Accounting bridge¶

Many homes issue their invoices in WideCare but keep their accounts somewhere else — often in the accountant’s own Odoo. The accounting bridge carries each posted resident invoice and credit note there, and brings back its payment state, so the billing team sees in WideCare what is still unpaid.

What travels¶

Only what an invoice needs travels: a customer’s billing identity, never their care record.

A posted document is never rewritten over there. To correct a sent invoice, issue a credit note: it travels like any other document.

1. Prepare the accounting database¶

The bridge looks up the journal, the accounts, the taxes and the products in the accounting database; it never creates them. Before switching it on:

1. Make sure the same journals, accounts and taxes exist on both sides.

2. On each sales journal sending invoices, fill in Code in the accounting database when the code differs there.

3. On the accounting database, create a user for the bridge, then an API key for that user (Preferences → Account Security → New API Key). The key is shown once: copy it. An account password does not work.

2. Switch the bridge on¶

1. Open Settings → Sync, block Accounting bridge.

2. Tick Bridge the accounting.

3. Choose the Accounting database:

   • Paired Odoo — the accounting database runs WideCare’s sync engine too; the two exchange signed events.

   • Standard Odoo — an ordinary Odoo (an online one, the accountant’s instance) where nothing can be installed; WideCare drives it with a user and an API key.

4. For a Standard Odoo, fill in the Standard Odoo connection block: Odoo URL, Database, Login (the bridge user’s e-mail) and API Key. Click Test the connection.

5. Save.

3. Run the preflight check¶

Click Preflight check (in the settings, or under Invoicing → Customers → Accounting bridge). It asks the accounting database every question the bridge will ask — the journal by its code, the accounts by their codes, the taxes — and lists everything missing at once. Create what is missing over there, then click Check again until nothing blocks.

4. Send the invoices¶

With a Standard Odoo, the Invoicing → Customers → Accounting bridge menu appears:

• Send to accounting — the posted invoices and credit notes, filtered on To send. Select them and use Actions → Send to accounting. The columns Filed, Filed on, Ledger state and Still open follow each one; the Already filed and Still open in accounting filters find the rest.

• Preflight check — the check above.

• Billing identities — the customers already sent.

On a posted invoice, the Send to accounting button does the same for that one document. Once it is filed, Check in accounting confirms it is present over there, posted, with the same total.

Invoices issued before the bridge was switched on can be sent the same way: select them in the list.

5. Follow the payments¶

The bridge reads the settlements back from the accounting database on a schedule; Read settlements now in the settings does it at once. Each sent invoice then shows, under its due date:

• Ledger Payment State — paid, partially paid, not paid;

• Ledger Residual — what is still open over there;

• Ledger Settled On — the date of the last settlement;

• Filed in the accounts on and Id in the accounting database.

With a Paired Odoo, the same information appears under Sync Engine → Monitoring: Settlements, Billing Identities and Accounting preflight.

Going further¶

• Billing a month, step by step

• The billing dashboard

• Billing settings