DocuWare + Pliant

The integration monitors the accounting export queue in Pliant. As soon as a transaction has been reviewed and released for export, it is transferred to DocuWare:

• One document per transaction — with all receipts as PDF sections, merged if desired.
• Fully indexed: receipt number, receipt date, gross amount, currency, merchant or supplier, cardholder, client, posting text.
• Account assignment included: G/L account, cost center, cost unit and tax code — with several assignment lines optionally as a table field on the document.
• No receipt, no export: transactions without an uploaded receipt are held back and checked again on the next run.

In the same run, every archived transaction becomes a finished posting for the EuroFib accounting system — structured exactly like our EuroFib batch handover for incoming invoices:

• Main posting on the client’s credit card clearing account with the gross amount.
• One contra posting per Pliant assignment line: G/L account, net amount, tax code, cost center, cost unit.
• Tax calculated cleanly: Pliant delivers gross amounts — the integration derives net and tax from the EuroFib tax code, rounding cent included.
• Credits and refunds are posted the other way round automatically.
• Linked to the archive: the DocuWare document number and the Pliant transaction ID are part of the posting — the receipt can be found from EuroFib at any time.
• Handed over as an Excel import list or as a EuroFib batch; accounting posts the batch in EuroFib — the integration never posts on its own.

Whatever is a team, project, subcategory or custom field in Pliant is mapped freely to your accounting logic: cost center from a custom field instead of the team, cost unit from the project, G/L account from the subcategory — whatever fits your chart of accounts. Index fields and posting texts are composed from placeholder templates, for example from month, country, cost center, card abbreviation and merchant.

Pliant organizations are mapped to EuroFib clients — each with its own client code, country and clearing account. An Austrian, a German and a Swiss company run through the same pass cleanly separated, each with its own batch.

The integration remembers every transferred transaction and additionally checks the archive for the Pliant transaction ID before each upload — even after a reinstallation no receipt is stored twice. Transactions marked as exported in Pliant in the meantime are caught up. Errors, such as a missing account assignment, are logged with the reason and retried automatically on the next run.

In addition to the index fields, the integration stores the complete Pliant data of the transaction — merchant with VAT ID and address, card, cardholder, all assignment lines, receipt details — directly on the DocuWare document. So even what is not in any index field today remains available for evaluation.

The connection uses the official Pliant Customer API with client credentials, respects Pliant’s rate limits and retries transient errors automatically. DocuWare is written via the Platform API — on-premises as well as in the DocuWare Cloud. The export runs as a Windows service every few minutes; before the first transfer, a dry run shows the index fields and the EuroFib posting for every transaction without changing anything.

As soon as it has been reviewed in Pliant and placed in the accounting export queue. The service checks the queue regularly — every ten minutes by default — and transfers each new transaction exactly once. Transactions without an uploaded receipt are held back until the receipt is there.

Everything Pliant knows about the transaction and you need: receipt number and date, gross amount and currency, merchant or supplier including VAT ID, cardholder, card, client, G/L account, cost center, cost unit and tax code — plus a freely composed posting text. The mapping to your DocuWare fields is configurable; with several assignment lines, the complete split can be stored as a table field.

From the account assignment in Pliant: for each transaction the integration creates a main posting on the client’s credit card clearing account and one contra posting per assignment line with G/L account, net amount, tax code, cost center and cost unit. Net and tax are calculated from the Pliant gross amount according to the EuroFib tax code. The result is a batch that accounting simply posts in EuroFib — nothing is posted unchecked.

If the G/L account is missing, the line is posted to a configurable fallback account and a note is created. If the tax code is missing, it can be taken from the default tax code of the G/L account in EuroFib. If a transaction still cannot be posted — for example because a mandatory cost unit is missing — it is logged with the reason and retried on the next run. The receipt is already archived in DocuWare by then.

Yes. Each Pliant organization is assigned to a EuroFib client with its own code, country and clearing account. Several companies — even in different countries — run through the same pass cleanly separated, each with its own posting batch.

No. Every transferred transaction is recorded locally, and before each upload DocuWare is additionally searched for the Pliant transaction ID. Even if the local status is lost, nothing is archived twice.

The DocuWare archiving is independent of the accounting system. The posting handover is built for EuroFib — but the posting logic can be transferred to other systems such as DATEV or BMD. Talk to us.