Invoice sync into B1 (Site.pro): how to automate

More and more companies use B1 (Site.pro) accounting, but entering invoices or importing files by hand takes time. This article explains how to automate invoice sync into B1 (Site.pro) — and why technically it is not just "copy the totals across".

Why manual work with B1 takes time

Every invoice means keying in the supplier, line items, amounts and VAT codes, or preparing and importing a file. Errors in company details or VAT need fixing later, and downloading, cleaning and uploading a file adds extra steps to every month-end close.

How Ezura syncs an invoice into B1 (Site.pro)

• •Recognizes all line items, amounts and VAT rates
• •Pushes directly via API – no downloading or importing files
• •Supports both purchase and sales invoices
• •Verifies supplier details and assigns VAT codes

Direct push via API – no files

Unlike a file export, the B1 (Site.pro) integration pushes invoices straight via API – no downloading or manually importing files. Both purchases and sales go into accounting, and the accountant sees the prepared record before it leaves.

The detail that matters: B1 documents need IDs, not text

This is where most B1 "automation" attempts stall. B1 builds a document from numeric reference IDs that the system itself assigns: warehouse, supplier or client, item, VAT rate, currency, operation type. An invoice PDF contains none of those numbers — it contains text.

So Ezura syncs the B1 reference books (clients, items, dimensions) and resolves every recognized invoice line to the right B1 record. That is why the document is accepted on the first try instead of bouncing back with "item not found" or "supplier not found" — the classic file-import failure.

Suppliers and items do not get duplicated

When a supplier or item is created in B1 for the first time, Ezura stores its B1 identifier and marks the record as synced. Next time the same company or item is not re-created — the existing record is reused. In practice: no growing pile of duplicate supplier or item cards to clean up by hand later.

VAT rates and mixed-VAT invoices

The VAT rate is assigned per line, not per invoice. That matters because real invoices (telecoms, fuel) mix several rates, reverse charge and out-of-scope items in one document. Rates are stored as decimals, so fractional or non-standard rates do not break the record.

Dimensions and extra information

Ezura can assign dimensions automatically – a project, a site or a cost center – from your rules, so B1 gets not just amounts and VAT but the information your analysis needs. Rules handle most of it; the accountant only reviews the exceptions.

What if you still need a file?

Some companies want to keep their usual file-import routine. The same integration can run in file mode and prepare separate purchase and sales files with the same line items, VAT rates and dimensions. The default is still the API — it is faster and makes fewer mistakes.

Steps: from email to B1

• •1. The invoice arrives in your mailbox
• •2. Ezura reads it and extracts the data and line items
• •3. You review the prepared record and adjust dimensions if needed
• •4. The invoice is pushed into B1 (Site.pro) via API

This way hundreds of invoices can be synced into B1 in minutes instead of hours of manual work — without the usual import errors caused by mismatched names or missing cards.