Connect your own accounting software (FreeAgent today; more providers to follow) and every sale, refund and expense you record in DiveOps flows into your books automatically — no more retyping the day's takings.
When you'd use this
- You (or your bookkeeper) currently retype DiveOps sales into your accounting software by hand.
- You want your books to always match the till — every payment, refund, expense and pay run mirrored automatically.
- You want unpaid shop tabs to show as open invoices in your accounts, and to be marked paid when the customer settles up.
Before you start
- You need an account with the accounting provider (e.g. FreeAgent) and its login details.
- You need the Settings permission in DiveOps (owners and managers have it).
- Have your provider's income categories in mind — you'll match DiveOps sale types to them once.
How to connect
- Go to Settings → Integrations and open the provider's card (e.g. FreeAgent).
- Press Connect to FreeAgent and sign in with your provider login when it asks.
- You'll land back in DiveOps with the connection showing Connected.
How to set up the mapping (one-off)
- On the same page, find Map your sales.
- Under What to send, tick what should flow across: Sales & income, Expenses & supplier costs, Refunds (as credit notes), Payroll & wages.
- Match each DiveOps sale type (courses, activities, retail, rental, accommodation and so on) to one of your own income categories — the lists come live from your provider.
- Pick the bank account money should be recorded against.
- Press Save.
From then on it's automatic: each paid sale becomes an invoice marked paid in your provider; a shop-tab sale becomes an open invoice that gets marked paid when the tab is settled; refunds become credit notes; expenses become money-out transactions; a pay run posts one balanced wages entry.
Keeping an eye on it
- The strip at the top of the mapping card shows how many items have been sent, how many are pending, awaiting mapping, or errored, and when the last one synced.
- If something needs you (a category you haven't mapped yet, or an item that failed), a banner appears in your dashboard and the strip shows the count.
How to retry stuck items
- If the strip shows items awaiting mapping, fix the cause first — usually mapping the missing category, or correcting your tax rate in Settings → Tax & Payments (fixing the tax rate retries held items automatically).
- Press Retry failed items on the strip. Everything stuck is queued again and sends within a few minutes.
- Retrying is always safe — an item can never be sent twice, so a retry finishes a half-sent item rather than duplicating it.
Tips
- Set the mapping up on a quiet day and check the first few invoices in your provider — once they look right, it runs itself.
- Keep your DiveOps tax rate and your provider's VAT registration consistent. If they disagree, DiveOps holds sales (rather than sending wrong figures) and tells you what to fix.
- Payroll: your provider's bank feed will show the actual wage payment — DiveOps posts the wages entry so the two match up, never a duplicate payment.
Troubleshooting
- "Needs reconnecting" banner: the connection stopped working (e.g. a password change at the provider). Open Settings → Integrations and connect again — nothing is lost; held items send after you reconnect.
- "Awaiting mapping" keeps coming back: a sale type you use isn't matched to a provider category yet. Map it under Map your sales and save.
- "VAT mismatch — sales held": your DiveOps tax rate says one thing and your provider's VAT registration says another. Fix whichever is wrong; held sales then retry automatically.
- An item shows "errored": press Retry failed items. If it errors again, the reason is shown — contact support if it isn't clear.
Related
- finance-overview.md — how the Finance module fits together.
- finance-shop-tabs.md — on-account sales and settling tabs.
- finance-payroll.md — pay runs and payslips.