Integrations and external systems

BrewOS can work together with financial management, e-invoicing and other external tools. The purpose of integrations is to reduce manual work: the same customer, shipment or invoice data does not have to be entered in several places.

This guide helps you work out which integrations are worth using and what is worth checking before getting started.

When is an integration worth setting up?

An integration is useful when some data repeatedly passes between BrewOS and another system. Typical situations are:

• sending invoices to financial management,
• delivering e-invoices to customers,
• creating customers in financial management along with invoices,
• fetching invoices' payment details from financial management into BrewOS,
• reading sales or stock data for reporting,
• passing webshop orders to BrewOS,
• using an AI assistant or automation to handle BrewOS data.

If events are only occasional, a manual export or downloading a single invoice may be a simpler solution.

Financial management and e-invoicing

BrewOS supports several invoicing-related connections. The option to use depends on where the actual bookkeeping and the sending of invoices are done. An account can have one invoicing system in use at a time, and it is chosen under Settings > Invoicing.

• Maventa: invoices approved in BrewOS are sent as e-invoices via Maventa. Credits and the recording of payments are done in BrewOS.
• Netbaron: invoices approved in BrewOS are sent to Netbaron. Credit notes are made in BrewOS.
• ProCountor: invoice drafts are transferred to ProCountor, which numbers the invoices.
• Netvisor: invoice drafts are transferred to Netvisor as invoice drafts, and Netvisor numbers the invoices.
• Fennoa: invoice drafts are transferred to Fennoa as invoice drafts, and Fennoa numbers the invoices.

BrewOS fetches the invoices' payment details automatically from ProCountor, Netvisor and Fennoa, so the payment status and receivables are also visible in BrewOS, see Payments.

The chosen system determines whether invoices can be approved and credited and payments recorded in BrewOS. See the comparison table in the Invoicing guide.

Customer details are maintained in BrewOS and are not imported into BrewOS from the financial management software. When an invoice is transferred to financial management, BrewOS links the customer to an existing customer there or creates the customer automatically.

Before getting started, make sure of:

• invoice numbering: whether the number comes from BrewOS or from the external system,
• matching of customer data: whether the Business ID, the e-invoice address or the financial management system's own customer ID is used,
• payment terms and payment methods,
• VAT rates and any discounts,
• who is responsible for correcting incorrect invoices.

See the detailed guides Invoicing, Maventa, Netbaron, ProCountor integration, Netvisor and Fennoa.

MCP and AI tools

With BrewOS's MCP interface, an AI assistant or other program can read and update the account's data with the user's permission. Uses can include, for example:

• looking up products, customers or stock balances,
• creating a new customer,
• checking a production batch's details,
• recording a payment, when payments are recorded in BrewOS (Maventa),
• compiling summaries that support reporting.

The interface is connected to by signing in with OAuth, and access always works with the user's own permissions.

Read the detailed guide: OAuth and the AI interface (MCP).

Other connections

• Settings > Webshops (only for the account owner): your own webshop can fetch products, prices and available stock from BrewOS and pass orders to BrewOS as shipments. Each webshop has its own API key, and there is a separate developer guide whose link you can send to the webshop's developer.
• Settings > Authorities: the API key of the alcohol trade register Allu and the Tax Administration's VeroAPI connection for excise duty returns, see Suomi.fi authorisation for VeroAPI.

A good order for getting started

When you set up a new integration, take it step by step:

1. Check the BrewOS settings and the company's basic details.
2. Create the necessary credentials or keys in the external system.
3. Add the credentials to BrewOS and save the settings.
4. Make one small test transaction.
5. Check the result both in BrewOS and in the external system.
6. Only after the test, move your normal work over to the integration.

Test in particular the invoice total, VAT, discounts, the customer's details and e-invoice addresses. A small test invoice tells you more than a long review of the settings.

Monitoring and error situations

An integration can fail, for example, because of incorrect credentials, missing customer data, a changed e-invoice address or a disruption in the external service.

If the connection does not work:

• first check that the credentials and settings are correct,
• look at the error message BrewOS gives,
• check the external system's log or error list,
• try with a small test transaction,
• do not send the same invoice several times before you know whether it was already created in the external system.

If the financial management software prevents fetching invoices' payment details (for example because of a missing right or outdated credentials), a notice and a link to instructions for fixing it are shown on the BrewOS home page and on the Payments page.

If needed, write a note about exceptional situations or check the event log. This makes it easier later to find out what was sent and when.

See also Invoicing, Customers, Security and OAuth and the AI interface (MCP).