Sastrify supports a variety of ERP and accounting software to sync and update your subscription list with the tools your company uses and pays for. This method detects subscriptions and pulls spend data directly from your accounting software. Supported systems include Netsuite, Xero, Quickbooks, Sage, Freshbooks, Microsoft Dynamics, Zoho Books, and Exact Online (NL and UK). 


Once connected, the integration automatically generates a subscription list and tracks spending, updating it regularly to save you from manual data entry.



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 and 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 Integrations > 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.


You can integrate multiple accounts with Sastrify, whether it's Netsuite, Xero, Quickbooks, Sage, Freshbooks, Zoho Books, or Exact Online. To add another integration of the same ERP or accounting software, simply repeat steps 2-8.


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


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 active subscription list but are successfully matched to our listed SaaS vendors, Sastrify will create new subscriptions and attach their spend. You can find all matched vendors on the "Tool Matching" tab of Spend Import page.
  • 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 successfully imported into Sastrify, both bills and direct costs will be listed under the "Spend" tab of the respective subscription page (e.g., to see the imported spend of Tool A, you need to go to the "Spend" tab of Tool A). 



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 (invoice). 



Alternatively, you can get a complete overview of all spend coming from the integration by going to the Imported tab on the Spend Import page. The "Source" column contains the information of the ERP & accounting integration you have connected to. 



Frequently Asked Questions

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