Kashoo to Odoo Integration: Complete 2025 Guide

Integration Architecture and Data Flow

Core Integration Patterns

The Kashoo-Odoo integration employs a hub-and-spoke architecture with Odoo 18 as the central data hub. Kashoo functions as the accounting spoke, feeding financial data into Odoo’s operational ecosystem. This design pattern ensures Odoo maintains master data control while Kashoo specializes in Canadian accounting compliance and tax reporting. The integration uses bidirectional synchronization for reference data but implements a strict Kashoo-to-Odoo flow for transactional data.

Odoo 18’s web engine provides the foundation with its modern JavaScript framework and improved REST API endpoints. The integration leverages Odoo’s new web controller system to create dedicated API routes for Kashoo webhooks. These endpoints receive accounting events from Kashoo and transform them into Odoo business objects. The architecture maintains data consistency through idempotent operations that prevent duplicate record creation.

Data Flow Sequencing

Financial data follows a specific sequence to maintain accounting integrity. Kashoo pushes new transactions through webhook notifications to Odoo’s designated endpoint. The integration service validates each webhook signature before processing. Odoo then makes API calls back to Kashoo to fetch complete transaction details, including line items and tax calculations. This two-step process ensures secure data transfer while minimizing the payload size of initial webhook notifications.

The sync engine processes transactions in chronological order to maintain proper accounting periods. It queues transactions that arrive out-of-sequence and processes them once prior transactions complete. This sequencing prevents gaps in journal entry numbering and maintains accurate account balances. The system assigns Odoo-generated UUIDs to each imported transaction for audit trail purposes and duplicate detection.

Authentication Framework

Kashoo uses OAuth 2.0 with JWT tokens for API authentication, while Odoo 18 supports both API keys and session-based authentication. The integration implements a token refresh mechanism that automatically renews Kashoo access tokens before expiration. Odoo stores these credentials encrypted in its system parameters table with strict access controls. The authentication layer includes exponential backoff retry logic for handling temporary API outages.

Each API call includes specific headers that identify the integration instance and its version. This header information assists with debugging and allows Kashoo’s API to track usage patterns. The system logs all authentication attempts and token refreshes for security auditing. Failed authentication attempts trigger immediate alerts to system administrators through Odoo’s notification system.

Step-by-Step Configuration

Odoo 18 Module Installation

Begin by installing the accounting connector module in Odoo 18. Access your Odoo instance with administrator privileges and navigate to the Apps menu. Search for “Kashoo Connector” or install a custom module if you developed one internally. Enable developer mode to access technical settings required for integration configuration. The module adds new menu items under the Accounting section for Kashoo configuration.

Create a new system parameter for Kashoo API configuration using Odoo’s technical menu. Navigate to Settings > Technical > Parameters > System Parameters. Create a record with key “kashoo.api.url” and value “https://api.kashoo.com”. Add another parameter with key “kashoo.api.version” and value “v2”. These parameters centralize API configuration and simplify future updates when Kashoo changes endpoints.

The module creates new database tables for storing Kashoo synchronization metadata. These tables track the last successful sync timestamp, processed transaction counts, and error logs. Verify the table creation by checking the database structure in Odoo’s technical menu. The system uses these tables to resume synchronization from the point of failure during service interruptions.

Kashoo Application Registration

Log into your Kashoo account and navigate to Company Settings > API Access. Click “Create New App” to register Odoo as an authorized integration. Provide a descriptive name like “Odoo 18 Production Integration” and specify the redirect URI as your Odoo instance base URL plus “/kashoo/auth/callback”. Kashoo generates a client ID and client secret that you must securely store for Odoo configuration.

Kashoo presents scopes selection during app registration. Select “transactions:read”, “accounts:read”, “taxes:read”, and “company:read” permissions. These scopes grant Odoo access to financial data without modification rights, following the principle of least privilege. Kashoo may require business verification for API access depending on your account type and transaction volumes.

Configure webhook subscriptions in the Kashoo developer portal to push real-time notifications to Odoo. Subscribe to “transaction.created”, “transaction.updated”, and “transaction.deleted” events. Set the webhook endpoint URL to your Odoo instance base URL plus “/kashoo/webhook/transaction”. Kashoo sends a verification request to this endpoint that must return a success response within five seconds.

