Why connect Qondor to Fortnox?
When invoicing, payments, and project costs live in separate systems, it is easy to lose oversight. This integration brings everything together.
Streamlined invoicing
Customer invoices and booking invoices created in Qondor automatically appear in Fortnox. There is no manual data entry, which means fewer mistakes and more time saved.
A single source of truth
Qondor is the master system for projects and customers. When data is synced, Fortnox records are created or updated based on what exists in Qondor. Both systems stay aligned without extra effort.
Up-to-date project finances
Supplier costs and sales revenue registered in Fortnox sync back to Qondor. Your project profit and loss overview stays accurate throughout the project lifecycle.
Real-time payment tracking
Payment status flows from Fortnox back to Qondor, ensuring dashboards and reports always show current figures.
How data flows between Qondor and Fortnox
The integration consists of two main sync flows: invoice sync and cost and sales sync.
📌 Note: Invoice sync and Cost/Sales sync are two separate integrations that can be enabled independently. Many customers use only invoice sync.
Invoice sync
From Qondor to Fortnox
When an invoice is processed in Qondor, the following data is sent to Fortnox:
Project (created if it does not already exist)
Customer
Customer invoices
Booking invoices
Credit notes
From Fortnox to Qondor
Payment status (paid or unpaid)
📌 Note: Invoice sync typically runs every few minutes, depending on your configuration.
Cost and sales sync
This scheduled sync pulls financial data from Fortnox into Qondor, giving project managers a complete financial picture without manual data entry.
What gets synced
From Fortnox | To Qondor | Purpose |
Supplier invoices | Actual costs | Track expenses against the project budget |
Customer invoices | Actual sales | Track revenue and payment status |
Supplier costs
For a supplier invoice to sync as an Actual cost in Qondor:
Requirement | What to do in Fortnox |
Invoice is bookkept | The supplier invoice must be booked (not a draft) |
Project assigned | Select the project on the supplier invoice |
Project number matches | The Fortnox project number must match the Qondor project number |
Data synced to Qondor costs:
Supplier name
Invoice number and reference
Invoice date and due date
Amounts (excl. VAT, incl. VAT, VAT)
Currency
Payment status
💡 Tip: If a supplier invoice covers multiple projects, create separate invoices per project – each will sync to its respective project.
Sales revenue
For a customer invoice to sync as Actual sales in Qondor:
Requirement | What to do in Fortnox |
Invoice is bookkept | The invoice must be booked (not a draft) |
Project assigned | Select the project on the invoice |
Project number matches | The Fortnox project number must match the Qondor project number |
Data synced to Qondor sales:
Invoice number
Customer name
Amounts (excl. VAT, incl. VAT, VAT)
Currency
Due date
Payment status (paid/outstanding)
Which projects are included in cost and sales sync?
The sync only processes projects that have been recently changed in Qondor. A project is considered "changed" if any of the following occurred within the configured lookback period:
Project was created
Project was confirmed
Project was cancelled
Project Settings were saved
Project status was changed
An offer on the project was edited
⚠️ Important: If a project hasn't been changed recently, its costs and sales will not sync – even if new supplier invoices exist in Fortnox.
💡 Tip: If costs aren't syncing for an older project, open the project in AdminWeb, go to Project Settings, and click Save. This brings the project back into sync scope.
Sync time windows
The Cost and Sales sync uses two configurable time windows:
Setting | Purpose | Typical value |
Project scope window | How far back to look for "changed" projects | 2–3 months |
Invoice fetch window | Additional months to fetch invoices for included projects | 1–2 months |
Example: If the project scope window is 2 months and the invoice fetch window adds 1 month, a project changed today will have invoices fetched from up to 3 months ago.
📌 Note: Only projects that exist in both Qondor and Fortnox (with matching project numbers) will have costs and sales synced.
