Accounting System Integration
Feature Detail
Description
This feature provides seamless synchronization between the app's expense and reimbursement data and external accounting platforms used by member organizations. It covers Xledger integration for Blindeforbundet, Dynamics integration for HLF, and general expense sync to eliminate manual data re-entry. The integration ensures that approved travel reimbursements, honorariums, and other financial records flow automatically into the correct accounting system with proper categorization and audit trails.
Analysis
Manual re-entry of financial data between the app and accounting systems is a significant source of errors, delays, and administrative overhead for finance teams across all member organizations. Automating this sync reduces the risk of mismatches between approved reimbursements and posted accounting entries, accelerates payment cycles for volunteers, and frees coordinators from reconciliation work. For HLF and Blindeforbundet specifically, this integration is a prerequisite for full adoption of the app in reimbursement workflows, as their finance teams cannot accept a solution that does not connect to their existing ERP platforms. The feature also supports auditability and compliance requirements tied to Bufdir funding.
Each accounting platform requires a dedicated sync service: Xledger exposes a REST API with OAuth2 authentication, while Dynamics uses Microsoft's OData-based API with Azure AD credentials. Both services should be implemented as isolated Flutter service classes backed by Supabase Edge Functions to keep API credentials server-side. The integration config repository stores per-organization credentials and field mappings. Sync should be triggered post-approval and support retry logic with exponential backoff. A sync log table tracks all outbound records, their status, and error messages. Feature flags per organization allow enabling only the relevant connector. The Accounting API Gateway infrastructure layer abstracts the two backends behind a common interface consumed by the sync services.
Dependencies
Definition of Done
Components (7)
User Stories (14)
As a As a user
I want I want to manually trigger a sync of approved financial records to the accounting system outside of the automatic post-approval trigger
So that So that I can force an immediate sync after resolving a connectivity issue, after initial configuration, or when records are unexpectedly pending
- Given an administrator on the integration status screen, when they click 'Trigger Sync Now', then a confirmation dialog explains how many pending records will be synced and asks for confirmation
- Given the administrator confirms the manual sync, when the sync begins, then a progress indicator is shown and the trigger button is disabled to prevent duplicate triggers
- Given the manual sync completes successfully, when the progress indicator disappears, then the pending record count resets to zero and last sync time updates to now
- +3 more
As a As a user
I want I want to receive in-app alerts when accounting sync failures exceed a threshold or when the integration has been unable to sync for an extended period
So that So that I am notified promptly of integration problems without having to actively monitor the status dashboard, allowing me to take corrective action before financial records fall significantly out of sync
- Given a sync record fails three consecutive retry attempts, when the third failure is logged, then an in-app alert is sent to the organization administrator identifying the record type and error
- Given the total sync error count for an organization exceeds 10 in a 24-hour window, when the threshold is crossed, then an in-app alert is sent to both the organization administrator and global administrators
- Given approved records have been pending sync for over 48 hours with an enabled connector, when the staleness threshold is reached, then an in-app alert is sent to the organization administrator with a link to the status dashboard
- +3 more
As a As a user
I want I want to manually trigger a sync of approved financial records to the accounting system outside of the automatic post-approval trigger
So that So that I can force an immediate sync after resolving a connectivity issue, after initial configuration, or when records are unexpectedly pending
- Given an administrator on the integration status screen, when they click 'Trigger Sync Now', then a confirmation dialog explains how many pending records will be synced and asks for confirmation
- Given the administrator confirms the manual sync, when the sync begins, then a progress indicator is shown and the trigger button is disabled to prevent duplicate triggers
- Given the manual sync completes successfully, when the progress indicator disappears, then the pending record count resets to zero and last sync time updates to now
- +3 more
As a As a user
I want I want to receive in-app alerts when accounting sync failures exceed a threshold or when the integration has been unable to sync for an extended period
So that So that I am notified promptly of integration problems without having to actively monitor the status dashboard, allowing me to take corrective action before financial records fall significantly out of sync
- Given a sync record fails three consecutive retry attempts, when the third failure is logged, then an in-app alert is sent to the organization administrator identifying the record type and error
- Given the total sync error count for an organization exceeds 10 in a 24-hour window, when the threshold is crossed, then an in-app alert is sent to both the organization administrator and global administrators
- Given approved records have been pending sync for over 48 hours with an enabled connector, when the staleness threshold is reached, then an in-app alert is sent to the organization administrator with a link to the status dashboard
- +3 more
As a As a user
I want I want to view a detailed audit log of all outbound sync attempts, including record payloads, timestamps, statuses, and any error messages returned by the accounting system
So that So that I can verify compliance with financial audit requirements, diagnose specific sync failures, and provide evidence of data flows to finance teams or external auditors
- Given an administrator on the integration status screen, when they navigate to the audit log section, then they see a paginated list of sync attempts sorted by timestamp descending
- Given the audit log is displayed, when the administrator filters by date range, then only records within that range are shown
- Given the audit log is displayed, when the administrator filters by status 'failed', then only failed sync attempts are shown with their error messages
- +4 more
As a As a user
I want I want to view a dashboard showing the current sync status for my organization's accounting integration, including last sync time, number of pending records, and recent error counts
So that So that I can confirm that approved financial records are flowing correctly into the accounting system and identify any issues requiring attention
- Given an organization administrator viewing the integration status screen, when the page loads, then it displays the active connector type, last sync timestamp, pending record count, and error count for their organization
- Given a global administrator viewing the integration status screen, when the page loads, then it displays a summary across all organizations with per-organization rows showing connector type and health status
- Given the last sync completed without errors, when the status is displayed, then the health indicator is green and error count is zero
- +3 more
As a As a user
I want I want to enable or disable the accounting system integration for an organization using a feature flag, so that sync only activates when the connector is fully configured and the organization is ready
