Applicable to the following Sastrify plans:


Legacy
Essentials
Pro
Platinum
✔*
✔**
✔
✔


* Legacy includes all plans signed before February 29, 2024. 

** The Netsuite and Sage Intacct integrations are not available for Essentials plans signed before March 1, 2024.


NEW: We're pleased to announce the integration of two new accounting tools: Exact Online NL and Exact Online UK. Both platforms are available and fully functional as of March 18, 2024. Check out the list of available integrations here. 


Any successful SaaS management process starts with mapping and understanding your actual SaaS stack and spend. At Sastrify, we work tirelessly to ensure this happens smoothly through our ERP and accounting integrations, allowing you to create a transparent and fully inventoried stack.


Sastrify offers a wide range of ERP & accounting software that you can sync with to set up, populate and update your subscription list with the tools your company uses and pays for. 


This method will detect your subscriptions and populate their spends from your company's accounting software. This is possible if you use any of the following software: Netsuite, Xero, Quickbooks, Sage, Freshbooks, Microsoft Dynamics, Zohobooks, and Exact Online (NL and UK). 


Once connected to one or more of the available software, it will automatically generate a list of subscriptions your company is currently using and display the amount spent on those subscriptions. The integration will continue to update the spend on a regular basis, eliminating the need for manual effort to keep your data up to date.



The following guide applies only to integration with Netsuite, Xero, Quickbooks, Sage, Freshbooks, Microsoft Dynamics, Zohobooks, and Exact Online (NL and UK). 

For Pleo integration, please refer to this article.

IN THIS ARTICLE

How Sastrify connects to your ERP & accounting software

Sastrify uses a universal API capability to instantly stream data from various ERP & accounting tools listed on our platform to your customers' spend pages. This allows us to streamline data update processes and eliminate the need for manual data entry.

How to use ERP & Accounting integrations



To view the available ERP & accounting integrations as well as to activate the connection, go to your Settings > Discovery.


To set up a new integration:

  1. Click the "Manage" button on any of the ERP & Accounting Software cards to open a setup page.
  2. Click the "+ Add New" button located in the lower right corner of the page to create a new integration. (You have the option to create multiple integrations, which will be covered in the next section).
  3. Enter the name of the integration, or you can use the default name set by the system.
  4. Click the check mark to confirm.
  5. Click the "Connect" button to continue.
  6. You will be redirected to the login page of your chosen ERP or accounting software where you will need to log in.
  7. Establish the connection by granting Sastrify permission to connect.
  8. You will be redirected back to Sastrify's Discover page where you can see that the software you selected now has an active connection. If you click on the "Manage" button, you will see that the integration is now displayed as Connected, indicating that the connection is now active.


For Netsuite & Quickbooks, we have an additional article for each in the knowledge base that covers the specific steps in integrating these software.


You can integrate multiple accounts with Sastrify, whether it is Netsuite, Xero, Quickbooks, Sage, Freshbooks, Zohobooks, or Exact Online, so it does not have to be a single connection of a single software for your organization. To add another integration of the same ERP or accounting software, repeat steps 2-8.


It's important to note that by default, users setting up the integration to any of the ERP & accounting software must have administrative permissions to both Sastrify (Admin role) and to the software of choice. 

If you have any questions or concerns regarding the setup process or require assistance with admin roles and permissions, please don't hesitate to contact our dedicated the Sastrify Support Team.

What data does Sastrify pull?

When an integration is set up with one of these tools: Netsuite, Xero, Quickbooks, Sage, Freshbooks, Microsoft Dynamics, and Zohobooks, it will retrieve only these three data points on a daily basis (every 24-hour interval): 

  • Bills,
  • Direct Costs,
  • And their related suppliers/vendors


Bills are recurring costs that contain details such as:

  • The date and time when the bill was recorded in the accounting system
  • The amount of the bill and its currency
  • The supplier from whom the bill was received
  • The line items indicating what the bill is for


Direct costs are one-time purchases that include:

  • Upfront payments for an item
  • Cash refunds from suppliers for returned items
  • Writing a check


Sastrify uses these data points to generate discovered subscriptions for newly discovered tools and spend information. Here's how:

  • We use a matching algorithm to cross reference the vendor names we have in our extensive SaaS vendor database with the supplier or vendor names discovered via the integration. 
  • If the vendors are already listed as part of the active subscription list (Tool Stack), the integration will not create duplicates, and only update the spend tab of the correct tools or subscriptions.  
  • If the vendors are not part of the the active subscription list but are successfully matched to our listed SaaS vendors, Sastrify will create new subscriptions, list them under the Discovered tab, and attach their spend. Learn more about how to work with the Discovered page in this article.
  • From bills and direct costs of those existing and newly discovered tools, Sastrify will populate the spend and pull attachments or invoices (if available).
    • It will create spend line items in the platform based on bill information such as date, amount, and currency.
    • If an actual invoice file is available, the integration also gets it as part of the data synchronization. A bill without an attachment is still considered valid.


Once they are successfully pulled into Sastrify, both bills and direct costs are available to you under the "Spend" tab.



If there is an invoice or attachment associated with a spend item, the name of the spend item will appear as a hyperlink, allowing access to the actual document.



Frequently Asked Questions

Please refer to the ERP & Accounting Integration FAQ page for a complete list of frequently asked questions.