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.

The Kleer integration is currently in beta. You may see a beta badge on the integration in Cardboard, and Cardboard will ask you to confirm the first push.

Enabling the Kleer integration

In Cardboard go to Accounting > Settings > General and check that the accounting system is set to Kleer before going to Accounting > Settings > 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, categories (departments and projects), or VAT codes in Kleer for you. 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 > General. 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 > Settings > Subscriptions. 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.
• Reverse charge - Whether reverse charge applies to this subscription. See VAT handling below.
• Department - The department the cost belongs to. See Categories below.
• Project - The project the cost belongs to. See Categories below.

VAT handling

Cardboard books each transaction as one voucher with the whole entry: cost, VAT, and payment. Cardboard sets the VAT code (momskod) on each voucher line itself, so Kleer does not read VAT codes from your chart of accounts. Two settings in Cardboard decide how the VAT comes out:

• The subscription's VAT type: Domestic purchase, Services from another EU country, Services from outside the EU, Goods from another EU country, or Goods from outside the EU. All types except a domestic purchase are booked with reverse charge. You can also set a global default that applies to subscriptions without a VAT type of their own.
• The subscription's VAT rate (25, 12, or 6 %) decides the VAT amount and which 26XX VAT accounts Cardboard posts to.

VAT codes on the voucher lines

• Expense account line - no code for a domestic purchase. Reverse-charge purchases get the code for the purchase type: ITEU (services from the EU), ITGLOB (services from outside the EU), IVEU (goods from the EU), or IVGLOB (goods from outside the EU).
• Input VAT line - always code I, posted to 2641 for domestic purchases and 2645 for reverse charge.
• Output VAT line - only for reverse charge. Services get UTFU1/UTFU2/UTFU3 on accounts 2614/2624/2634, and goods get UVFU1/UVFU2/UVFU3 on 2615/2625/2635, matching the VAT rate (25, 12, or 6 %).
• Payment line - no code.

Requirements

A transaction with an approved receipt must have a VAT type, set on the subscription or as the global default. If it is missing, Cardboard blocks the booking and links you to the subscription settings so you can set it. A transaction without an approved receipt is booked without VAT deduction and without VAT codes.

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.

Creating the categories in Kleer

In Kleer you create categories under Inställningar > Kategorier. There you add a category and create the entries within it.

For Cardboard to find the categories they have to be named exactly:

• Avdelning (or Department) - for department
• Projekt (or Project) - for project

Cardboard matches the categories on the name, so it has to match.

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.