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, find the Accounting section, 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.
- Under Where the money lands, pick your everyday bank account (cash and counter card), and if you take card payments online, a separate account for online card payments (usually a "Stripe" account in your provider). The two must be different.
- Pick the category card processing fees go to.
- 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.
Online card payments and Stripe payouts
If payout matching is switched on for your centre, card money taken online waits in your online (Stripe) account until Stripe pays it out to your bank a few days later:
- Each online payment or refund is recorded against the account DiveOps booked it to.
- When Stripe pays you out, DiveOps records one transfer from the online account to your everyday bank, and the card fees as one bank charge. Your online account then comes back to zero, and your bank matches what actually arrived.
- A payout waits until every sale in it has reached your provider, then sends.
- If Stripe's payout fails, DiveOps asks you to delete that transfer in your provider (the fees stay: Stripe still charged them). If Stripe pays it again, you'll be told to put the transfer back.
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, errored or to check in your provider, 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 safe: it never re-sends an item your provider may already have. Those show as to check instead (see below).
Items to check in your provider
If your provider didn't answer clearly when DiveOps sent something (it was slow, or went down part way), DiveOps can't tell whether it arrived, so it holds that item rather than risk sending it twice.
- The strip shows N to check in FreeAgent.
- Look in your provider for those items (the reason on each names it). Delete any that arrived, so nothing appears twice.
- Press I've checked FreeAgent and confirm. DiveOps then sends them.
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 → Accounting 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.