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Fortnox Integration

Overview:

The Fortnox integration with FunnelBud allows you to automatically sync your customers, invoices, and products between both systems. This ensures your business data is always up-to-date, eliminating the need for manual data entry and reducing errors.

With this guide, you will learn:

✅ How to connect your Fortnox account to FunnelBud.

✅ What data is synced and how often it updates.

✅ How to troubleshoot common issues.

How it works:

Connecting Fortnox:

Connecting Fortnox is a simple 3-step process:

  1. Log into your FunnelBud account
  2. Click on Integrations at the top of the page.
  3. Click on “Integrate Fortnox” and follow the steps to reconnect your account.

Starting the Sync

After you have followed the steps to integrate Fortnox with FunnelBud, records will start syncing. The time it takes will depend on how much data needs to be synced. This typically takes anywhere from 10 minutes to a little over 1 hour.

Here is a summary of what will be synced, depending on your account plan:

Plan Upgrade:

Users on the CRM Pro plan or those who have recently upgraded will see a pop-up notification on the integration page prompting them to disable notifications (this prevents automatic notifications going out to Contacts and Users for new synced invoices). Clicking the “Disable Notifications” button will automatically turn off these notifications. After this, an initial batch of six invoices will be synced. For detailed invoice sync steps, refer to invoices.

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What will be synced (detailed):

Contacts:

  1. Fortnox > FunnelBud: All Customers (Company & Private) will be synced from Fortnox to FunnelBud
  2. FunnelBud > Fortnox: Contacts will only sync to Fortnox when invoices are created for them, or if you manually click the “Sync to Fortnox” button.

When Contacts are synced, they will get the tag “fortnox-sync”. Please do not delete this tag from your account. For Contacts, any information that is added in either system is added to the other system if it does not already exist. If the information does exist, it will NOT be overwritten.

Products:

  1. Fortnox > FunnelBud: All Products will be synced
  2. FunnelBud > Fortnox: All Products will be synced

Invoices:

  1. Fortnox > FunnelBud: All Paid + unbooked (draft) invoices will be synced
  2. FunnelBud > Fortnox: Draft only. Not Partially Paid / Fullypaid

If you would like to sync Invoices and Products without upgrading your plan, please contact Support for pricing.

How often will records sync?

FunnelBud > Fortnox: Contacts, Products & Invoices will usually be synced within 1 minute of a change taking place

Fortnox > FunnelBud: Contacts, Products & Invoices will be synced once every 24 hours.

Some records will not be imported for various reasons - please see the Sync Exceptions below.

Fields Synced: 

Contacts:

Add row aboveAdd row belowDelete rowAdd column to leftAdd column to rightDelete columnFunnelBudFortnoxFirst Name + Last NameName *EmailE-mailPhonePhone 1Street AddressInvoice Address + Invoice Address 2 **CityCityCountryCountryPostal CodePostcodeFortnox Customer TypeCustomer Type

* If the contact is created in FunnelBud, First Name + Last name are added together to create the Name in Fortnox. If the contact is created in Fortnox, Name is synced to First Name in FunnelBud.

** If the contact is created in FunnelBud, Street Address is synced to Invoice Address. If the contact is created in Fortnox, Invoice Address + Invoice Address 2 are combined into Street Address.

Contact Sync Exceptions

In many cases your Contact email addresses will be automated inboxes meant for processing invoices (eg. inbox.lev.12345@arkivplats.se). If the email address is in the list of domains below (the most commonly used invoice processing services), contacts will be created but the email address will remain blank. This is to prevent the sending of marketing emails to automated invoice processing mailboxes and to ensure that we can import all contacts without creating duplicates.

Invoice Sync

The invoice sync process begins with an initial batch of six invoices (three paid and three unpaid), which typically completes within two hours. Once these invoices are synced, a pop-up on the integration page will prompt the user to approve and sync the next batch of 20 invoices. After you approve and sync these, a final pop-up will appear allowing you to sync all remaining invoices.

Add row aboveAdd row belowDelete rowAdd column to leftAdd column to rightDelete columnComponentFunnelBudFortnoxInvoiceIssue DateInvoice DateInvoiceDue DateDue DateInvoiceIDExternal Invoice ReferenceInvoiceProduct (each product)NameNameProduct (each product)DescriptionDescriptionProduct (each product)PricePriceProduct (each product)VATVAT / MOMS

Invoice Sync Notes / Exceptions

Due dates should not be seen as accurate. FunnelBud is currently unable to represent invoices with due dates in the past - therefore invoices with a due date in the past will be imported with the due date set to the day of importing.

Tax: Only invoices with valid tax percentages will be able to sync from FunnelBud to Fortnox - you can see this in Fortnox under Settings > Accounting > VAT (default is 0%, 6%, 12% and 25%). If you need additional VAT types for any reason, you may add additional tax percentages in Fortnox.

Fortnox to FunnelBud: The sync will only attempt to sync Paid and Unbooked invoices from Fortnox to FunnelBud. In addition, we are unable to accurately represent invoices in certain cases -  these invoices will not be imported at all to avoid creating inaccurate invoices. Invoices will not be synced if any line item has an Amount that is less than or equal to 0

Products (FunnelBud) / Articles (Fortnox):

Add row aboveAdd row belowDelete rowAdd column to leftAdd column to rightDelete columnFunnelBudFortnoxTitleNameDescriptionNotesPrice*Price

* Fortnox only supports 1 price per Product - therefore if you create Products with more than one price, only the first price will be synced. When creating invoices, you may change the price of a product and that price will be the one that is synced, even though it differs from the default price on the Product.

FunnelBud to Fortnox:

Invoices with products manually added and not saved in FunnelBud will be created as a Product in Fortnox, even if you choose not to save it in FunnelBud. This product will then sync back to FunnelBud. The majority of users create draft invoices in FunnelBud for review & sending from Fortnox, therefore it is critical that all invoices are able to sync bi-directionally.

To avoid creating many once-off products in Fortnox, we recommend creating a single product to be used for once-off line items. Add this product to any invoices where you need a manual line item, and simply change the description and amount of the product for the specific invoice.

When a Proposal is signed, a Draft invoice is created automatically.

Important Notes:

If any fields in FunnelBud have special characters, they will be stripped out before syncing to Fortnox for compatibility.

Allowed Characters: ! @ # $ % & * _ - + = ; ` ’ : , . ? / \

Not Allowed Characters ~ | ^ [ ] { } ( ) ” < > | 

If you have purchased a paid sync plan which includes Products and Invoices, please do not delete Products inside of FunnelBud, otherwise any new invoices that contain those products will not be able to be imported in future.

How data is handled after syncing:

  1. Contact / Company information will not be overwritten after the initial sync. If new information is added to one system, it will sync to the other system if there are empty fields, but it will not overwrite existing contact / company information.
  2. If you updated a Product or Invoice in one system, it WILL sync and replace the information in the other system.

FAQ:

Question: Why are some of my contacts not synced?

Answer: There could be two reasons why some contacts are missing:

Question: What should I do if my contacts are not syncing?

Answer: Please wait up to 24 hours, as background cron jobs handle the syncing process. If your contacts are still not synced after 24 hours, contact support for assistance.

Question: What should I do if my invoices are not syncing?

Answer: Please wait up to 24 hours, invoice syncing is managed by background cron jobs. If your invoices are not synced within 24 hours, reach out to support for further help.

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