Odoo Integration Configuration

Access the Kashoo configuration menu under Accounting > Settings > Kashoo Integration. Paste the client ID and client secret from your Kashoo app registration into the corresponding fields. Click “Authorize with Kashoo” to initiate the OAuth 2.0 flow. Odoo redirects you to Kashoo’s authorization page where you grant permissions to the integration.

The system stores the refresh token in encrypted format and automatically obtains access tokens for API calls. Test the connection by clicking “Verify Kashoo Connection”. Odoo attempts to fetch your company profile from Kashoo and displays the company name upon success. This verification confirms that authentication works correctly and API endpoints are accessible.

Configure synchronization settings based on your business requirements. Set the transaction sync start date to the beginning of your current fiscal year for complete historical data transfer. Enable “Auto-sync New Transactions” for real-time processing of accounting entries. Set the sync frequency to “Immediate” for production environments or “Hourly” for testing deployments with lower transaction volumes.

Data Model Configuration

Map your Kashoo accounts to Odoo’s chart of accounts using the account mapping interface. The system displays unmatched accounts from both systems and suggests mappings based on account names and types. Review each suggested mapping for accuracy, particularly for equity and retained earnings accounts. Canadian businesses must pay special attention to GST/HST liability accounts mapping.

Configure tax mapping between Kashoo’s Canadian tax system and Odoo’s tax engine. Map Kashoo’s GST 5% to Odoo’s corresponding tax record, ensuring the tax account aligns with your chart of accounts. Create missing tax records in Odoo for Canadian provincial sales taxes that don’t exist in your current configuration. Test tax calculations with sample transactions to verify accurate tax amount synchronization.

Set up payment method mapping to ensure proper payment reconciliation. Map Kashoo payment types like “Credit Card” and “Electronic Transfer” to Odoo’s payment methods. This mapping enables automatic reconciliation of customer payments and vendor disbursements. Configure default accounts for each payment method to streamline the reconciliation process for your accounting team.

Webhook Security Configuration

Implement webhook signature verification to ensure only Kashoo can push data to your Odoo instance. Retrieve the webhook secret from your Kashoo application settings and add it to Odoo’s system parameters with key “kashoo.webhook.secret”. The integration module uses this secret to validate the SHA256 signature of incoming webhook requests.

Configure webhook retry settings in Kashoo’s developer portal to handle temporary Odoo outages. Set the maximum retry attempts to five with exponential backoff over twenty-four hours. This configuration ensures temporary network issues don’t cause permanent data loss. Monitor webhook delivery statistics in the Kashoo dashboard to identify persistent delivery problems.

Test webhook functionality by creating a test transaction in Kashoo and verifying its appearance in Odoo. Use Kashoo’s “Send Test Webhook” feature to verify your endpoint configuration without creating actual transactions. The test webhook sends a mock payload that should trigger a success response from your Odoo instance. Address any errors before proceeding to production data synchronization.

Data Mapping and Transformation

Chart of Accounts Alignment

Kashoo’s default chart of accounts follows Canadian accounting standards, while Odoo uses International Financial Reporting Standards. This divergence requires careful mapping to maintain accurate financial reporting. Start with revenue accounts by mapping Kashoo’s “Product Sales” to Odoo’s “Sales - Products” account. Continue with expense accounts, paying particular attention to payroll and benefits accounts that have different structures between the systems.

Map balance sheet accounts with special consideration for equity accounts. Kashoo typically uses “Share Capital” and “Retained Earnings” while Odoo employs “Common Stock” and “Reserves”. Create account groups in Odoo that mirror Kashoo’s structure if your financial reporting requires specific Canadian accounting presentations. Use Odoo’s account tags feature to maintain additional reporting dimensions that Kashoo supports natively.

Handle bank account mapping by linking Kashoo’s bank accounts to Odoo’s liquidity accounts. The integration should create Odoo journal entries that reflect the same bank account structure as your Kashoo setup. This consistency ensures bank reconciliation works seamlessly between both systems. Map credit card accounts as liability accounts in Odoo with appropriate reconciliation settings.

