Envoice integration

Envoice is an AI-powered accounting automation platform designed to streamline pre-accounting by automating the entry, categorization, and recording of bills and expenses, making accounting effortless and collaborative.

With the Envoice and Scoro integration, you can ensure that receipts, bills, and expenses are automatically extracted in Envoice and then accurately synced directly to your Scoro projects. This way, you’re saving crucial time you’d otherwise spend on manual data entry, thus also minimizing errors.

1. Plan availability

The Envoice integration is available on demand for all Scoro plans. Please note that as Envoice is a separate product by Scoro, it comes with separate pricing. To get started, please register your interest by completing this request form. Once submitted, our team will get back to you to discuss your specific needs and the ideal setup for your workflow.

As the connection between Scoro and Envoice is established via API, our team will provide information on the next steps and create the API key that's required for the setup.

2. How the Envoice integration works

The Envoice integration allows you to automate your pre-accounting workflow. Envoice acts as a bridge between your physical documents and Scoro, using advanced AI to handle the "heavy lifting" of data entry. This ensures your project costs are accurate and up to date with minimal manual effort.

Here is how the data flows from a physical document into your Scoro site:

1. Preparing your documents in Envoice:
   • Upload: Start by getting your bills and receipts into Envoice by uploading files directly, forwarding them to a dedicated Envoice email address, or snapping a photo using the Envoice mobile app.
   • Extract: Envoice uses AI to automatically identify and extract key information, such as the supplier name, total amount, date, and tax details.
   • Review & code: You (or your accountant) review the data for accuracy and “code” the document by assigning it to the relevant Scoro project, finance account, and tax rate, ensuring the cost lands in the right place in Scoro.
2. Authorizing the document (optional): If your workflow requires it, you can use Envoice's approval process to automatically route the document to the responsible person for expense authorization.
3. Syncing to Scoro: Once the document is confirmed and recorded in Envoice, it can be synced to Scoro (automatically or manually), which creates a corresponding document in Scoro, complete with all the linked project and accounting details:
   • Supplier invoices confirmed in Envoice are synced to Scoro as bills.
   • Expense reports approved in Envoice are synced to Scoro as expenses.

2.1. Connecting to accounting software (Xero, QuickBooks, etc.)

If you are also using accounting software like Xero, Scoro sits in the middle of the workflow. Once Envoice pushes the data to Scoro to ensure costs are linked to the correct projects, Scoro then forwards those documents to your accounting software to keep your general ledger in sync.

Note! To ensure that bills synced from Envoice to Scoro are also synced to Xero, set the bill sync direction in your Xero integration settings to Xero (syncing from Scoro to Xero). For more information, see our Xero integration setup guide.

2.2. What data is synced

After connecting both platforms, you can customize how data flows between Envoice and Scoro to match your preferred workflow.

Main data

Once the Envoice integration is set up, the following financial data is synced from Envoice to Scoro via a one-way sync manually (by clicking Publish in Envoice) or automatically (if automatic publishing is enabled in the integration settings):

• Purchase invoices – once confirmed in Envoice, purchase invoices are synced to Scoro as bills.
  • The purchase order number, if detected or entered in Envoice, is also passed to Scoro. However, Scoro doesn’t automatically link the bill to the corresponding purchase order – you need to do so manually if linking is required.
• Expense reports – once confirmed in Envoice, expense reports are synced to Scoro as expenses.
  • When creating an expense report, only one project can be selected.
  • In the document review stage, you can select a different project for each line item if needed.

Background data

To ensure your coding is accurate, Envoice pulls essential background data from Scoro during the initial sync after connecting Envoice to Scoro:

• Finance accounts
  • Finance accounts (aka your Chart of Accounts) are pulled from Scoro so you can categorize the nature of each expense.
• Accounting objects
  • If you’re using accounting objects on your Scoro site, all accounting objects are synced to Envoice as dimensions under the Object dimension group.
  • Using accounting objects is optional; they are not required for the Envoice integration.
• Contacts
  • During the initial sync, all contacts from Scoro are synced to Envoice.
  • Envoice matches the supplier data from purchase invoices, expenses, and expense reports against the contact database pulled from Scoro.
  • All new suppliers created in Envoice, and changes to already-synced contacts, are synced to Scoro to ensure consistent data on both sides.
• Projects
  • Your active Scoro projects are synced to Envoice so you can link your expenses to the correct projects.
  • If you’re syncing expense reports from Envoice to Scoro, make sure to enable the project dimension in the expense form so you can link the correct project to the expense report. To do this in Envoice, go Settings > Bookkeeping > Dimension groups, edit the Project dimension group, enable the Show on expense form checkbox, and click Save.
• Tax rates
  • Pulled from Scoro to match your financial reporting requirements.
  • If you’ve set up the Xero integration, Envoice pulls the tax rates from Scoro, which in turn pulls them from Xero.
• Products & Services
  • Pulled from Scoro for detailed line-item coding.
  • When using item-based recording, you can select the respective products or services from your Scoro database for each line item on the document.

After the initial sync, the background data is synced automatically every 24 hours, but you can always trigger a manual refresh in the Envoice integration settings – for example, if you need to see a newly created Scoro project or tax rate immediately. To do this in Envoice, go to Settings > Bookkeeping, open the relevant tab (such as the Dimensions tab to update project data), and click the green Sync button.

