Accounting workflow – Yoplanning x Pennylane integration

This article explains the work process for accountants using the integration between Yoplanning and Pennylane.

👉 It does not detail the technical configuration of the integration. For that, see the dedicated article in the documentation.

The objective here is simple: To understand how to properly use the entries automatically generated by Yoplanning in Pennylane.

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General operating principle

Once the integration is activated:

• Yoplanning no longer keeps invoices

• Invoices are created directly in Pennylane

• Payments entered in Yoplanning are synchronized in real time

• The invoice/payment matching process is automated.

• The bank reconciliation is done on Pennylane's side.

The accountant therefore works exclusively in Pennylane.

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1️⃣ Automatic invoice creation in Pennylane

When a sale requires an invoice:

• Yoplanning automatically creates the invoice in Pennylane via API

• The invoice is no longer visible in Yoplanning

• It is only accessible in Pennylane

Important consequence

Tracking, modifying or exporting invoices is done exclusively in Pennylane.

Yoplanning becomes a business management tool. Pennylane becomes the official accounting source.

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2️⃣ Synchronization of payments in the cash register journal

Each payment recorded in Yoplanning is:

• Synchronized in real time

• Sent to Pennylane

• Recorded in a cash journal

This concerns:

• Counter payments

• Online payments

• Bank cards

• Species

• Other configured methods

The cash register journal therefore centralizes all cash receipts from Yoplanning.

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3️⃣ Automatic invoice/payment matching

When Yoplanning creates an invoice in Pennylane:

• The system checks payments already recorded

• It automatically associates these payments with the invoice

• The lettering is done in Pennylane

Result :

• Invoices that have already been paid appear as settled.

• Partially paid invoices are correctly allocated

• Customer follow-up is reliable

No manual action is required at this level.

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4️⃣ Accountant's work in Pennylane

Type of access required

The manager must have:

• With full accounting access

• Not just access to commercial management

Some features (journal, matching, OD, reconciliation) require accounting rights.

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Bank reconciliation

The connection is not made directly between:

❌ Bank feed ↔ Invoices

The correct workflow is:

1. Bank flows

2. Matching with the cash register journal

3. The cash register journal is already linked to the invoices.

Therefore, the correct diagram is:

Bank → Cash Journal → Invoices

This guarantees:

• A consistency in writing

• Complete traceability

• A clear separation between payment collection and invoicing

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5️⃣ Specific case: fee sheets and staff invoices (optional)

For structures that:

• They generate fee schedules

• They issue invoices for their staff.

Yoplanning automatically creates the following in Pennylane:

• A log of OD (Miscellaneous Operations)

This journal allows you to:

• Break down the operations

• Allocate revenue per staff

• Highlighting the actual margin generated by the structure

This allows for a precise analysis:

• Revenue per stakeholder

• Commissions

• Overall profitability

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Summary of the accounting workflow

1. Sales are made in Yoplanning

2. Invoices are created directly in Pennylane

3. Payments feed into a cash journal

4. The invoice/payment matching is automatic.

5. Bank reconciliation is done via the cash journal

6. The ODs allow for margin analysis if used