Data exchange summary
From | To | Data | Direction | Frequency |
Qondor | Fortnox | Project, Customer | → | When invoices are processed |
Qondor | Fortnox | Customer invoices, Booking invoices, Credit notes | → | Configurable (typically every few minutes) |
Fortnox | Qondor | Payment status (paid or unpaid) | ← | Same as invoice sync |
Fortnox | Qondor | Supplier costs (from supplier invoices) | ← | Scheduled (typically daily) |
Fortnox | Qondor | Sales revenue (from Fortnox invoices) | ← | Scheduled (typically daily) |
Invoice types supported
The integration supports the following Qondor invoice types:
Customer Offer Invoices – Invoices sent from offers
Customer Form Invoices – Invoices created from booking forms (configurable)
Booking Invoices – Invoices for individual bookers (configurable)
Credit Card Payments – Booking and form credit card payments (configurable)
Credit Notes – Cancellation invoices (uses Fortnox credit invoice function)
What gets created in Fortnox
When an invoice is processed, the integration automatically:
Creates or updates the Customer (matched by customer number)
Creates the Project (using the project number as identifier)
Creates the Invoice with line items mapped to Fortnox articles
Emails the invoice notification to the project manager
Bookkeeps the invoice (if configured)
Creates invoice accruals for customer invoices marked for accrual in Qondor
📌 Note: Accruals only apply to outgoing customer invoices. Supplier costs are synced as actual costs without accrual options.
When is the project created?
The project is always created in Fortnox when the first invoice for that project is processed via invoice sync. Cost/Sales sync does not create projects – it only syncs data for projects that already exist in both systems.
Requirements and setup
Prerequisites in Fortnox
Requirement | Notes |
API access enabled | Required for the integration (OAuth 2.0) |
Articles configured | Qondor article numbers must exist in Fortnox |
Project module | Required for project-based invoicing |
Prerequisites in Qondor
Requirement | Notes |
Clean customer data | Customer numbers must match between systems. De-duplicate customers before go-live to avoid sync errors. |
Article mapping configured | Qondor articles must exist as articles in Fortnox |
API credentials | Set up with guidance from the Qondor team |
Configuration options
The integration supports several configuration choices:
Enable/disable invoice sync, sales sync, and cost sync independently
Choose whether Fortnox or Qondor owns customer numbers
Enable booking payment sync for booking invoices
Enable automatic bookkeeping of invoices in Fortnox
Choose whether bookers are created as individual customers or registered on a shared customer account
Configure sync time windows for cost and sales sync
Important limitations
❗ Project-based invoicing
All invoices must be linked to a project in Qondor.
❗ Customer matching rules
Customers are matched by customer number. Customer numbers must be consistent between Qondor and Fortnox.
❗ Bookkeeping required for sync back
Supplier invoices and customer invoices must be bookkept in Fortnox before they will sync to Qondor as costs or sales.
❗ Duplicate customer numbers
Multiple customers in Qondor with the same customer number can cause sync errors. Ensure customer data is cleaned and de-duplicated before enabling the integration.
❗ Project must be recently changed for cost sync
Projects that haven't been updated in Qondor within the configured time window will not have their costs synced, even if new supplier invoices exist in Fortnox.
Troubleshooting
Supplier costs not syncing for a project
Check if the project exists in Fortnox – Project numbers must match exactly between Qondor and Fortnox
Check if the project was recently changed in Qondor – Projects that haven't been updated may fall outside the sync window
Verify the supplier invoice is bookkept – Draft invoices won't sync
Check the invoice date – Very old invoices may be outside the fetch window
💡 Quick fix: Open the project in AdminWeb, go to Project Settings, and click Save. This brings the project back into sync scope and will fetch invoices on the next sync run.
Payment status not updating
Verify the invoice exists in both systems with matching reference numbers
Check that the invoice sync is running (typically every few minutes)
Confirm the invoice was created through the integration (manually created invoices may not be linked)
Typical use cases
Real-time cash-flow visibility for finance teams
Consolidated project P&L for project managers
Reduced manual work by removing double entry
Accurate accounting with automatic bookkeeping
Supplier cost tracking without manual data entry
Ready to get started?
If you are ready to simplify invoicing and gain full financial visibility across projects, contact your Qondor CSM to get started. They will guide you through setup and ensure everything runs smoothly from day one.