3. Requirements before setting up the integration

While you can set up the Envoice integration with completely fresh accounts on both platforms, we recommend ensuring the following details are set up to get the most value out of the integration right away:

• In Scoro:
  • Review finance settings: Ensure your finance accounts (under Settings > Sales and finance > Finance accounts) and tax rates are set up. Since these are pulled from Scoro into Envoice during the initial sync, having them ready allows you to start coding documents right away.
  • Bill sync direction in Xero integration settings: To ensure that bills synced from Envoice to Scoro are correctly synced to Xero as well, set the bill sync direction in your Xero integration settings to Xero (syncing from Scoro to Xero). For more information, see our Xero integration setup guide. 
• In Envoice:
  • User management: Invite your team members and accountants to Envoice. Setting up your users beforehand ensures that approval workflows and document assignments are ready to go once the sync is active.
  • General configuration: Review your Envoice settings. For a comprehensive walkthrough on setting up your new Envoice workspace, check out the Getting Started with your Envoice account guide and other guides on Envoice Help Center.

Once you’ve completed the above steps, you can proceed with connecting Envoice to Scoro.

4. Connecting Envoice to Scoro

The process of connecting Envoice to Scoro involves two steps:

1. Registering your interest
2. Connecting Scoro to Envoice

Step 1: Register your interest

As the Envoice integration is currently available on demand only, please complete this request form to register your interest in setting it up. Our team will get back to you with information on the next steps and create an API key needed for the next step.

Step 2: Connect Scoro to Envoice

Once our team has gotten back to you and provided you with an API key, you can proceed with connecting Scoro with Envoice:

1. In Scoro, go to Settings > Site settings > Integrations > Scoro API to access your API credentials, which you’ll need in step 3 of this section.
2. In Envoice, go to Settings > Integrations and select Scoro.
   
3. Copy the Company Base URL, API Key, and Company Account ID from the Scoro API page you opened earlier, then paste them into the relevant fields on the Connect Now screen in Envoice. Once done, click Activate.
   
4. Lastly, select the Scoro user you want to set as the data owner from the dropdown, then click the Finish button to complete the connection setup.
   

Once you’ve connected Envoice to Scoro, Envoice will initiate the initial data sync to get the background data from Scoro, and you can proceed with configuring the integration settings.

5. Configuring the integration settings

After establishing the connection between Scoro and Envoice, you can configure the following integration settings in Envoice under Settings > Integrations > Scoro:

• Recording required – this toggle controls whether documents must be recorded (finalized and coded) in Envoice before they can be published (synced) to Scoro.
  • Recording for documents in Envoice is required by default, but you can disable it if not needed.
    
• Enable automatic publishing – this toggle controls whether documents are published (synced) to Scoro.
  • By default, documents are synced from Envoice to Scoro only when you manually click Record or Publish on an individual document in Envoice. We highly recommend keeping this toggle enabled to ensure that no document goes to Scoro unless it has been assigned a finance account and a project, preventing “orphaned” costs in your reports.
  • If you prefer to automatically push the documents to Scoro as soon as data extraction and required approval workflows are completed, you can disable this toggle. However, make sure you set up all necessary rules to ensure that all the correct information is applied to your items before auto-publish occurs.
  • If disabled, you can also tick the Purchases & Expenses and Sales checkboxes if you don’t want certain types of items not auto-published.
    
• Publish all attachments – this toggle controls whether the additional attachments are also synced over to Scoro along with the document they’re linked to. When enabled, the attachments will be added to the Files section of the document's detailed view in Scoro.
• Auto Sync – this toggle controls whether the background data is automatically synced between Envoice and Scoro.
  • When disabled, you can always trigger a manual refresh in the Envoice integration settings – for example, if you need to see a newly created Scoro project or tax rate immediately. To do this in Envoice, go to Settings > Bookkeeping, open the relevant tab (such as the Dimensions tab to update project data), and click the green Sync button.
    

6. Syncing purchase invoices as bills

Once the purchase invoice in Envoice is correctly coded – meaning, the correct finance account and Scoro project are selected – and the approval workflow is completed, the synchronization depends on whether you’ve enabled the Enable automatic publishing toggle in your Envoice integration settings:

• If enabled, the purchase invoice is automatically synced to Scoro after being recorded (if required).
• If disabled, you can sync the purchase invoice to Scoro manually after recording it – simply open the purchase invoice in Envoice and click the Publish button.
  

Publishing may take a moment, depending on the system queue. To check the publishing status in Envoice, go to Purchases > Archive, find the invoice, and check the status under the Published column.

Once the sales invoice is published to Scoro, you can use the Go to Scoro button in the sales invoice view to quickly open the corresponding bill in Scoro.

The synced bill will appear in Scoro under Purchases > Bills, with the project, finance account, and other details just as you’ve set in Envoice. The Comment field on the bill will include the approval details – who approved the document and when – and clearly state that the bill was imported from Envoice.

It will also be available in the Finances tab in the project detailed view.

7. Syncing expense reports as expenses

To sync your employee expenses or individual receipts to Scoro as expenses, you first need to ensure the document is properly coded with a project and a finance account in Envoice. Once any necessary approval workflows are finished and the document reaches a "Ready" or "Recorded" status, the synchronization depends on your publishing settings:

• If Enable automatic publishing is turned on, the sync happens immediately after the final approval.
• Otherwise, you can trigger the sync manually by opening the document in Envoice and clicking the Publish button.
  

Publishing may take a moment, depending on the system queue. To check the publishing status in Envoice, go to Reports > Archive, find the expense report, and check the status under the Published column.

Once published, the expense report is available in Scoro as a corresponding expense under Purchases > Expenses, with the project, finance account, and other details as you’ve set in Envoice. It will also be available in the Finances tab in the project detailed view.

8. Disconnecting the integration

To disconnect the Envoice integration:

1. In Envoice, go to Settings > Integrations > Scoro.
2. Click the Deactivate button and confirm your choice.

Once disconnected, all communication and data synchronization between Envoice and Scoro will stop until the connection is reactivated. To reactivate the connection, simply follow the steps in the Connecting Envoice to Scoro section.