Transaction Object Transformation

Kashoo transactions arrive as JSON objects that require transformation into Odoo account.move records. The integration extracts the transaction date, reference number, and description for the move header. It then processes each line item to create account.move.line records with specific accounts and tax configurations. The system preserves the Kashoo transaction ID in a custom field for audit trail purposes.

Transform Kashoo’s Canadian date format (YYYY-MM-DD) to Odoo’s date handling system. Convert amounts from Kashoo’s decimal strings to Odoo’s float precision numeric fields. Handle currency conversion for multi-currency transactions using the exchange rate embedded in the Kashoo transaction object. The system logs the original currency amount and exchange rate in the journal entry for reference.

Process tax calculations with special attention to Canadian tax requirements. Extract GST/HST amounts from Kashoo line items and map them to the appropriate Odoo tax records. The integration must handle compound taxes where provincial sales tax calculates on the amount including federal GST. Preserve the complete tax breakdown in the journal entry description for audit purposes.

Customer and Vendor Synchronization

The integration matches Kashoo contact records with Odoo partners using email addresses and tax identification numbers. When Kashoo transactions reference customers or vendors that don’t exist in Odoo, the system creates new partner records automatically. It populates these records with available information from Kashoo, including billing addresses and payment terms.

Handle Canadian business numbering system requirements by storing BN9 numbers in custom partner fields. The integration validates GST/HST registration numbers against Canadian government formats before creating partner records. It flags partners with invalid tax numbers for manual review by the accounting team. This validation prevents compliance issues during tax filing periods.

Sync payment terms between systems by mapping Kashoo’s term codes to Odoo’s payment term objects. Common mappings include “NET15” to Odoo’s standard 15-day payment term and “NET30” to the 30-day equivalent. The integration applies these payment terms to newly created customer records, ensuring consistent payment tracking across both platforms.

Error Handling and Resilience

Common Sync Failures

Authentication errors occur when Kashoo access tokens expire or become invalid. The integration detects these errors through HTTP 401 responses from Kashoo API calls. The system automatically attempts token refresh using the stored refresh token. If refresh fails, it notifies administrators and pauses synchronization until manual reauthentication occurs.

Data validation errors happen when Kashoo transactions contain information that violates Odoo’s business rules. Common examples include invalid account codes, missing tax configurations, or date ranges outside open accounting periods. The integration captures these errors in the sync log and moves problematic transactions to a quarantine queue for manual resolution.

Network timeouts and API rate limiting cause intermittent sync failures. The integration implements exponential backoff with jitter for these transient errors. It retries failed operations with increasing delays between attempts, up to a maximum of eight retries over twenty-four hours. This approach handles temporary service disruptions without overwhelming either API.

Transaction Recovery Procedures

The system maintains detailed sync logs that track every transaction processing attempt. Each log entry includes the Kashoo transaction ID, processing timestamp, success status, and error details if applicable. Administrators access these logs through a dedicated interface in Odoo’s Accounting module. The logs support filtering by date range, error type, and resolution status.

Implement a retry mechanism for failed transactions that administrators trigger after resolving underlying issues. The system presents failed transactions with their error messages and suggested corrective actions. For validation errors, it often pre-fills the necessary configuration changes based on the specific error encountered. This guided resolution reduces the accounting team’s troubleshooting time.

Handle duplicate transactions that result from webhook retries or manual intervention. The integration checks for existing transactions using the Kashoo transaction ID before creating new records. When duplicates occur, the system merges them by preserving the original record and updating it with any new information from the duplicate. This approach maintains data integrity while accommodating Kashoo’s at-least-once delivery guarantee.

Disaster Recovery Planning

Configure regular backups of the sync state metadata to enable recovery from catastrophic failures. The system exports the last successful sync timestamp, processed transaction counts, and configuration settings daily. Store these backups in secure cloud storage with version history enabled. Test the restoration process quarterly to ensure business continuity during major outages.

