Qondor invoice statements are created based on confirmed products from the offer, and consists of customer information, invoice specific information, custom invoice fields (like purchase order number) and invoice statement lines.
Qondor creates an invoice statement PDF file, which can be transferred to finance for invoicing in your finance system. Processing hundreds of invoices in this way can be a tedious process including room for manual error. This is why the Qondor API can be used to transfer information programmatically to your finance system, and return payment status information back to Qondor.
Deciding on customer master data location
Keeping your data clean and in sync is important for a successful integration, so the first thing you should decide is whether Qondor or other systems in your stack will be the master data for customer information. For the invoice integration to work seamlessly, you should first make sure Customer Master Data is maintained well.
Using Qondor as Customer Master Data
If all your customers are created in Qondor first, you can choose to use Qondor as your customer master data storage. You can read more about that in our Administer customers article.
Using other software as Customer Master Data Location
Using your other systems for Customer Master Data, requires them to be synchronized to Qondor so that the Customer information (like name, address, VAT number etc) is updated in Qondor. To synchronize Customer Master Data, please see the Customer API in the Qondor API documentation where you find operations for maintaining customer records.
Transfer invoice statements from REST API
When you create an invoice statement in Qondor, the invoice statement is always linked to a customer record. The invoice statement is placed in a queue of unprocessed invoices.
Getting the queue of unprocessed invoices and processing an invoice
Use the operation "GetAllUnprocessedInvoices" to list all Invoices ready for processing. For each of these invoices, use the operation "GetInvoice" to get the full details of the invoice. After successfully reading the invoice details and invoice lines, you need to tell Qondor that this invoice is now processed and can be removed from the queue. Use the operation "SetAsProcessed" for each invoice with the reference from your finance system (like invoice number). Qondor will remove the invoice from the queue, and show the invoice as processed in the Qondor User Interface. Please see the Invoicing API in the Qondor API documentation to process invoices that have been created in Qondor.
In order to verify that the invoice is actually sent from the finance system, you may use the operation "Insert Sale" from the Sale API to list invoices sent from your finance system with due date and payment information. Please see the Sale API in the Qondor API documentation to upload project sales to Qondor.
Useful links:
⚙ SetAsFailed
See which participant and booking each invoice line belongs to
Every price line returned by “GetInvoice” (GET Invoice/{id}) includes a participantReference and a bookingReference. Use them to register each article against the traveller who booked it, or to create receipts and confirmations for each participant.
participantReferenceis the participant the line was booked for. It matches the reference used in the Participant API.bookingReferenceis the booking the line came from. It’s useful on a customer invoice that covers several bookings, where the invoice-level booking reference is empty.
💡 Good to know: both fields are null when Qondor doesn’t know who or which booking a line belongs to. That includes lines that aren’t booked products, such as a deposit or payment fee, and products with name reporting switched off. Null always means “not known”. Qondor never falls back to the invoice contact. participantReference is also separate from travellerName on a ticket, and the two can differ.
Flowchart of the process
