section.
3. Select the linked Holded invoice to access it in Holded directly.

Example:

and you will be directed to:

Syncing payments

Payments in Storeganise can be synced to their corresponding invoices in Holded.

1. Navigate to Payments > [Select Payment] in the invoice and add the payment.
2. If the payment is linked to an invoice, it will sync with Holded automatically.
3. If needed, manually trigger the sync by updating the invoice.

Holded invoice reference

In Holded's invoices that are synced with Storeganise, you will see a reference to the invoice details e.g., which unit it is for and the invoice number

The details are under observations.

Center: The site's name in Storeganise

Unit: Refers to the unit name

Storeganise ID: The invoice number in Storeganise

sg_id: The invoice SID in Storeganise