Spend Tracking and Application Mapping Overview

Xero Integration

Xero Integration in AppVentory enables businesses and advisors to seamlessly connect one or more Xero orgnizations to a single AppVentory account. This integration pulls real-time spend data from Xero, automatically mapping it to associated apps and allowing ongoing synchronization. 

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Intuit QuickBooks Integration

The QuickBooks Online integration provides a focused, secure, and efficient mechanism for extracting software-related financial data. By limiting scope to relevant account types and transaction categories, AppVentory ensures high-quality SaaS spend analysis without introducing unnecessary accounting complexity.

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Microsoft Dynamics 365 Business Central

Microsoft Dynamics 365 Business Central has been added to the Spend Overview page as part of the App Inventory integration, alongside Xero, QuickBooks, and FreshBooks. Integration setup is initiated by selecting Integrate, choosing Microsoft Dynamics 365 Business Central, and proceeding with Connect followed by Connect Now. Configuration requires completion of two stages: selection of the appropriate Business Central organization and mapping of the chart of accounts. After selecting relevant accounts and completing setup, activation occurs automatically and integration status is updated to active.

Note:  

• Business account usage is mandatory for Microsoft Dynamics 365 Business Central.
• Personal email accounts are not supported.
• Office or work email credentials associated with a valid business organization are required.

• Make sure a Microsoft Business Account is created for the AppVentory Integration.
  
  

Accounting Data Scope for Microsoft Dynnamics 365 Business Central

What is Synced

• Expense Accounts

These accounts are typically used to record software and SaaS-related spend, enabling accurate identification and analysis. 

Import 

Enables bulk uploading of transaction data using a standardized import template. Useful for uploading historical spend data or syncing data from external sources.

• For platforms not directly integrated, or for importing CSV files.
• Use the Import button to upload and categorize data.
• Perfect for smaller teams, or one-time data loads.

Spend Tabs

• Mapped Spend: Displays transactions that are already linked to specific apps through mapping rules or manual assignment.
• Unmapped Spend: Shows transactions that have not been assigned to any app. Users can manually map these or apply custom rules to automate the process.
• Archived Spend: Stores all transactions from deleted applications, removing them from active spend calculations while keeping historical records available for review.

These views help ensure every expense is properly categorized, supporting accurate reporting and software spend optimization. 

Additional Tabs

Key Features

Add  Spend

Allows manual entry of a single transaction by providing details such as app name, cost, transaction date, and department. 

Creating Mapping Rules

Mapping rules can now be created directly from the Spend Overview page using an in-context pop-up interface. 

• Eliminates the need to navigate to Settings > Mapping Rules
• Enables faster rule creation while reviewing transactions
• Rules created here automatically sync with the main Mapping Rules configuration

Scope Options

• Past Spend: Applies the rule to all existing historical transactions
• Upcoming Spend: Applies the rule only to newly imported transactions
  
  

• App on Charge Integration
  

  The Spend Overview page is directly connected to the App On Charge module, enabling a unified spend-to-allocation workflow.

  • Allows users to create App On Charge rules directly from Spend Overview
  • One-time rules process existing spend and move it out of Spend Overview
  • Processed spend is transferred to the App On Charge Spend List
  • Allocation is automatically recalculated based on applied rules

  This integration ensures a seamless transition from spend visibility to allocation and reporting.

   

Creating a New Mapping Rule

Click Create New Rule to open the New Mapping Rule tab. The following mandatory fields are available:

• Value Type: Defines the type of data to match (e.g., Vendor, App Name).
• Condition: Specifies the logical operator (e.g., Equals, Contains).
• Action: Determine how matching transactions are handled.
• Select App: Assigns the matched transaction to a specific application.
• Priority: Sets the rule's execution order when multiple rules apply. 

Rules are applied automatically to streamline transaction tagging and analysis.

Use cases

• Centralizing visibility over software spend across departments.
• Automating transaction categorizing for consistency.
• Identifying duplicated apps and reducing cost through consolidation.
• Uploading historical data for reporting and audit readiness.

If you need further assistance, please contact our dedicated customer support team at support@appventory.com, who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.