Extend the functionality of iCompleat and your finance software with real-time sharing.
iCompleat works in harmony with your company’s existing finance software to create efficient, seamless integration.
When connected to software such as Sage 50 or QuickBooks, any change made within iCompleat or your company’s finance software is immediately communicated. As a result, invoices are processed through the system accurately and efficiently, with minimal intervention required on your part.
This article shows you how to get the best possible results out of the two-way system. The steps below walk you through creating your first live company, connecting your finance software to iCompleat, and a couple of key automation features that are about to make your job much easier.
Create your first live company
When you register for iCompleat, a test company is created for you. This doesn’t connect to a finance system – it’s simply there to help you get comfortable with processing invoices and managing users and workflows. Your test company will always be there for you to test out features and train others in the software, but you need to create a live company in order to start processing invoices with iCompleat.
When you add a live company, you can connect iCompleat to Sage 50, Sage 200, Sage Intacct, Xero, Quickbooks, AccountsIQ, or follow steps to Connect to Another Finance System.
Follow the steps below to create your first live company.
On the homepage select 'Configuration'.
Select 'Company Management'.
Select 'Add a New Company'.
Enter the name of the live company.
Connecting iCompleat to your finance system
Now your company is live on iCompleat, the next step is to connect to your finance system. As part of the connection process you need to do the following:
1. Download a connector
2. Install the connector
3. Configure the connector.
Follow the how-to guides below to get connected.
Think of a connector as a software application, installed on your local network, and configured to manage and secure all information passed between your finance system and iCompleatInvoice.
All communication passed between iCompleatInvoice, and your finance system is secure and encrypted.
The Sage Connector must match your Sage Accounts version. For example, if you are downloading the Sage 50 2019 connector, then Sage 50 2019 needs to be installed on your server/pc.
You access the accounts version information by running the Sage 50 System Administration tool. Here is an example of different versions:
Sage 50 (2017) – has a version number such v23
Sage 200 (2017) Winter edition – has a version number such as 12.00.0007
Click here to connect to Sage 50
Click here to connect to Sage 200
Click here to connect to Sage Intacct
Click here to connect to Xero
Click here to connect to Quickbooks
Click here to connect to AccountsIQ
Click here to connect to another finance system
Reference Data Management
If you are using iCompleat with the Universal Connector instead of connecting to a finance system, then you will need to manually add your company's reference data to the iCompleat system. Reference data includes fields such as suppliers, account codes, and tax codes that are unique to your company. You can use this reference data to code incoming invoices to speed up the automation process.
To populate iCompleat with your company’s codes, you have two options:
1. Input your company’s data manually
2. Download our Excel templates, populate them with your company’s reference data, and then upload them to iCompleat.
To add your company’s codes to iCompleat, follow the steps below.
On the homepage select 'Configuration'
Select 'Reference data'.
Select a reference data field.
In this example we are selecting Account Codes.
You now have two options.
1. Select anywhere in the on-screen spreadsheet to manually enter your account codes, then select 'Save'.
2. Alternatively, select the option to download the Excel template and proceed to Step 5.
Populate the spreadsheet template with you company's account codes, and save it to your computer.
Select 'Select file to import'.
Locate and select the Account Codes template file on your computer.
The on-screen spreadsheet is now populated with your reference data.
Select 'Save' and repeat the process for the remaining reference data fields.
Add an Analysis Field
In addition to the existing code fields in iCompleat, you also have the option to add your own analysis fields. These enable further customisation for when you’re managing workflows and directing your invoices to the right place. You can add analysis fields at header or line level. An analysis field at header level will apply to the entire invoice, whereas an analysis field at line level can apply to individual items within an invoice.
An example of a header level analysis field could be ‘location’ or ‘department’, enabling you to code an entire invoice according to those conditions. An example of a line level analysis field could be ‘cost centre’ or ‘project’, letting you code individual items (or ‘lines’) within an invoice to your preferences.
To create your own analysis field, follow these steps:
In the Reference Data area select 'Add an analysis field'.
Enter a name for your analysis field.
Select the toggle to choose whether your analysis field will be mandatory or not.
If it is mandatory, every invoice received will require this field to be populated.
Select whether your analysis field will apply to header or line level from the drop-down.
Your custom analysis field is now added to the system, and you can now fill in your company's unique reference data for the field.