Account Configure

The Account Configure page is where you connect Vaylo to your accounting system, choose which provider is active, and decide how booking events are translated into accounting entries. Vaylo ships integrations with Fortnox (Swedish accounting) and Poweroffice (Norwegian accounting); the same set of scenarios drives both, so most of your configuration carries over if you switch providers.

Key capabilities

• See every accounting provider Vaylo supports in one list
• Connect to Fortnox or Poweroffice via the provider's own sign-in flow
• Run one active integration at a time and switch between them without losing configuration
• Map booking-side events to accounting entries via configurable scenarios
• Set the account numbers used on the debit and credit side of each scenario
• Enable or disable a provider without losing the scenarios and account numbers you've configured
• Reuse scenarios synced from Central Admin so settings are consistent across companies

User roles

Role	Description	Key actions
Company Admin	Staff using the Vaylo Admin Panel	Open a provider, complete the connection, configure scenarios, set account numbers, toggle the provider on or off

Where it lives

Economy → Account Configure.

Choosing your active provider

Vaylo posts to one accounting provider at a time. The list shows every supported provider and the status toggle on each row tells you which one is currently active.

Provider	Notes
Fortnox	Swedish cloud accounting. Connects via Fortnox's OAuth sign-in. BAS chart of accounts and Swedish VAT (moms).
Poweroffice	Norwegian cloud accounting. Connects via Poweroffice's OAuth sign-in.

note

Activating one provider automatically deactivates the other. Switching back later is non-destructive — your scenarios and account-number mappings for the previous provider are preserved.

Click a provider name to open its configuration screen.

Connecting Fortnox

1. Open Account Configure and click Fortnox.
2. Click Open Fortnox. You'll be redirected to Fortnox to sign in and authorise the integration.
3. Approve the Vaylo access scopes when Fortnox prompts you. Fortnox sends you back to Vaylo with the connection established.
4. Configure the scenarios for Fortnox — see Scenarios and account numbers below.
5. Flip the status toggle on at the top of the page to start posting booking events to Fortnox.

note

Fortnox uses short-lived access tokens that refresh automatically — once you've signed in, Vaylo keeps the connection alive for you. If a token can't be refreshed (for example, the Fortnox integration was revoked from the Fortnox side), repeat the Open Fortnox step to reconnect.

Connecting Poweroffice

1. Open Account Configure and click Poweroffice.
2. Start the connection from the Poweroffice screen. You'll be redirected to Poweroffice to sign in and authorise the integration.
3. Approve the Vaylo access scopes when Poweroffice prompts you. Poweroffice sends you back to Vaylo with the connection established.
4. Configure the scenarios for Poweroffice — see Scenarios and account numbers below.
5. Flip the status toggle on at the top of the page to start posting booking events to Poweroffice.

tip

Vaylo's scenarios are the same regardless of which provider you choose. If you've already mapped account numbers for Fortnox and want to try Poweroffice, you only need to set Poweroffice-specific account numbers — the scenario names stay identical.

Scenarios and account numbers

A scenario is a named accounting event in Vaylo — for example, Booking Amount, Payment Amount, VAT, or Refund Amount. Scenarios describe what just happened in a booking so the accounting system knows where to post the money.

Scenarios are synced from Central Admin. You can't create new scenarios at company level; you can only configure the account numbers that each scenario maps to for your own books.

Canonical scenarios

Vaylo ships with the following scenarios, all synced from Central Admin and shared between Fortnox and Poweroffice:

Scenario	What it represents
Payment Amount	Amount paid in a single transaction
Booking Amount	Total amount of a booking
Supplement Amount	Increase to a booking when a supplement is added after creation
Discount Amount	Discount applied after the booking is created
Settled Amount	Amount that has been settled
Payment Method Fee	Fees taken by the payment method itself
VAT	VAT (or moms) collected on a booking
Amount After Deducting VAT	Booking amount minus the VAT portion
Booking Payment	Payment received against a tour booking
Special Discount	A separately tracked discount category
Refund Amount	Amount refunded back to the customer

Mapping account numbers

In each scenario, you tell Vaylo which account number to use on the debit side and which to use on the credit side. The numbers come from your own accounting plan — for Fortnox this is typically the BAS chart of accounts (1520, 1530, 2419, 3030, and so on).

Steps:

1. Open the active provider (Fortnox or Poweroffice) from the Account Configure list.
2. Scroll to the Scenarios section.
3. For each scenario you want to post against, set the Debit account and the Credit account to the numbers in your accounting plan.
4. Save.

tip

Configure all scenarios you expect to use before you flip the status toggle on. A booking event with an unmapped scenario will not post correctly, so it's safer to finish the mapping first.

caution

Scenarios are synced from Central Admin. You can't add or rename a scenario from the company panel. If you need a scenario that isn't in the list, contact your Vaylo administrator so it can be added centrally and synced to your company.

Enabling and disabling a provider

A provider's status toggle turns its integration on or off. When you flip a provider on:

• New booking events start posting to that provider.
• Any other provider that was on is automatically turned off — only one provider is active at a time.

When you flip a provider off:

• New booking events stop being posted to it.
• The provider's configuration is preserved, so the next time you turn it back on the same scenarios and account numbers are still in place.

This is the safest way to pause an integration without losing settings.

Cost centre projects and other provider data

Inside each provider you'll also find a section for cost centre projects and any other configuration the provider exposes (for example, organisation number, currency mappings, or invoice settings). Treat these as provider-specific extras — set them up if your accounting workflow uses them.