Kleer integration

Cardboard offers an integration to Kleer so that payments and receipts can be pushed from Cardboard to Kleer with one click. This document explains how to set this up and configure the accounting part of Cardboard.

You can read more about how to set up Cardboard for Swedish accounting here.

Enabling the Kleer integration

In Cardboard go to Accounting > Settings and check that the accounting system is set to Kleer before going to Accounting > Integration. On that page there should be a button "Enable Kleer add-on". Click it to enable the add-on. The system should tell you if this will upgrade your Cardboard subscription.

Connecting to Kleer

This step has to be done by someone with access to Kleer, since it requires an API token from Kleer.

The first step is to ask Kleer to create an integration user. Email teknik@kleer.se. You can use the template provided bellow

In Kleer:

After the user has been created, you can fetch a API key.

In Kleer go to Settings > Integration users. Please take note of your Organization ID (Företagsnummer) which you will need together with the API key to activate the integration in Cardboard

Click in Activate next to the Integration user. Please copy the token, it will only be shown once and cannot be retrieved again if you close the page.

In Cardboard:

After enabling the add-on the button should now say "Connect to Kleer". Click it to open the connect dialog, where Cardboard asks for the Organization ID and API Key. Fill in both and click "Connect to Kleer". Once it is saved the button should say "Kleer connected".

Configuration in Kleer

Voucher series

Cardboard posts every entry as a voucher in series A by default. Kleer only allows creating vouchers in series it has approved in advance, so make sure series A exists and is enabled for API use in your Kleer company. If it is missing, the push will fail.

If you prefer to post Cardboard vouchers to a different series than A, please contact Cardboard support.

Accounts, categories, and VAT codes

Cardboard will not create accounts or categories (departments and projects). Set them up in Kleer first, then enter the matching values on your Cardboard subscriptions (see below). The VAT handling and Categories sections further down explain exactly what Kleer needs.

Currency

Your Cardboard account currency has to match your Kleer accounting currency (normally SEK). Cardboard posts amounts in your account currency without converting them, so a mismatch would post the wrong amounts.

Configuring the accounting settings in Cardboard

The next step is to configure the accounting settings for both your accounts and your subscriptions.

Configuring accounts

To configure the accounts go to Accounting > Settings. There is an input field for the accounting asset account for each of the Cardboard accounts. Enter the general ledger account number from your Kleer chart of accounts that represents the Cardboard account, e.g. 1930.

Configuring subscriptions

To configure the subscriptions go to Accounting > Services. You can also configure this from the accounting tab on each subscription's page. The first section contains the default values, which are used when the same value is not set on the individual subscription below. On each subscription you can configure:

• Expense account - The account number of the expense account, e.g. 6540.
• VAT rate - The VAT rate for expenses from this subscription. See VAT handling below.
• VAT code - what kind of purchase it is. It says where the seller is (Sweden, another EU country, or outside the EU) and whether you buy goods or services. The VAT code decides which VAT accounts Cardboard uses.
• Department - The department the cost belongs to. See Categories below.
• Project - The project the cost belongs to. See Categories below.

VAT handling

For a detailed rundown on how Cardboard handels VAT, please refer to our article on Accounting settings in Sweden. For Kleer, the purchase amount is recorded by attaching the appropriate VAT code to the expense, so Cardboard avoids separate entries in the purchase accounts (45xx and 4599).

Categories (departments and projects)

Cardboard supports two categories: department and project. When a subscription is linked to a department or a project, Cardboard tags the cost line in the voucher with the category, so the cost lands on the right department or project in Kleer.

Pushing payments and receipts to Kleer

To push payments and receipts go to Accounting > Export. On that page select the month you want to push. The next page shows all the payments for that month, listed in different sections:

• Needs attention - These payments need manual intervention before they can be pushed, e.g. uploading a missing receipt.
• Ready - These can be pushed to Kleer by either clicking the push button next to the header or the push icons on individual payments.
• Pushed to Kleer - These have already been pushed. They can be pushed again by clicking the push icon on the payment.

Kleer posts directly to your ledger, so there is no draft to review in Kleer afterwards. Each pushed payment shows up as a posted voucher in series A, with the collected receipt attached as a document.