Set up your accounts and tax codes
In the Zevoy Hub under Settings, head over to the Accounting tab:
Add a mandatory contra account for your expenses.
Add your accounts and make sure they match your accounts in Procountor. Read more here on how to add ledger accounts.
Add your ingoing and outgoing VAT accounts.
Generally, account no. 2930 can be used as the outgoing VAT account and 1765 as the ingoing VAT account.Make sure that your tax codes are correctly added. Remember to set the tax code type: reverse or standard.
The most common Procountor tax code is vat_1, domestic VAT.
Standard VAT: VAT that is included in the price of your purchase, and refunded later.
Reverse VAT: In some cases (for example when purchasing marketing services outside of your own country but within the EU), the purchase amount doesn't include the VAT. Instead it's paid and refunded separately in your own country.
Set up your categories and tags
Adding your accounting information to Zevoy will allow you to create categories that link your expenses to your ledger accounts and tax codes. Once you've added your accounts and tax codes, create categories from which cardholders can choose from when making purchases. Be sure that all expenses have a category assigned to them before exporting your expenses.
After that, create your tags and make sure that they match the ones in Procountor.
Please find instructions here on how to import your tags from Procountor to Zevoy.
Activate the integration
In the Hub under Settings, head over to the Export tab and choose Activate under Procountor.
Open Expenses under Export type and select Integration and Procountor.
Log in with your Procountor credentials and approve the connection.
After logging in, you'll be re-directed back to Zevoy.
All done!
Exporting your expenses to Procountor
Depending on which settings you have active, transactions can be exported to accounting in different ways: either via the Expenses page or the Export page.
Exporting from the Export page
In the Hub head over to Export.
Choose the wanted timeframe for your expenses.
Choose Procountor Integration as the template.
Click Export to Procountor.
You'll receive a success message when the expenses have been successfully exported!
If the integration hasn't yet been activated, or it has been deactivated, you'll be prompted to log in to Procountor and connect the systems before you can send an export.
Exporting from the Expenses page
Go to the Expenses page in the Zevoy Hub.
Under Submitted you'll find your expenses that need reviewing. Open the expenses to edit them if needed and once checked, approve them either individually or by selecting many.
Now you can create an export queue for yourself! Select the items you wish to mark for export under Approved and click Move to export queue. Selecting items will reveal the toolbar.
The export queue will help you keep track of which items are marked as ok for export, and makes reviewing your items throughout the month easier.You're now ready to create exports! Under Export queue, select all expenses or select the ones you wish to export, and options for exporting will appear in the toolbar.
Revise - move the selected items back to approved.
Move to exported - don't want to generate any reports but wish to move the items to Exported? Choose Move to exported.
Preview - generate previews and take a look at the file before exporting. This action won't change the export status of the items.
Export - by clicking export, the select items will be sent directly to Procountor.
Click Export to Procountor!
The Exported column will help you keep track of which exports have been created. A green checkmark means that the export was successful.
Previous exports can be found under Export history. Here you can re-download export files if needed and check which items were included in which export.
After a successful export, the expenses will be found as a journal (muistio) in Procountor. Go to Receipt search (Tositteiden haku), set the correct dates and click Search invoices (Hae lasku).
Will my receipts also be exported directly to Procountor?
If the file is larger than this, you can download the PDF from Export → History → Download PDF. The receipts are stored in Zevoy's system for six years.
Please note that the Procountor integration will also work for Swedish and Danish companies using Procountor.