Integration types

Factorial supports three integration models:

1. In-house Connectors
   • Built and maintained by Factorial.
   • Configured directly inside Factorial.
   • Factorial provides functional and technical support.
   • Note: At present, there are no in-house Expense connectors.
2. External Partner Standard Connectors
   • Standard connectors developed by certified external partners for popular ERPs.
   • Partner provides first-line functional and technical support.
   • Best option for most customers who need out-of-the-box ERP connectivity.
   • Example: Microsoft Business Central (Cloud-API, Global).
3. External Partner Custom Development
   • Tailored integrations delivered by a partner to meet specific client needs.
   • Support handled by the partner; Factorial coordinates scoping and onboarding.
   • Best for clients with bespoke accounting rules, unique posting flows, or non-standard ERPs.
   • If you need this, contact your Factorial account manager to explore options.

Current connector for Expenses

Microsoft Business Central (Cloud-API, Global)

Delivered via an Integration Partner and available globally through Factorial’s commercial channels.

Key features

• Syncs approved expenses, mileage, and employee data directly into Business Central.
• Automates VAT handling where supported.
• Assigns expenses to projects and subprojects.
• Reduces manual reconciliation with automatic data transfer.

Key benefits

• Eliminates manual data entry.
• Ensures consistent employee and supplier records.
• Simplifies cost allocation by mapping expenses to cost centres and projects.
• Streamlines compliance with VAT automation.

Synced fields

The following fields are transferred from Factorial Expenses into Business Central:

For Expenses & Mileage

• Main data: date, category, VAT, supplier, payment method
• Amounts: total amount, reimbursable amount
• Status: pending, approved, paid, archived, in review, rejected, reversed, draft, in payroll
• Project / Subproject
• Imported file (attached receipt)
• Employee (linked to the expense)
• Category (mapped to BC categories)
• Document number
• Document type
• Description
• Effective on (posting date)

For Employees

• Name and surname
• Bank account
• Additional non-critical details (phone, email, etc.)

Data transfer frequency

• Automatic via API.
• Depending on configuration, syncs may run near real-time or on scheduled batches.

Setup process (high level)

1. Purchase/enable the connector via Factorial.
2. Connector unlocked in Marketplace.
3. You receive a setup guide and checklist.
4. Provide Business Central tenant details (e.g. Tenant ID, admin account).
5. Integration Partner configures field mapping and runs a test sync.
6. Test data validated, adjustments applied, then production sync is enabled.
7. Go-live monitored during the first days to ensure stability.

Support model

• Partner: first-line functional and technical support.
• Factorial: manages commercial onboarding, coordinates with the partner, and escalates issues.
• For issues: open a ticket in Factorial Support and reference the integration connector.

FAQs

1. Can I see the mapping before go-live?
   Yes, the field mapping is shared during implementation so you can validate the sync before enabling production.
    
2. Can I add custom fields?
   The standard connector supports fixed mappings. For custom needs, Factorial can help scope a Partner Custom Development.
    
3. How is VAT handled?
   VAT fields sync automatically where Factorial data is available and mapped. Confirm requirements with your implementation consultant.
    
4. What happens if an expense fails to post in BC?
   Posting errors will appear as alerts. Contact Factorial Support to route the case to the Integration Partner.