Accountancy Exports

Flowtly Editorial Team6 min

The Accountancy Exports module in Flowtly enables organizations to transfer financial and HR data from the platform into external accounting systems. It supports export formats compatible with popular Polish accounting software: Comarch Optima, Symfonia, Wapro (including the Wapro Kaper / Fakir target for Księga Podatkowa), and enova365.

Each target system uses a dedicated, ready-to-import file format. All four support invoices and costs exports. Comarch Optima additionally supports employee leave and absence data, making it particularly useful for organizations that handle payroll through Optima. enova365 (by Soneta) is supported as a native export, allowing accountants to import invoices and costs directly into enova365.

The export process allows users to select a month or specific date range and choose the export type. This helps ensure accuracy and completeness before the data is handed off to the accounting team or imported into external software.

Two Optima formats, and which one your accounting office imports

Flowtly produces two different files for Comarch Optima, and they are not interchangeable.

JPK_V7M is a Ministry of Finance VAT return. Optima generates one to file with the tax office; it does not import one. If your bookkeeper asks for "the Optima file", this is usually not it.

Praca rozproszona (distributed work) is Optima's own data-exchange format, and it is what a bookkeeping office loads into its database. Choose this when someone is importing your documents into Optima.

The praca rozproszona file is addressed to a specific Optima database, so it carries two identifiers you set once in organization settings:

  • Optima source database id (BAZA_ZRD_ID) — yours, the database the records come from.
  • Optima target database id (BAZA_DOC_ID) — the accounting office's, the database they are going to.

Each is at most five characters, and your accounting office will tell you both. Getting the direction the wrong way round addresses the file to the wrong database, so Flowtly refuses to export until both are set rather than guessing.

Sending the documents with the register

An Optima register entry on its own tells the accountant what was booked, not what it was booked from. Flowtly can put the source documents inside the same file: for each entry, the invoice PDF and, where the invoice came from KSeF, the original KSeF XML.

This is optional, because it changes the size of the download considerably — a month of documents is measured in megabytes rather than kilobytes, and a year is substantially more. Ask for it when the person importing needs the documents too; leave it off when they only need the figures.

The document archive (a ZIP) remains available and does the same job differently: the register plus the documents beside it rather than inside it. It suits a period large enough that a single file would be unwieldy.

What the export tells you it left out

An Optima export does not stay silent about documents it could not place. After the download, Flowtly lists what needs attention, with the document numbers, so the data can be corrected and the file produced again instead of being reconciled by hand after the import.

Entries with no counterparty tax id (NIP). These are in the file. The VAT register requires a value in that field, so Flowtly writes the statutory BRAK — and Optima then has nothing to match a contractor on, so it files each such entry under !NIEOKREŚLONY!. Nothing is lost on import, but nobody can tell whose document it is. Fill in the NIP on the counterparty and export the month again.

Documents held back from the register. The praca rozproszona file leaves out a document it cannot address: one with no counterparty at all, one whose counterparty has no Optima acronym, and a correction whose payment direction in Optima has not been confirmed. Those are not in the file, so the register is shorter than the month until the data is corrected.

At most fifty document numbers are listed for each reason. Where there are more, the count is the whole figure and the list is a sample of it.

VAT basis of exported figures

Invoice-line amounts in the accountancy exports are net of VAT. Flowtly converts a line to net at the moment it is recorded, so an export never has to infer the basis from the value it finds — and neither does the accountant importing it.

This guarantee runs forward from 5 August 2026. Lines recorded before that date were stored as the source document supplied them and can still be held at gross. Flowtly does not convert them on its own, because how each line was originally supplied was not recorded at the time. When an export covers a period before that date, reconcile the totals against the source documents before importing them into your accounting system.

Converted amounts

Where an exported line is in a currency other than your organization's own, the export converts it at the rate for that line's date. If a pair cannot be priced at all, the export stops with an error naming the currencies, the date and the line, and no file is produced — rather than handing your accountant a file whose figures cannot be relied on. See Currencies and exchange rates for which currencies can be converted and what to do about a line that cannot.

Example use cases

  • Export monthly invoices in Comarch Optima format for import by the external accounting team.
  • Generate a Symfonia-compatible export after reconciling costs.
  • Export employee leaves and absences via the Optima export for payroll processing.
  • Use the Wapro export to synchronize cost data with the organization's accounting system, or the Wapro Kaper export for Księga Podatkowa (KPiR + VAT register) bookkeeping.
  • Use the enova365 export to hand off invoices and costs to an accountant working in enova365.
  • Export cost statements filtered by date range for quarterly financial reviews.

Connection map

Refers toUses upDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
invoice billed to counterparty. invoice taxed by tax-group. cost spends against budget. cost owed to counterparty. bank-transaction reconciled to invoice. bank-connection imports bank-transaction. contract schedules payment-schedule-line. payment-schedule-line invoiced as invoice. contract agreed with counterparty. contract attached to budget. contract orders purchase-order-line. purchase-order-line prices position. purchase-order-line estimated against time-entry. budget raises budget-alert. budget covers project. counterparty defaults to budget. counterparty defaults to project. invoice billed from project. set-off-declaration settles invoice. set-off-declaration declared with counterparty. project linked to budget. tenant-turnover reported by counterparty. tenant-turnover compared per area from contract. utilities-statement calculated for contract. lead becomes counterparty. deal sold to counterparty.billed totaxed byspends againstowed toreconciled toimportsschedulesinvoiced asagreed withattached toorderspricesestimated againstraisescoversdefaults todefaults tobilled fromsettlesdeclared withlinked toreported bycompared per area fromcalculated forbecomessold toIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent — or, when it went out some other way, recorded as delivered.InvoiceCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyTTax group — The tax treatment applied to a line, so rates are set once rather than per document.Tax groupCCost — Money the organisation owes or has spent, tracked against a budget.CostBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetBBank transaction — A movement on a connected bank account. Matching it to an invoice or a cost is what makes the books agree with the bank.Bank transactionBBank connection — The consented link to one bank that transactions arrive through. It can stop working on its own — a consent expires or is withdrawn — so it reports whether it is still working.Bank connectionCContract — The financial terms of an engagement: a structured set of payment schedule lines, in one direction or the other.ContractPPayment schedule line — One dated amount on a contract, in a direction — money owed to a supplier, or due from a client.Payment schedule lineOOrder line — One line of a purchase order: a role priced by the hour with the hours estimated for it, or a deliverable priced as an outcome. A deliverable carries no hours at all.Order linePPosition — The catalogue of job titles a project role is drawn from.PositionTTime entry — What actually happened — work time logged against a project.Time entryBBudget alert — A notice that a budget has gone off plan - spending over the planned amount, or a margin below the one that was planned. It is raised by a daily check rather than by anyone asking for it.Budget alertPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectSSet-off declaration — A record that your invoices to one counterparty and its cost documents were settled against each other, in amounts that balance exactly. It lowers what remains due on the invoices; it is not a payment.Set-off declarationTTenant turnover — A tenant's reported sales for one month, entered by staff and used for reporting only. An absent figure means not reported, which is a different statement from a reported zero.Tenant turnoverUUtilities statement — One lease's electricity for one month, the kWh its meters recorded times the tariff in force. A draft until finalised, then it never changes; a correction is a new draft.Utilities statementPProspect — A company you are working but that is not a customer yet. It sits at New, Contacted or Qualified, and everything done to it is logged against it.ProspectDDeal — A sale in progress: a customer, an amount, and the stage it has reached. It cannot exist without a customer, and its stage is never blank.Deal

Related terms