Implement a manual sync override for situations where automated recovery fails. This feature allows administrators to specify a start date and force full resynchronization from that point forward. The system processes transactions in batches with progress tracking to prevent timeouts during large data transfers. Use this feature after extended outages or data corruption events.

Establish alert thresholds that notify administrators of emerging problems before they cause widespread sync failures. Monitor metrics like sync success rate, average processing time, and queue depth. Configure alerts when these metrics deviate from baseline performance by more than twenty percent. Early detection enables proactive resolution before transactions backlog accumulates.

Testing and Validation

Integration Test Scenarios

Create comprehensive test cases that cover all transaction types your business processes. Test sales transactions with various tax combinations including GST, HST, and PST. Verify that service revenue, product sales, and shipping charges all map correctly to their respective Odoo accounts. Test transactions with discounts to ensure proper amount calculations after discount application.

Test expense transactions with employee reimbursements and vendor bills. Verify that GST input tax credits calculate correctly and map to the proper recoverable tax account. Test multi-currency transactions with exchange gains and losses to ensure proper financial reporting. Include edge cases like negative amounts (credits) and transactions with multiple tax rates on single line items.

Validate bank transfers and reconciliation by creating Kashoo transactions that match Odoo bank statements. Test the automatic reconciliation feature that matches transactions based on amount, date, and reference number. Verify that unreconciled transactions appear in the proper reconciliation interface for manual resolution. Test partial payments and early payment discounts to ensure accurate accounting treatment.

Data Integrity Verification

Develop reconciliation reports that compare account balances between Kashoo and Odoo. Run these reports daily during the initial sync period and weekly thereafter. The reports should highlight discrepancies greater than configurable tolerance thresholds, typically one dollar for revenue accounts and zero for balance sheet accounts. Investigate and resolve any discrepancies immediately.

Verify tax reporting accuracy by comparing GST/HST liability accounts between systems. The amounts should match exactly when considering the different reporting periods each system uses. Test filing-ready reports from both systems using the same date ranges to ensure consistent numbers. Pay special attention to GST on imports and reverse charge transactions that have unique accounting treatments.

Validate customer and vendor balances by comparing aged receivables and payables reports. The totals should match within reasonable tolerances for timing differences in transaction posting. Investigate significant variances that indicate missing transactions or misapplied payments. Verify that payment terms and credit limits synchronize correctly for shared customer records.

Performance Benchmarking

Measure sync performance under various transaction volumes to establish performance baselines. Test with batches of 100, 1,000, and 10,000 transactions to identify scaling limitations. The system should process at least 500 transactions per minute on typical hardware configurations. Monitor system resources during sync operations to identify potential bottlenecks.

Establish performance benchmarks for webhook processing to ensure real-time requirements meet business needs. The system should process webhook notifications within five seconds to prevent Kashoo retries. Test concurrent webhook handling to ensure multiple simultaneous transactions don’t create processing delays. Monitor API response times from both Kashoo and Odoo during peak usage periods.

Validate data integrity after simulated network outages and service interruptions. Intentionally disrupt the sync process and verify that recovery procedures restore complete data consistency. Test the system’s ability to handle Kashoo API maintenance windows and Odoo module updates without data loss. Document any issues encountered and refine recovery procedures accordingly.

Security Considerations

Authentication Security

Implement secure credential storage using Odoo’s encrypted fields for Kashoo client secrets and refresh tokens. Never store these values in plain text or in version-controlled configuration files. Rotate client secrets quarterly or following any security incident that might have compromised credential confidentiality. Use Odoo’s access rights system to restrict integration configuration to authorized personnel only.

Enforce principle of least privilege when configuring Kashoo API permissions. Request only the scopes necessary for integration functionality, typically read-only access to financial data. Avoid administrative scopes unless absolutely required for your specific use case. Review API access logs regularly to detect unauthorized usage patterns or suspicious activity.

Secure webhook endpoints with signature verification that validates each incoming request. Compute the expected signature using the webhook secret and compare it against the header value Kashoo provides. Reject any requests with invalid signatures or missing verification headers. Log verification failures for security monitoring and potential intrusion detection.

