Procountor integration – Help Center

Procountor is an accounting and payroll software that can be integrated with PSA via the integration, in order to transfer:

Sales invoices (with sales account and dimension per invoice)
Purchase invoices (dimensions)
Expense and travel invoices
Hours (see separate instructions in Finnish here)

Here you can see the Procountor integration diagrams. The interface uses the REST model, which is a common architecture model for implementing interfaces. It defines the operations used to request, add, and process server data.

PSA plans: Growth, Business, Enterprise, Enterprise+

Permissions: Admin (integration setup)

Adding a Procountor Integration

Integrating Procountor requires adding an identifier key to Procountor settings and modifying Heeros PSA settings.

Add a Procountor Identifier Key (API Key)

The API key is a user- and environment-specific identifier key that allows establishing a connection between another program and Procountor. The API key authorizes the creation of a connection via the interface.

Log in to Procountor and go to: Basic Information (1) > API client keys (2).
Click New API Key (3). You will see a view (4) where you establish the connection between the selected Procountor user and Heeros PSA.
Select a user with full integration permissions. The user can be, for example, taimer.api.
Enter the text taimer2Client in the Client id field.
Click Create.
Click Copy API Key to clipboard.
Click Ok.
Proceed to activate the integration in Heeros PSA.

Activate the Integration in Heeros PSA

Once you have added the API key to Procountor, you can activate the integration in Heeros PSA.

Go to Settings > Integrations.
Click Activate in the Procountor section.
Paste the Procountor API key into the designated field.
Click Authenticate.

If you are sending travel and expense invoices to Procountor, next check the person IDs and retrieve them if necessary from Procountor.

Complete integration settings

Bills type: Select from which Procountor's status purchase invoices are retrieved daily.
Get Chart of Accounts from Procountor: Sales invoices can be allocated to a sales account. A common sales account is 3000 VAT 24%.
Default sales account
Default purchase account
Get dimensions from Procountor: Retrieve active dimension levels and dimensions. Used for both sales and purchase invoices.
Get products from Procountor: Products can be used for account allocations for Products and Jobtypes. Products go into Heeros PSA's product registry and are thus available for invoicing. Jobtypes can be allocated to products, allowing for specific tracking in Procountor. Accounting directives can be set up for products in Procountor. You can retrieve products again if new ones have been added to Procountor. This keeps the product registry in Procountor and Heeros PSA up to date.
Get expense products from Procountor
Get Person IDs from Procountor: This information is needed for transferring travel and expense invoices. Once the list is retrieved, Procountor IDs must be entered into the Users' "Procountor ID" field.
Set VAT status for reverse VAT invoices
Contract Billing: Activating contract billing adds ready-made products for contract billing to the product registry. Additionally, a selection appears on the purchase invoice list, allowing the creation of contract invoices for projects.
Transfer Hours to Procountor: The following fields must be filled out if transferring hours to Procountor. More information on transferring hours can be found here in Finnish.

Set dimension for project targeting

If projects are used as dimensions (cost centers) in Procountor, specify the dimension level from which the projects are checked/added.

Choose whether the dimension according to the project will be automatically added to the sales invoice rows in PSA in the future.

If the setting is activated, also specify whether the dimension of the sub-project or the main project will be used on sub-projects' invoices (the selection appears when the first setting is activated).

If the invoice contains materials from multiple projects, the dimension aka project information is inherited from the header row to the invoice row. This also works when adding new invoice rows under an existing header row. NOTE! If a new header row is added manually, its information will not be inherited.

Project creation

Select whether the projects created in PSA are automatically sent to Procountor and how the name of the new dimension is formed (project name, project number, or both). Existing dimensions must first be retrieved from Procountor to PSA, see the instructions above.

You can also send all active projects found in PSA to Procountor. At a time, 300 projects are transferred, so if necessary, make multiple transfers.

Invoices

If the setting is active, the sales invoices transferred to Procountor are sent to customers immediately (Procountor status: sent/not sent).

By default, the setting is not enabled, so the transferred invoices still need to be sent from the Procountor side (status: unfinished).

Complete Other Settings

Settings > User Management > Users:

Procountor ID: The person's ID number in integration used for transferring travel and expense invoices. Procountor user number: Editable user ID used for importing hours into Procountor. The ID must be the same in both Procountor and Heeros PSA.

Settings > Company details > Bank Account & Invoicing

Ensure that the bank account of your company in Heeros PSA matches the bank account in Procountor.

Sales Invoice Notes

When creating a sales invoice, you can set a sales account (accounting account) and cost unit (dimension) for the invoice. These are found on the right side during invoice creation.
From the invoice list, you can select the invoices you want and transfer them to accounting and send them to Procountor.
In Procountor, attachments can only be added to invoices in the following formats: gif, jpg, PDF, and txt.
To transfer attachments with invoices from Heeros PSA to Procountor, the Heeros PSA installation cannot have a Google Drive connection. If you want to maintain a Google Drive connection, attachments must be added to invoices in Procountor. This can be done when sending invoices.
Procountor does not have header rows, so header rows from Heeros PSA are treated as regular invoice rows with zero values.
The first descriptive row of the invoice row is transferred to Procountor as a comment on the row.
Sales invoices are transferred from Procountor to the In Progress state.
Heeros PSA has its own invoice numbers, and Procountor has its own. When transferring multiple invoices at once, the invoice numbering will differ between Heeros PSA and Procountor. In Procountor, the original invoice number (Heeros PSA) and Procountor's own number are visible.
Ensure that sales VAT percentages are also set in Procountor.
If the accounting account has been edited via the interface, it will be retained. However, if the user edits invoice information affecting accounting (such as price, quantity, etc.) in Procountor's user interface after invoice creation, the accounting will be recreated. In this case, the information edited via the interface will be replaced by defaults. Defaults cannot be removed or prevented from being used in such contexts.
Certain fields have a maximum number of characters.
- Address: 80 characters
- Customer name: 80 characters
- Postal code: 20 characters
- City: 40 characters
- Business ID: 40 characters

