Integrating RoApp with Finmap via Apix-Drive

What is Apix-Drive

Apix-Drive is a no-code automation platform that lets you transfer data between different services without writing code.

For the integration with Finmap the flow looks like this:

RoApp → Apix-Drive → Finmap

Apix-Drive tracks changes in RoApp and automatically creates the corresponding financial operations in Finmap.

How the integration works

To set up the integration you need to:

1. Choose RoApp as the source system.

2. Choose the event that will start the automation.

3. Log in to RoApp.

4. Connect Finmap.

5. Map the fields.

6. Launch the integration.

After that, new events will be sent to Finmap automatically.

Step 1. Create a new connection

In your Apix-Drive account, create a new Connection.

As the source system, choose:

RoApp

Step 2. Choose the trigger

RoApp supports the following events.

Get CLIENTS (new)

Fires after a new client is created.

Suitable for synchronizing the client base, but rarely used to create financial operations.

Get ORDERS (new)

Fires after a new order is created.

Used to create planned or actual income in Finmap automatically.

Get ORDERS (modified)

Fires after an order is changed.

For example:

• the amount changed;

• the contents of the order changed;

• the terms or the fulfillment date changed.

Lets you account for changes in financial information.

Get ORDERS by stage (new)

Fires after an order moves to a certain status.

For example:

• Paid

• Completed

• Closed

This is the most recommended trigger for the integration with Finmap, since it lets you create financial operations only once the required stage has been reached.

Get SALES (new)

Fires after a new sale is created.

This is one of the best integration scenarios, since a sale usually already means a completed commercial transaction.

Get INVOICE (new)

Fires after a new invoice is created.

Can be used to create planned income automatically if the company works on an invoice basis.

Get APPEALS (new)

Fires after a new request is created.

Usually used to automate service processes and not applied to financial accounting.

Step 3. Connect your RoApp account

Log in to your RoApp account and grant Apix-Drive the necessary permissions.

Step 4. Choose the destination system

As the destination system, choose:

Finmap

You can generate the Finmap API key here: https://my.finmap.online/settings/api

Step 5. Choose the action in Finmap

Currently three types of operations can be created through Apix-Drive.

Add RECEIPT

Creating income.

Used for:

• client payments;

• sales;

• invoice payments;

• revenue.

Add COST

Creating an expense.

Suitable for:

• purchases;

• fees;

• service costs;

• other company expenses.

Add TRANSFER

Creating a transfer between the company accounts.

Rarely used for the integration with RoApp.

Step 6. Map the fields

Pass the required data to Finmap:

• amount;

• currency;

• date;

• client;

• order, sale or invoice number;

• comment;

• project;

• account.

After that, run a test data transfer.

Step 7. Launch the integration

If the test succeeded, turn the automation on.

After that, all new events will create financial operations in Finmap automatically.

Recommended integration scenarios

1. New sale → Income in Finmap ⭐⭐⭐⭐⭐

Trigger

Get SALES (new)

Action

Add RECEIPT

The best scenario for most companies. A new sale creates income in Finmap automatically.

2. Order moved to the «Paid» status → Income ⭐⭐⭐⭐⭐

Trigger

Get ORDERS by stage (new)

For example:

• Paid

• Completed

• Closed

Action

Add RECEIPT

A recommended scenario that lets you account only for sales that have actually been completed.

3. New order → Planned income ⭐⭐⭐⭐☆

Trigger

Get ORDERS (new)

Action

Add RECEIPT

Suitable for companies that want to see expected income before the payment arrives.

4. New invoice → Planned income ⭐⭐⭐⭐☆

Trigger

Get INVOICE (new)

Action

Add RECEIPT

The best option for businesses that work on an invoice basis. It lets you show future income and keep track of payment.

5. Order changed → Financial information updated ⭐⭐⭐⭐☆

Trigger

Get ORDERS (modified)

Action

Add RECEIPT

Lets you account automatically for changes in the value or other financial parameters of an order.

If an order can be edited several times, we recommend putting logic in place to guard against duplicate operations.

6. New client → Creating a financial operation automatically ⭐⭐☆☆☆

Trigger

Get CLIENTS (new)

Action

Add RECEIPT or Add COST

Used only in specific business processes, when financial accounting starts as soon as a new client is created.

What to pay attention to

• If Get ORDERS (new), Get ORDERS (modified) and Get ORDERS by stage are used at the same time, the logic must be set up so that the same operation is not created several times.

• For most companies the best option is to create income once the order moves to the «Paid» status, or to use the Get SALES (new) trigger if a sale in RoApp already means a completed financial transaction.

• If the business works on an invoice basis, we recommend using Get INVOICE (new) to create planned income and, once the payment actually arrives, updating it or creating a separate actual operation according to your company's internal process.

• To avoid duplication, we recommend passing a unique order, sale or invoice identifier (Order ID, Sale ID or Invoice ID) so that Finmap can match records correctly between the systems.