Do you use Yuki for your accounting? Then the integration between Tribe CRM and Yuki can save you a lot of time. Mistakes caused by manually entering contacts are a thing of the past. What’s more, invoices created in Tribe CRM are automatically generated in Yuki thanks to the extensive integration.
What features does the Yuki integration offer?
How do I activate the integration?
Creating new contacts
Deactivating and deleting data
What data is synchronized?
1. What features does the Yuki integration offer?
The Yuki integration consists of two main parts:
Contact synchronization
Invoice synchronization
Contact synchronization
When you activate the integration, an initial sync will automatically import your (private) clients and optionally your suppliers from Yuki into Tribe CRM. Inactive contacts are not synchronized into Tribe CRM.
After the initial sync, new contacts and updates to existing contact details in Yuki are automatically updated periodically in Tribe.
Changes to existing contacts in Tribe are automatically pushed to Yuki. A new customer or supplier created in Tribe will also be forwarded to Yuki. However, due to limitations in the Yuki API, it is not possible to send a relationship type (customer/supplier) along with the contact. New contacts are synchronized as either a company or a person, but without a specific relationship type. This type must be manually set in Yuki. More details on this can be found in section 3 of this article.
During synchronization from Yuki, Tribe assigns an external ID to each contact. This ID is used to check for duplicates.
Invoice synchronization
Invoices are expected to be created and sent from Tribe CRM. If an invoice in Tribe CRM has the status Sent and does not yet have an external connector ID, it will automatically be synchronized to Yuki as an invoice. We make sure you have a full view of all relevant details, including invoice lines, so that you see an outstanding item in Yuki awaiting payment. Please note that the Yuki API does not support syncing payments back to Tribe. Payments must be updated manually in Tribe.
Important: An invoice can only be sent to Yuki if the contact in Yuki is marked as a customer. If this checkbox is not selected, Yuki will reject the invoice from Tribe. More detailed information is available in section 3.
2. How do I activate the integration?
Important: Tribe is the leading system for generating debtor numbers. These are processed in Yuki as the relationship code. Make sure to enable the automatic generation of debtor numbers for contacts.
Open Yuki and log in.
Navigate to Settings > Integrations > Webservice, and copy the API key.
Open Tribe CRM and log in.
In the top right corner of your screen, open the Marketplace.
Go to the Financial tab and select Yuki.
Enter the API key from step 2.
Select the correct domain and click Confirm Administration.
Open the Contacts tab. By default, contacts from Yuki are imported as (private) customers in Tribe. Adjust this setting if necessary. By default, only (private) customers are exported from Tribe to Yuki. Click the + button if you want to also sync other contact types to Yuki. These will be sent to Yuki as debtors. **
Open the Other Settings tab. Specify whether suppliers should also be retrieved from Yuki.
Activate the integration by clicking Activate and start initial import. Depending on the size of your database, this may take some time.
** Currently, debtor numbers in Tribe are only assigned to (private) customers. If you want to link other contact types, such as business partners or general contacts, as debtors in Yuki, you will need to manually assign a debtor number in Tribe. A future update will address this.
3. Creating new contacts
Contact
The Yuki interface does not allow for a relationship type (such as customer or supplier) to be sent along with the contact. New contacts in Tribe are synced to Yuki as either a company or a person, but without the customer or supplier checkbox enabled. A user must manually check the appropriate box in Yuki. This is especially important when sending invoices. If an invoice in Tribe is marked as Sent, Tribe will automatically forward it to Yuki. However, Yuki only accepts invoices for contacts that are marked as customers. If this is not the case, the invoice will be rejected, leading to discrepancies in your bookkeeping.
Invoice
An invoice can only be sent once the customer checkbox is active in Yuki. It's important to be aware of this and establish an internal process to ensure the checkbox is activated at the right time. Using the Automation module in Tribe, it may be possible to (partially) automate this process. Consider discussing this with your Tribe CRM coach.
4. Deactivating and deleting data
Over time, you may need to clean up your contact or product data.
Deleting data
If you delete data from Tribe, the integration will never delete data in Yuki. The same applies in the other direction: if you delete data in Yuki, it will never be removed from Tribe CRM.
Deactivating data
If you deactivate a contact in Yuki, this change is not currently reflected in Tribe CRM. The contact remains active in Tribe.
5. What data is synchronized?
Organization
Tribe | Yuki |
Debtor number | Relationship code |
Organization name | Company name |
Email address | |
Website | Website |
Phone number | Phone |
Chamber of Commerce number | CoC number |
VAT number | VAT number |
Billing address | Billing address |
Postal address | Postal address |
* The billing address is synchronized by default.
Person
Tribe | Yuki |
Debtor number | Relationship code |
First name | First name |
Last name | Last name |
Full name | Name |
Private email address | |
Private phone number | Phone |
Private mobile number | Mobile |
Private address | Address |