Invoice Numbering

If there are already sales invoices in Procountor (i.e., it has been in use before the integration), you can reconcile invoice numbering in Heeros PSA by going to Settings > Feature Settings > Invoicing & Bills> Invoice Starting Number.

Invoices are sent to Procountor in an ascending invoice number order, and can thus (theoretically) match the numbering of Procountor, if starting invoice numbers are the same.

Procountor's and Heeros PSA's invoice numbering may later diverge, meaning that Procountor's and Heeros PSA's invoice numbers do not match, if for example some invoices are not transferred due to an error. This is not a problem for accounting. The main invoice ledger is in Procountor, from which information is sent to Heeros PSA when the invoice is paid. In Procountor's invoice list, there is a column showing the Heeros PSA invoice number, allowing management of cross-numbering.

Purchase Invoices (bills)

After activation, you can transfer or receive purchase invoices in Heeros PSA. Purchase invoices are received in the accounting program and transferred directly to Heeros PSA. In Heeros PSA, purchase invoices are circulated, allocated to projects, and approved.

No accounting is done in Heeros PSA!

Purchase invoices are allocated to the default recipient in Heeros PSA without project, unless the following information is included in the invoice details:

Dimension: If the dimensions are synchronized in the integration settings and matching dimensions are found on the invoice rows, the costs are allocated to the respective project(s). If the invoice has multiple dimensions, the invoice is allocated to the project manager of the project with the highest allocation.
Project number: If there are no dimensions on the invoice rows but the invoice contains a PR or PRJ number, the invoice is allocated to the respective project and its project manager. The project manager must have permission to purchase invoices.
User ID: To allocate the invoice to someone other than the project manager, the invoice details must include a user ID. The person must have permission to purchase invoices.
Purchase order number: If the invoice contains a PO number in any of the invoice fields, the invoice is allocated to the project related to the purchase order and its project manager.

Permissions:

A person can either:

See all invoices.
See only invoices assigned to them.
Only pre-approve purchase invoices.

Transferring Purchase Invoices

When transferring purchase invoices from Heeros PSA to Procountor, the invoices go to the In Progress state in Procountor.

Go to Bills.
Select the invoices you want to transfer.
Select Send Procountor.

Approving Purchase Invoices

Purchase invoices received from Procountor to Heeros PSA can be approved in Heeros PSA.

Go to Bills.
Select the invoices to be approved.
Select Approve in Procountor. The information goes to Procountor, and the purchase invoice moves to the Approved state.

Travel and Expense Invoices

Before transferring travel and expense invoices to Procountor, ensure that:

You have retrieved person IDs in Heeros PSA's Procountor settings.
You have set the ID in the person's profile information in Heeros PSA. Add information for the person transferring and the person whose travel and expense invoices are being transferred.
You have added the bank account number for the users for whom travel and expense invoices are being made.
VAT percentages match those in Procountor.
Expense products are retrieved from Procountor.

If your company has two Payment types for expenses, meaning expense invoices paid with own and company money, expenses paid with own money are paid to the individual, and expenses paid with company money (card) are only entered into accounting.

To keep operations clear, add these Payment types in Settings > Feature settings > Expenses and sort the entries into two sections. The order does not matter, but separate the following entries:

Own money - Expenses paid with personal funds are paid to staff. Transfer these first to Procountor and always pay them in Procountor during the transfer.

Company money - Since the payment has been made, receipts must be entered into accounting. These expenses are not paid but are marked as paid elsewhere (Procountor function). It is important that each receipt is marked as paid on the day the payment transaction occurred. Instruct individuals to be careful when creating expense invoices in Heeros PSA, especially to ensure that the expense invoice date refers to the payment date, not the date the expense invoice was created. This way, it is easy for the person to see in Procountor when the payment transaction occurred and mark it as paid elsewhere.

Once travel expense products have been retrieved from Procountor, they appear in the travel expenses section. By clicking on the Product column on the travel invoice, you can select the product to be used for accounting directives in Procountor. Travel types must also be set up in PSA, even if Procountor's travel invoicing products are used.

Select travel and expense invoices and transfer them to Procountor:

Go to Travel Expenses or Expenses.
Select the travel or expense invoices.
Select Send Procountor from the menu. Attachments of travel and expense invoices are transferred with the invoice material to Procountor.

Error Codes

If there are issues with sending invoices, Procountor provides Heeros PSA with an error code, which gives indications of the problem.

E.g., ERROR_OPERATOR Description: Invalid Einvoice operator: The operator code is incorrect

You can check the descriptions of error codes provided by Procountor on the Procountor website.