Fortnox Integration - Setup

Our Fortnox Integration provides a bidirectional syncing of Companies between Membrain and Fortnox, streamlining the connection between sales and accounting operations. By automating data transfers, the integration reduces manual data entry and ensures consistency between the two platforms.

What This Integration Does

• Sync Companies – Automatically match companies in Membrain with customers in Fortnox.
• Reduce Manual Data Entry – Keep records updated without extra work.
• Align Sales and Accounting – Ensure financial records reflect sales activities accurately.

Why It Matters

• Saves Time – Eliminates the need for duplicate data entry.
• Reduces Errors – Ensures accurate financial reporting.
• Improves Workflow – Keeps sales and accounting teams aligned.

Step-by-step Guide

Setting up the integration is quick and easy, and with the step-by-step instructions below to help you get started, you'll be up and running in no time.

1. Connect Membrain to Fortnox - Authenticate and connect your environment
2. What to Sync - Create a filter for what Companies to sync
3. Fields to Sync - Map the Company Fields to be synced
4. Sync Status - Monitor the status and usage of the integration
5. API Log - Access the integration's log to review data flow, errors and execution status

Part I - Connect Membrain to Fortnox

1. In Membrain, from the left menu, click on the cogwheel icon to access System Setup.
2. Scroll down to the Integrations area and click on the Fortnox link.
   
   
3. Expand the Authentication tab and click on the Authenticate button.
   
4. Now, insert your email address or social security number and your password and press Log in.
   
   
   
5. Next, select your company's Fortnox account.
   
   
   
6. Finally, grant permission for access, as follows:
   
   
   
   
7. You're all set!
   
   

Part II - What to Sync

The integration allows you to sync companies from Membrain to Fortnox and vice versa. This is achieved by creating a filtered list of companies in Membrain that you'd like the integration to consider in the sync. These companies will then be synced progressively when any new records appear and/or any of the integration's mapped fields are updated.

Fortnox Id Field

To successfully identify and sync companies from Membrain to Fortnox, the integration searches for the Fortnox Id provided in the custom field below. If no Fortnox Id is found, Membrain will search companies based on the Membrain Company Name. 

1. From the left menu of Membrain, go to System Setup > Custom Fields > Company Custom Fields.
2. Click on the Create New Field button, select "Text", name the field to "Fortnox Id Field" and press Save.
3. Then, in the "What to Sync" section of the integration, map the field you just created, as shown below.

Membrain to Fortnox

Membrain will attempt to locate from the filtered list that you've set up (read next paragraph) already existing companies and:

• If a match is found, Membrain will update the existing Company in Fortnox.
• If no match is found, Membrain will create a new Company in Fortnox.

Fortnox to Membrain

Membrain will attempt to locate already existing companies from the filtered list that you've set, and:

• If a match is found, Membrain will update the existing Company, in Membrain.
  
• If no match is found, no new companies will be created in Membrain.

Company Filter Creation

From this menu, you may create a new Company filter OR use an existing Company filter.

• Create new Company filter - Click on "New Filter" and add your filtering criteria.

Example 1: You want to sync all companies, in which case, leave the Company Filter with "No Filters" as shown below and press Save.

Example 2: Alternatively, you might want to reduce the list to only include your customers, so filtering on a custom field or label for "Company Type: Customer" would be the way to go.

• Use existing Company filter - Tick one or more of your existing company filters, as shown below.

Part III - Fields to Sync

Mandatory Fields

By default, there are some mandatory company level fields that are synced both ways automatically and that cannot be configured. See picture below.

Additional Fields to Sync

In this section of the integration, you may also configure additional company information to be synced from Fortnox to Membrain, and from Membrain to Fortnox.
You can set up a one-way sync or a two-way sync on each specific field. The bold arrow shows in which direction the field's sync is activated.

Part IV - Sync Status

That is a helpful area to check on the status of the sync and how each field sync is performing in the Status Area.

• See when the sync ran last. By default, the sync runs every 3 minutes.
• Initially, you may "Run One Sync Round" to test the integration, then click on "Start Sync Service" to sync fully.
• Stop the sync at any time, and restart when ready.

Updating Sync Timestamp

During the initial sync process, if the data set to be synced has not been modified recently, change the sync timestamps to an earlier date. To update the sync date:

1. Disable Sync by clicking on "Stop Sync Service".
2. Update the date on timestamp by hovering and clicking on it.
3. Press Save and "Enable Sync Service".

Part V - API Log

This log can be useful for those with a more technical background. The log lists every event related to the sync in date order and can be very useful for analyzing or troubleshooting the sync.

1. From the left menu, click on the cogwheel icon  to access System Setup
2. Scroll down to Integrations > Fortnox Integration > Log
   
   
   
   
3. Click on Show Individual Logs to view logs by run dates.
   
   
   
   
4. Click on Back to Main Log to go to the full view of the logs.
   
   
5. Download All Logs allows you to download the entire log.