You can export you invoices directly into Sage Business Cloud with Timesheet Portal. This article explains how to link your Timesheet Portal account with your Sage account, and how to then export invoices from Timesheet Portal to Sage.
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Once connected, you will be able to export your client invoices and self billing invoices directly into Sage Busines Cloud, and synchronise your invoice numbers in Timesheet Portal with those generated by Sage. You can also map your ledger account codes and service/product types to specific entities within Timesheet portal, such as consultant or cost centre.
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To begin, you will need to configure your invoice export settings. To Do this go to Settings > Client Invoicing > Export Settings.
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Selecting your export option can be done by clicking the Invoice export option drop-down menu at the top of the page and selecting Sage One, then clicking Set. To configure your export options, you will need to connect to Sage One by clicking the Connect & Synchronise with Xero button half way down the page. This will take you to a Xero login page where you have to enter your Sage One username and password. This will provide access so that Timesheet Portal can communicate with Sage One.
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After the connection has been established you will be able to set the individual export options for Sage One.
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​ Ledger Account Mapping
​ Ledger account mapping controls your invoiced time and expenses and determines which ledger account is to be used when exporting sales invoices to Sage One. For details on the different types of export options please click here.
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​ Invoice Line Mapping
​ Invoice line mapping determines the type of invoice Timesheet Portal will be exporting, such as a product invoice or a service invoice. You must select one of the two options (Product or Service) in order to complete your Sage One Exports.
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​ Service/Product Mapping
​ Depending on your previous selection for the invoice line mapping you will see either a service mapping or a product mapping. You will need to assign the type of service or product so that each line item in your Sage One invoices is correctly mapped, based on the type of work being completed. For details on different types of export options please click here.
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You must map your Timesheet Portal customers to Sage One customers, so that both systems have a unified link to a specific client of yours. Without a client mapping, Sage One is unable to determine what client to create an invoice for. On the Invoice export settings page, click the Map Contacts(Customers) button. This will provide you with a list of your Sage One Contacts on each row, containing a drop-down listing of all your Timesheet Portal clients.
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Map to existing client
​ Mapping to an existing client requires a client to be present on Sage One and Timesheet Portal. If the clients exist on both systems with the same name, the mapping will be done automatically and presented to you in the list using the option Map to existing client.
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​ Add as new client
The add as new client option will allow you to create the specified client on Timesheet Portal and automatically map them to the Sage One client.
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​ Do not add to Timesheet Portal
This option will exclude the specified client from the mapping process. Use this option if you do not need to invoice the Sage One client from Timesheet Portal. If a client does not exist on Timesheet Portal this will be the default option.
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After you have checked the lists of clients, click Save Changes to save your client mappings.
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You must link your Timesheet Portal tax rates with Sage One equivalents, so that these can be set when exporting invoices in to Sage One.
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Within the Invoice Export Settings page, click the Map Tax Rates button. This will provide you with a list of Timesheet Portal tax rates, each containing a drop-down menu listing the Sage One tax rates. Map the appropriate tax rates together. For example, Standard VAT %20.00 in Timesheet Portal maps to Standard %20.00 in Sage One. Your tax rates may be named differently in Timesheet Portal and Sage One, please use the appropriate tax rates and link them accordingly.
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Once the tax rates have been mapped click Save Changes to save your tax rate mappings.
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Sage One has two additional options Keep me logged in to Sage One and Create a new vendor contact in Sage One if the exporter cannot find a matching one.
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​ Keep me logged in to Sage One
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​ The keep me logged in to Sage One option will keep Timesheet Portal logged in to your Sage One account. The benefit of this is that when you export invoices, which you may be doing on a weekly basis or even more regularly, you will not have to enter any Sage One credentials, or confirm to Sage One that Timesheet Portal has permission to create data within your Sage One account.
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​ Create a new customer contact in Sage One if the exporter cannot find a matching one
​ This setting will grant permission for Timesheet Portal to create new contacts in Sage One when exporting invoices. If we find that a client or vendor has previously not been exported, we will attempt to create them first, and then map them to the Timesheet Portal entity before exporting the invoice.