Connecting invoicing software
How to let invoicing software (Xero, QuickBooks, Fatture in Cloud…) read the stable's accounts, with a key you create and revoke yourself.
Stable Pro keeps the stable's accounts: charges, adjustments, payments, refunds and credits. Invoices are issued by your invoicing software. Once connected, the software reads those facts from Stable Pro and prepares its own documents, so nobody has to copy them by hand.
Stable Pro does not issue tax documents: its receipts are confirmations of payment. The tax document is issued by the software you connect.
Before you start
- Only the stable owner can create a connection.
- The stable's plan needs the Accounting area.
- You need software that can read from Stable Pro. Whoever supplies it, an integrator or your accountant connects it using the Stable Pro developer documentation. All you do is create the key and hand it over.
Creating the connection
- Go to Settings → Connections.
- Click New connection.
- In Connection name, write a name you will recognise, for example "Xero — Smith & Co accountants".
- In What it can read, keep the items you need and switch off the others (they are explained below).
- In Key expiry, choose No expiry, In 90 days or In one year.
- Click Create the connection.
- The key appears: click Copy the key, paste it into the invoicing software, then click I have copied the key.
The key is shown only once: Stable Pro does not keep it in clear text and cannot show it to you again. If you lose it, create a new key (see below).
What the software can read
| Item | What it reads |
|---|---|
| Charges and adjustments | the charges of paying members and staff, and every discount, write-off or correction with its reason |
| Payments, refunds and credits | the money received and refunded, and members' credit |
| Stable Pro receipts | number, status and PDF of the receipts |
| Paying members and staff: their name | who has to pay, with their name |
| Invoice details: address and tax identifiers | the software needs them to address the invoices |
They are all on at the start. If the software already has the customers in its own records, you can switch off Invoice details: it will receive only code and name.
The software only reads: it cannot create, change or delete anything in Stable Pro. And it only reads the money to be collected: it does not see staff pay.
Receipts to members
With connected software, members get the invoice from there. So that they do not receive two documents for the same payment, in the Receipts to members box you can switch on With connected software, do not show receipts to members:
- members can no longer download receipts from the portal;
- receipts stay numbered in the Receipts register: you see and print them, and the software reads them;
- the choice applies only while software is connected: if you revoke it, members see their receipts again by themselves.
A line under the switch tells you what applies right now.
Checking the connection
Each connection shows its keys, how many requests it made in the last 24 hours and the last 30 days and, for each key, when it was last used. When something needs your attention a warning appears next to the key: for example a key about to expire, or one never used.
Changing the key
- Open the ⋮ menu of the connection and choose New key.
- Confirm: a new key is created, to paste into the software.
The previous key keeps working for 7 days, then stops: paste the new one into the software before that date, or the connection stops.
Changing what it can read
From the ⋮ menu of the connection choose Edit permissions, change the items and click Save permissions. It applies from the software's next request.
Stopping the connection
- Revoke the key: that key stops working at once.
- Revoke the connection (from the ⋮ menu): the connection and all its keys stop working at once. It stays in the Revoked list as history; to connect again, create a new one.
Revocations cannot be undone. You can revoke even if the stable loses the Accounting area: in that case the software can no longer read anything, and no new connections can be created.
Frequently asked questions
Can the software change my data? No. It only reads.
What happens if I correct a charge that has already been invoiced? In Stable Pro the correction is a new fact, with its reason: the original charge is never rewritten. The software reads it and can issue its own document, for example a credit note. The invoice already issued does not change.
Does the software see staff data? It sees staff members who owe the stable something, like any other customer. It does not see staff pay.