Data flow: Capture and your accounting platform
This page documents the data that flows between Otto Capture and your accounting platform, and what Capture does and doesn’t modify.
Data flow diagram
Section titled “Data flow diagram”Synced both ways
Contacts
↔
Contacts
Reference data read from your platform
Chart of accounts
←
Chart of accounts
Tax rates
←
Tax rates
Currencies
←
Currencies
Tracking categories
←
Tracking categories
Organisation details
←
Organisation details
Data published to your platform
Processed documents
→
Bills / Invoices
Data synced from your accounting platform
Section titled “Data synced from your accounting platform”Capture reads the following data from your accounting platform to support document processing and review.
| Data | Fields synced | Purpose |
|---|---|---|
| Contacts | Name, email, supplier/customer flag, status | Match extracted suppliers and customers to existing contacts |
| Chart of accounts | Code, name, type, class, status, tax type | Suggest and validate account codes on line items |
| Tax rates | Code, name, rate, applicable types | Suggest and validate tax rates on line items |
| Currencies | Code, description | Set and validate document currency |
| Tracking categories | Category name, options | Assign tracking categories to line items during review |
| Organisation details | Base currency, multi-currency flag, tax information | Configure client defaults, validate currency support, apply correct tax rates |
Sync timing
Section titled “Sync timing”- On connection: A full sync runs immediately when you connect a client
- Manual refresh: You can trigger a sync from the client configuration page at any time
Data published from Capture
Section titled “Data published from Capture”When you publish a document, Capture creates the following in your accounting platform.
| Data | Fields published | Notes |
|---|---|---|
| Bill or invoice | Contact, line items (description, quantity, amount, account code, tax rate, tracking categories), due date, currency, bill state | Created as Draft, Submitted, or Authorised based on your setting |
| Attachment | Original document file (PDF, image, etc.) | Attached to the created bill or invoice |
| Contact (if new) | Name | Only created when a new contact was added during review |
What Capture does NOT modify
Section titled “What Capture does NOT modify”Capture has a limited scope within your accounting platform. It does not:
- Modify or delete existing bills, invoices, or contacts
- Access payroll or employee data
- Modify your chart of accounts, tax rates, or any settings
- Access reports or financial statements
- Delete any data
Capture only reads reference data (contacts, accounts, tax rates) and creates new bills, invoices, contacts, and attachments.