Integrations
From approved hour to your own software
Okloq records hours; you invoice where you always have. The service offers the approved lines to your software, as hours where possible and as an invoice where necessary.
The integrations below have been built and tested against simulated products, following the vendors’ public documentation. They have not yet been tested on real accounts. So we set up an integration together with you, test it on your accounts and only switch it on once the first hours have arrived correctly. Until then, the export file works.
The integrations
| Software | What arrives | How | What is needed |
|---|---|---|---|
| Moneybird | One time entry per line | Automatically, shortly after approval | Your administration number and a key you create in Moneybird. Employees are matched on their number or email address. |
| Exact Online | One hours booking per line | Automatically, shortly after approval | The hour type to book on and the employee code for each person. Our specialist still makes the connection by hand for now; signing in with a ‘Connect’ button is not available yet. |
| Simplicate | One hours entry per line | Automatically, shortly after approval | The name of your environment and a key from Simplicate. Employees are matched on their code or work email address. |
| Toggl Track | One time entry per line, with start and end time | Automatically, shortly after approval | Your workspace number and a key from your Toggl profile. Such a key only books in the owner’s name, so this integration suits a company where one person books to Toggl. |
| Harvest | One time entry per line | Automatically, shortly after approval | Your account number and an access key from an administrator. Harvest requires a task for every entry: the type of work if it is attached to the project as a task, otherwise a default task you specify. |
| Clockify | One time entry per line, with start and end time | Automatically, shortly after approval | The ID of your workspace and a key from Clockify. To book for colleagues, it must be an administrator’s key. |
| e-Boekhouden | One invoice per client, per month | The administrator creates them on the Invoicing page | A key from e-Boekhouden, an hourly rate per employee and, per project, the client from your software. |
| SnelStart | One sales order per client, per month | The administrator creates them on the Invoicing page | A connection key from SnelStart, the item the hours are booked to, an hourly rate per employee and, per project, the client. |
| Your own system | Each time entry as a message | Automatically, to a web address you specify | An https address that accepts messages, optionally with a key. Intended for firms with their own software or their own developer. |
| File | A CSV file with a month’s hours | Download in the portal or export on the laptop | Nothing. You set the columns, the separator, the decimal separator and the date format the way your software expects them on import. |
The products mentioned are trademarks of their owners. Okloq is not a partner of these vendors and is not endorsed by them; we use their public integration options.
What happens along the way
An hour must not get lost, nor arrive twice
Queue with retries
If your software is briefly unreachable, the service tries again with ever longer pauses: after a minute, after five minutes, up to a day later. After eight attempts the line is shown as failed in the portal, with the message from your software and a button to try again.
Check first, then book
Most products do not recognise a repeated delivery by themselves. On a new attempt the integration therefore first checks whether the line is already there: the same employee, the same project, the same start time, or the reference Okloq attached to the line.
What is in your software is final
As soon as a day’s hours have been sent, the employee can no longer change that day. Corrections are made in your software. That way your accounts remain the single source of truth.
Times in your software are not measured times
Toggl Track and Clockify record a start and end time for every entry. These do not come from the measurements: a day’s lines follow on from each other from a start time you set, with a break if you like. Without a setting, the day in your software starts at 9:00. When someone was actually working stays on the laptop.
Fixed price is sent as non-billable
If a project has a budget with a fixed price in the portal, its hours are still sent, but as non-billable. Hours the employee has marked as extra work remain billable. This works with Moneybird, Simplicate, Clockify and your own system. In Toggl Track and Harvest the project or task in the software decides this itself, and the Exact Online integration has no such field; there, you set the project to non-billable in the software.
You create invoices yourself
With software that accepts invoices, nothing goes out automatically. You see the proposal per client with hours, rate and amount, tick that you have checked it and then create the invoices. Fixed-price projects are listed separately there and do not appear on an hours-based invoice, except for hours marked as extra work.
Keys under lock
The key for your software is stored encrypted and, once entered in the portal, can no longer be retrieved by anyone. Setting up and switching off an integration is recorded in the activity log.
The description goes along, then is deleted
A line’s description is sent to your software. After that the service deletes its own copy; it then only exists on your side.
Setting up
We set up the integration together with you
Switching on an integration is not a button for the administrator. An Okloq specialist does it with you, because every installation is set up a little differently.
1
Create a key in your software
You create the key in your own software, optionally while the specialist watches remotely. The key is entered once and cannot be read after that.
2
Match employees and hour types
Who is who in your software, and which hour type or item the hours go to. For invoicing also: which rate and which client belong to which project.
3
Test on your accounts
The integration has a test button. After that, a first day of real hours goes through and you check in your software that it is correct.
4
Switch on
From then on, newly approved hours are sent automatically. Hours approved earlier can still be sent from a date of your choice.
Without an integration
An hours report you can send along as it is
On the Hours page, the administrator downloads a month’s approved hours as a PDF.
- Totals and hours per day
- Breakdown by project, with a summary per project and type of work
- A weekly overview, per project or per employee
- The list of all lines
If your software is not in the list above, this together with the CSV file is the way to go. For the practice management systems used by Dutch law firms we have not found a public interface through which another program can deliver hours; there, you copy the hours over from the file or the report.
Get acquainted
Want to see what a day looks like with your own projects?
Okloq has not yet been released. In a demo we show the day overview, the portal and the route to your software, and discuss what still needs adding for your firm.