How to Connect DocFlow with Accounting Software: Step-by-Step Integration Guide

A frequent question when administration teams learn about DocFlow is: "does this replace our accounting software?" The answer is no, and that's precisely what makes it useful. DocFlow sits at the entry point of the document flow — the moment when supplier invoices arrive at the hotel — and automates data extraction so that data enters the accounting software already in the correct format, without additional manual work.

This guide explains how integration works with the three most-used accounting systems in the Spanish hotel sector: Holded, Sage, and A3.

Integration with Holded via API

Holded is the cloud accounting software most adopted by medium hotels and chains in recent years. Its API is well documented and DocFlow has a native integration that allows sending each invoice's data directly to Holded's purchase invoice book.

Configuration requires three steps. First, in Holded, generate an API Key from your account settings (Settings > Integrations > API). Second, in DocFlow, go to Settings > Integrations > Holded and enter the API Key. Third, configure the field mapping: indicate which Holded accounting account corresponds to each expense type DocFlow detects. This step only needs to be done once.

Once configured, the flow is completely automatic: DocFlow extracts invoice data, validates it, and sends it to Holded. The administration manager only needs to review the entry generated in Holded before definitively posting it.

Integration with Sage via CSV Import

Sage 50 and Sage 200 are accounting systems with a very solid installed base in established hotel businesses. Unlike Holded, Sage doesn't have such an accessible API in its desktop versions, but it does allow importing accounting entries in CSV format with a specific structure.

DocFlow automatically generates the import CSV in the format Sage requires. The process is: process invoices in DocFlow normally, export the entry batch in Sage CSV format (Export > Sage Format), and in Sage go to File > Import > Accounting Entries and select the exported file. The import takes a few seconds and entries appear in the journal ready for review.

Integration with A3 (Wolters Kluwer)

A3 is widely used by external accounting advisors who manage hotel accounting. In this model, the hotel receives the invoices, DocFlow processes them, and the external accountant receives the exported file to import into A3.

DocFlow exports in A3's XML format that the software accepts for entry import. The typical flow is: DocFlow processing during the week, weekly batch export in A3 XML format, file delivery to the accountant along with original invoice PDFs. The accountant imports the batch into A3, reviews, and posts. The time the accountant spends typing data is completely eliminated.

Generic REST API for Other Systems

For hotels using less common accounting systems or custom solutions, DocFlow offers a REST API that provides access to processed invoice data in standard JSON format. Any developer can integrate DocFlow with any system in a few hours using this API.

Conclusion

Integrating DocFlow with your current accounting software is the step that turns automation into a real workflow. Without integration, DocFlow extracts data but someone has to manually enter it into the accounting system, which only solves half the problem. With the integration configured, the complete flow is automatic: from the paper invoice to the Holded, Sage, or A3 entry without manual intervention beyond final review. Initial configuration takes 30-60 minutes depending on the system, and then operates autonomously.