So that So that organizations can complete integration setup and testing before live financial data flows into their accounting system, and can temporarily disable sync during maintenance or credential rotation
- Given an organization administrator on the integration settings screen, when they view the connector status, then a toggle control clearly shows whether the Xledger or Dynamics connector is currently enabled or disabled
- Given the connector is disabled, when a reimbursement is approved for that organization, then the accounting sync orchestrator does not attempt to sync the record and it is queued as pending
- Given the connector is enabled after being disabled, when the administrator enables it, then all queued pending records from the disabled period are synced in the next scheduled or manual sync
- +3 more
As a As a user
I want I want to identify records that failed to sync to the accounting system and retry them individually or in bulk after the underlying issue has been resolved
So that So that approved reimbursements and honorariums that were not posted due to temporary connectivity or API errors are eventually recorded in the accounting system without requiring manual data re-entry
- Given the integration status dashboard shows failed records, when the administrator clicks 'View Failed Records', then a list of all failed sync attempts is shown with error messages and record details
- Given the failed records list is displayed, when the administrator selects individual records and clicks 'Retry Selected', then the accounting sync orchestrator attempts to re-send those records to the accounting API gateway
- Given the failed records list is displayed, when the administrator clicks 'Retry All Failed', then all records in the failed queue are retried in a single batch
- +3 more
As a As a user
I want I want to view a detailed audit log of all outbound sync attempts, including record payloads, timestamps, statuses, and any error messages returned by the accounting system
So that So that I can verify compliance with financial audit requirements, diagnose specific sync failures, and provide evidence of data flows to finance teams or external auditors
- Given an administrator on the integration status screen, when they navigate to the audit log section, then they see a paginated list of sync attempts sorted by timestamp descending
- Given the audit log is displayed, when the administrator filters by date range, then only records within that range are shown
- Given the audit log is displayed, when the administrator filters by status 'failed', then only failed sync attempts are shown with their error messages
- +4 more
As a As a user
I want I want to view a dashboard showing the current sync status for my organization's accounting integration, including last sync time, number of pending records, and recent error counts
So that So that I can confirm that approved financial records are flowing correctly into the accounting system and identify any issues requiring attention
- Given an organization administrator viewing the integration status screen, when the page loads, then it displays the active connector type, last sync timestamp, pending record count, and error count for their organization
- Given a global administrator viewing the integration status screen, when the page loads, then it displays a summary across all organizations with per-organization rows showing connector type and health status
- Given the last sync completed without errors, when the status is displayed, then the health indicator is green and error count is zero
- +3 more
As a As a user
I want I want to enable or disable the accounting system integration for an organization using a feature flag, so that sync only activates when the connector is fully configured and the organization is ready
So that So that organizations can complete integration setup and testing before live financial data flows into their accounting system, and can temporarily disable sync during maintenance or credential rotation
- Given an organization administrator on the integration settings screen, when they view the connector status, then a toggle control clearly shows whether the Xledger or Dynamics connector is currently enabled or disabled
- Given the connector is disabled, when a reimbursement is approved for that organization, then the accounting sync orchestrator does not attempt to sync the record and it is queued as pending
- Given the connector is enabled after being disabled, when the administrator enables it, then all queued pending records from the disabled period are synced in the next scheduled or manual sync
- +3 more
As a As a user
I want I want to identify records that failed to sync to the accounting system and retry them individually or in bulk after the underlying issue has been resolved
So that So that approved reimbursements and honorariums that were not posted due to temporary connectivity or API errors are eventually recorded in the accounting system without requiring manual data re-entry
- Given the integration status dashboard shows failed records, when the administrator clicks 'View Failed Records', then a list of all failed sync attempts is shown with error messages and record details
- Given the failed records list is displayed, when the administrator selects individual records and clicks 'Retry Selected', then the accounting sync orchestrator attempts to re-send those records to the accounting API gateway
- Given the failed records list is displayed, when the administrator clicks 'Retry All Failed', then all records in the failed queue are retried in a single batch
- +3 more
As a As a Global Administrator
I want I want a cross-organization health overview showing the accounting integration status for every member organization on the platform, including which connector is active, last sync time, and whether any organization has unresolved errors
So that So that I can proactively identify and support organizations experiencing integration issues, monitor platform-wide data flow health, and ensure all organizations' financial records are being correctly synchronized with their accounting systems
- Given a global administrator accessing the integration status screen, when the page loads, then it displays a table with one row per member organization showing connector type, enabled state, last sync time, pending count, and error count
- Given any organization has one or more failed sync records, when the global admin views the health overview, then that organization's row is visually highlighted (amber or red) to indicate attention is needed
- Given an organization has not synced in over 24 hours when a connector is enabled, when the global admin views the overview, then that row is flagged with a staleness warning
- +3 more
As a As a Organization Administrator
I want I want to configure my organization's accounting system connection by entering API credentials and mapping expense categories to the correct ledger accounts
So that So that approved reimbursements and honorariums are automatically posted to the correct accounts in Xledger or Dynamics without manual intervention
- Given an organization administrator on the integration settings screen, when they select their accounting system type (Xledger or Dynamics), then only the relevant credential fields and mapping options are shown
- Given valid Xledger OAuth2 credentials entered, when the administrator clicks 'Test Connection', then the system confirms connectivity to Xledger and displays the available ledger accounts for mapping
- Given valid Azure AD credentials entered for Dynamics, when the administrator clicks 'Test Connection', then the system confirms OData API access and displays available cost centers
- +3 more