Connect weclapp

With the weclapp integration you don’t have to create offers twice. You write the quotation in weclapp as usual, Flino takes it over as an offer including the PDF and takes care of the follow-up. What happens in Flino goes back to weclapp: when you send the offer, win it, or lose it, Flino records that on the weclapp quotation.

Requirements

• A weclapp tenant and an API token of a weclapp user. Ideally you create a dedicated user in weclapp for this, such as “Flino Integration”. It needs read and write access to quotations; so that Flino can read customer data and PDFs, write comments, and create the webhook, it also needs read access to customers and documents and the right to manage webhooks.
• The owner or admin role in your Flino organisation. Everyone else sees the note “The weclapp integration can only be managed by organisation admins.” in the card.

Every quotation taken over from weclapp uses a place in your offer quota, just like an offer created in Flino (see Billing).

Connect

1. Go to Settings → Integrations, weclapp card.
2. Click Connect.
3. In the Connect weclapp dialog, enter the Tenant, i.e. the part before .weclapp.com in your weclapp address (e.g. acme or acme.weclapp.com).
4. Paste the API token. You create it in weclapp under “My settings” → “API token” (top right, user menu). Flino stores the token encrypted and never shows it again.
5. Leave Register the webhook in weclapp automatically checked. weclapp then reports new and changed quotations to Flino immediately.
6. Click Connect.

The card then shows Connected, the tenant, Last sync, and Last reconcile. The Webhook URL window also opens with the result of the webhook registration.

If connecting shows “The weclapp integration is not yet enabled for this organisation.”, get in touch with support.

Webhook

The Webhook section shows whether the webhook is Registered in weclapp.

• Register in weclapp creates the webhook afterwards if automatic registration did not work.
• Show URL displays the webhook URL. It contains a secret; if needed, enter it in weclapp as a quotation webhook (POST) and do not share it.
• Rotate secret invalidates the current URL. If the webhook is registered in weclapp, Flino updates it automatically; otherwise you enter the new URL in weclapp yourself.

The integration also works without a webhook: Flino then reconciles with weclapp about every 15 minutes. Sync now starts the reconcile right away.

What Flino takes over from weclapp

Flino takes over quotations that are still open in weclapp. Accepted, rejected, or cancelled quotations are left out.

• Title in the format quotation number – company or person – date
• Offer number, valid until, and amount, net or gross depending on the option
• Contact and company: Flino matches existing contacts and companies by email address and company name or creates them, including the salutation
• Line items as a summary in the offer text (up to 1,000 characters), not as individual items
• PDF of the quotation. If it doesn’t exist in weclapp yet, Flino creates the offer without a file and fetches the PDF later.

In the offer list these offers carry the note weclapp import. The currencies EUR, USD, and CHF are supported; Flino does not take over a quotation in another currency, and the job then shows as failed.

If a quotation changes in weclapp, Flino updates the Flino offer as long as you haven’t sent it yet. After that, Flino only notes the change in the offer’s history.

Several salespeople, one weclapp tenant

If several people write their quotations in the same weclapp and each has their own Flino workspace, each of them connects weclapp in their own workspace. In the card’s Options section, each picks themselves at Responsible person and clicks Save options. Flino then only takes over new quotations that have exactly this responsible person in weclapp.

• All (default) takes over every quotation, whoever is entered.
• Once a name is chosen, Flino does not take over quotations with an empty “Responsible person” field.
• Quotations already taken over keep being updated, even if you change the choice later.

You get the names to choose from with Load names from weclapp. The user the API token belongs to comes first, then the responsible persons of the newest quotations, then the other active weclapp users. Flino hides weclapp’s own accounts such as “System” or “weclapp Support” unless they are responsible for one of the newest quotations. If someone joins later, load the names again.

If the API token’s user may not see the other users in weclapp, only that user is listed, and the card says so. In that case, connect with the token of a user who may read the user list.

What Flino writes back to weclapp

In Flino	In weclapp
Offer sent	The quotation is marked as sent, plus a comment “Per Flino versendet am …”
Offer won	Flino accepts the quotation in weclapp (with all regular line items; optional and alternative items are not included)
Offer lost	Status “Lost”, plus a comment with the reason and note from Flino

The comments are written in German. If weclapp does not allow the status change to “Lost”, the comment is still added to the quotation, with a request to update the status in weclapp manually. Flino never overwrites a decision that was already made in weclapp; it only leaves a comment then. Conversely, a status change in weclapp does not change the status in Flino.

Dry run

Every new connection starts in dry run mode. Flino then reads from weclapp but writes nothing back, not even a comment. Flino notes on the offer what would have happened, with the prefix “Testlauf (nichts nach weclapp geschrieben)”.

Once the import and the back channel work the way you expect, switch off Dry run in the Options section and click Save options.

Options

• Status of imported offers: Draft (default; shown as New in Flino) or Open
• Offer amount: Net (default) or Gross
• Dry run: see above, on by default
• Responsible person: All (default) or a name, see above

Recent activity

Under Recent activity you see the last 20 jobs between weclapp and Flino, such as Import quotation, Refresh PDF, Status to weclapp, and Sent to weclapp, each with status and weclapp ID. If a job is Failed or Given up, bring it back with Retry, for example once your offer quota has room again. Open offer takes you to the offer in Flino.

Skipped with the note “Other responsible person, not taken over” means that weclapp has a different responsible person, or none, on the quotation.

Test, renew, disconnect

• Test connection checks whether weclapp still accepts the token.
• If the card shows Action required, weclapp rejected the token. Connect again with Reconnect and a valid token. If you connect a different weclapp tenant, Flino resets the responsible person choice.
• Disconnect deletes the stored token and removes the webhook in weclapp. Offers already taken over stay in Flino; new ones no longer come in.

Limits

• Line items arrive as text, not as individual items with quantity and price.
• EUR, USD, and CHF only.
• Contacts and companies have no weclapp ID in Flino; they are matched by email address and company name.
• Flino does not take over status changes you make directly in weclapp.