Data Protection Measures

Encrypt sensitive data in transit using TLS 1.2 or higher for all API communications. Configure Odoo to use modern cipher suites and disable outdated SSL protocols. Verify certificate validity for both Kashoo API endpoints and your Odoo instance. Use certificate pinning if your security policy requires protection against certificate authority compromises.

Protect financial data at rest using Odoo’s database encryption capabilities or database-level encryption features. Encrypt fields containing bank account information, tax identification numbers, and other sensitive financial data. Implement access controls that restrict financial data access based on job responsibilities. Audit data access regularly to detect unauthorized viewing.

Secure integration configuration interfaces with role-based access controls. Grant configuration access only to accounting managers and system administrators. Implement two-factor authentication for accounts with integration management privileges. Log all configuration changes with before-and-after values for audit trail purposes.

Compliance Requirements

Maintain compliance with Canadian privacy laws including PIPEDA for personal information protection. Anonymize or pseudonymize personal data where possible for testing and development environments. Implement data retention policies that automatically purge outdated transaction data according to statutory requirements. Document data handling procedures for regulatory inspection.

Address GST/HST record-keeping requirements by preserving complete transaction details for six years. Ensure the integration captures all mandatory fields Canada Revenue Agency requires for audit purposes. Implement tamper-evident logging that detects unauthorized modification of historical financial records. Store audit logs in write-once-read-many storage for integrity protection.

Follow payment card industry data security standards if processing credit card transactions through either system. Segment network architecture to isolate cardholder data environments from general business systems. Implement strict access controls and monitoring for any systems handling payment card information. Conduct regular security assessments to validate compliance.

Performance Optimization

Sync Process Optimization

Implement parallel processing for independent transaction types to reduce sync duration. Process bank transactions, sales invoices, and vendor bills concurrently using Odoo’s queue job system. This approach utilizes available system resources more efficiently than sequential processing. Monitor system load to determine the optimal number of parallel workers for your hardware configuration.

Optimize database queries by adding appropriate indexes on Kashoo transaction ID fields and sync timestamp columns. Analyze query performance using Odoo’s built-in query planning tools or database-specific performance monitors. Identify and optimize slow-running queries that impact sync performance during high-volume periods. Regular database maintenance including vacuum and analyze operations maintains optimal performance.

Batch API calls to Kashoo to reduce connection overhead and improve throughput. Instead of fetching transactions individually, request pages of 100 transactions per API call. This approach reduces the total number of API requests and minimizes the impact of network latency. Implement intelligent prefetching that anticipates related data needs and retrieves them in single batched requests.

Caching Strategies

Cache static reference data like account mappings and tax configurations to avoid repeated database lookups. Store this data in Odoo’s cache with appropriate invalidation triggers when configuration changes occur. This optimization reduces database load during transaction processing and improves overall sync performance. Monitor cache hit ratios to ensure effective cache utilization.

Implement response caching for Kashoo API calls that fetch rarely changing data. Cache company information, account lists, and tax rates with expiration times of twenty-four hours. This strategy reduces API call volume and improves resilience during Kashoo service interruptions. Include cache busting mechanisms that force refresh when configuration changes occur.

Use Odoo’s distributed cache for multi-worker environments to maintain cache consistency across processes. Configure cache invalidation messages that notify all workers when reference data changes. This approach ensures all sync processes use the same cached data regardless of which worker processed the configuration update. Test cache synchronization during deployment to verify proper operation.

Monitoring and Metrics

Track key performance indicators that measure integration health and efficiency. Monitor average transaction processing time, sync success rate, and API response times. Set up dashboards that visualize these metrics with historical trends for capacity planning. Configure alerts when metrics deviate from established baselines by more than twenty percent.

Implement detailed logging that captures performance data for individual sync operations. Log processing time per transaction, API call durations, and database query times. Analyze this data weekly to identify performance degradation patterns and optimization opportunities. Use statistical analysis to correlate performance metrics with system load and transaction volumes.

Establish capacity planning procedures that project future performance based on business growth forecasts. Monitor transaction volume trends and extrapolate future system requirements. Plan hardware upgrades or architecture changes before performance bottlenecks impact business operations. Conduct load testing quarterly to validate capacity assumptions and identify emerging constraints.