FORTNOX AND QONDOR INTEGRATION
Keeping financial systems aligned should not feel like a full-time job. The Fortnox and Qondor integration is built to remove manual work, reduce errors, and give you confidence that your project finances are always up to date.
This article explains why the integration matters, how data flows between the systems, and what you need to set it up successfully.
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 is 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)
Sync Frequency
The Cost and Sales sync runs on a configurable schedule (typically daily). It looks back over a defined period to catch any new or updated invoices.
⚠️ 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 |
Fortnox | Qondor | Sales revenue (from Fortnox invoices) | ← | Scheduled |
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 (if the invoice is marked for accrual in Qondor)
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
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.
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
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.