Data flow: Capture and your accounting platform
This page gives a high-level picture of the data that moves between Otto Capture and your accounting platform, and sets out what Capture does and doesn’t change. The exact data read and written, and the names each platform uses, differ by platform, so for the precise lists see the Xero and FreeAgent pages.
Data flow diagram
Section titled “Data flow diagram”Synced both ways
Contacts
↔
Contacts
Reference data read from your platform
Accounts / categories
←
Accounts / categories
Tax rates
←
Tax rates
Currencies
←
Currencies
Organisation details
←
Organisation details
Data published to your platform
Processed documents
→
Bills / Invoices
The diagram shows the shape that’s common to every platform. The detail varies: Xero’s chart of accounts is FreeAgent’s categories, tracking categories are read on Xero only, and attachment support differs. See the Xero and FreeAgent pages for the exact lists.
What Capture reads
Section titled “What Capture reads”To process and publish documents, Capture reads reference data from your client’s accounting platform: contacts, the accounts or categories you code line items to, tax rates, currencies, and basic organisation details such as base currency and tax registration. Xero clients also sync tracking categories, which FreeAgent doesn’t have. This data is used only to suggest and validate values during extraction and review. For the exact fields and the names each platform uses, see what syncs on the Xero and FreeAgent pages.
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
What Capture publishes
Section titled “What Capture publishes”When you publish a document, Capture creates a bill or sales invoice on your platform, carrying the line items, tax, currency, due date, and the matched contact. If you added a new contact during review, that contact is created first. The original document is attached where the platform supports it. Publish states and attachment limits differ by platform: see publishing to Xero and FreeAgent.
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 or categories, 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.