Organizations that have multiple business units often need to issue invoices from those entities. In Ruddr, you can leverage the Business Units feature to set up different business units, specifying unique invoicing details, settings, and more. When the Multiple Accounting Integrations feature is also enabled, you can align each business unit with its own accounting instance.
There are a few considerations to using the Multiple Accounting Integrations feature:
- Setting up each accounting integration
- Aligning integrations to the workspace and to business units
- Aligning business units to projects
- Understanding how invoices are associated with accounting integrations
- Credit notes and payments
Setting up Multiple Accounting Integrations
With the Multiple Accounting Integrations feature enabled, you can now install any number of accounting integrations in your workspace.
NOTE: Currently, multiple Xero integrations are supported, with support for multiple QBO integrations in development.
When multiple integrations are configured, you will see multiple tiles (Figure 1) in the Integrations area of workspace settings.
Figure 1 - Multiple Accounting Integrations
Each integration that is set up will have the name of the instance listed. You can click the Settings button to access the integration configuration as outlined in the setup documentation.
Align Integrations to Workspace and Business Units
Default Workspace Accounting Integration
Once you have connected Ruddr to your various accounting instances, the next step is to set a default accounting integration for the workspace.
In the Invoices section of workspace settings, you will find an Accounting Integration setting (Figure 2). Here, you will specify the default accounting integration to use for the workspace.
Figure 2 - Set a Default Workspace Accounting Integration
The default workspace accounting integration will be used for invoices that are generated for projects that are not associated with a business unit.
Business Unit Accounting Integrations
Each business unit that you have set up in Custom Data can be aligned with an accounting integration. If an integration is not assigned to a business unit, then any invoices associated with that business unit will be aligned with the default workspace accounting integration.
The business unit's accounting integration can be specified on the Edit Business Unit drawer (Figure 3).
Figure 3 - Associate an Accounting Integration with a Business Unit
Aligning Business Units to Projects
As detailed in the Create a New Project article in the Ruddr Help Center, each project can have a business unit assigned. If you need a project's invoices to be saved to a particular integration associated with a business unit, that project will need to have that business unit assigned via the Edit Project drawer (Figure 4).
Figure 4 - Associate a Business Unit with a Project in the Edit Project drawer
How Invoices are Associated with Accounting Integrations
When you select a project on the Ready to Bill screen, Ruddr will disable projects within that client that use a different accounting integration. A project's accounting integration is determined by the project's Business Unit setting. If the project does not have a Business Unit, it uses the workspace's default accounting integration. If the project has a Business Unit, it uses the accounting integration associated with that Business Unit.
As a project is selected on Ready to Bill, Ruddr will disable any of that client's other projects that are associated with a different accounting integration (Figure 5).
Ruddr will only allow one accounting integration per invoice.
Figure 5 - Ruddr Does Not Allow an Invoice to be Associated With More Than One Accounting Integration
If you were to edit / change the accounting integration on a draft invoice (Figure 6), Ruddr will disassociate all projects and transactions that were associated with the invoice when it was created.
Figure 6 - Changing an Invoice's Accounting Integration Will Disassociate Projects and Transactions
As you go to save a published invoice to associated accounting integration, Ruddr will list the accounting integration to which the invoice will be saved (Figure 7).
Figure 7 - With Multiple Accounting Integrations Available, Ruddr Lists the Destination Integration for Invoices
Once an invoice is saved to an accounting integration, you can review the associated integration by hovering over the integration icon listed with the invoice (Figure 8).
Figure 8 - Ruddr Displays the Accounting Integration to Which a Ruddr Invoice has been Saved
Credit Notes and Payments
Any credit notes and / or payments that are associated with an invoice in Ruddr will be saved to the accounting integration that is aligned to the respective invoice.