This guide walks you through how Alaan connects with Odoo — from setup and authentication to data sync and export transactions. It’s broken down into three key sections:
🔑 Integration Scope
Automated data syncing between Alaan and Odoo.
Creation of general journal entries in Odoo for Alaan transactions.
Attachment of receipts to transactions for detailed tracking.
Syncs automatically every 24 hours, with an option to sync manually anytime from the Alaan web app
✅ Supported Features
Import and link chart of accounts to categories
Import tax codes
Import and map analytic accounting
Import and map vendors/suppliers
Create bank account
Create Journal Entry in Odoo
Create attachments in Odoo
Include details like spender name, merchant, memo, FX, and invoice number
Split expenses and export as different or multiple line items
🔄 Data Flow Overview
From | To | Data Shared |
Odoo | Alaan | - Chart of Accounts (GL Accounts) - Company Details - Vendors - Taxes - Currency |
Alaan | Odoo | - Bank Accounts (Optional) - Journal Entries (Transaction Data) - Files - Vendors |
🛠 Step-by-Step Guide
Step 0: To set up the integration, ensure the following:
Admin access to your Odoo account
Admin or Accountant access to the Alaan Dashboard
Step 1: Connect with your Odoo Account
Navigate to the Alaan web application’s Accounting Page.
Select Odoo and complete the configuration steps.
Your request will be forwarded to our Customer Success team to enable the integration.
Step 2: Create Connection
Click on "Connect with Odoo".
Enter the below Odoo Credentials.
Host URL - The host URL is simply your Odoo instance’s domain, Example: https://yourcompany.odoo.com
Database Name - The database name is usually the subdomain of your Odoo URL. Example: If your Odoo URL is https://yourcompany.odoo.com, then your database name is likely your company.
User email address - This is the email address used while logging in to your Odoo platform
API Key - Log in to Odoo with an admin or user account, go to Preferences (click your profile in the top-right corner), scroll down to the Account Security section.
Click "New API Key", enter a description (e.g., "Integration with XYZ"), click "Generate", then copy and save the key securely.
Go back to your Alaan Dashboard and click "Connect" to start syncing.
Select the "Odoo Company" to navigate to the next step
Step 3: Import Tax codes
Import tax codes from Odoo and map them with the corresponding accounts.
Step 4: Import Expense Accounts/GL Accounts/Chart of Accounts
Map the Expense accounts required to export Alaan card expenses to at least one category.
Expense Categories: These are specific names that can be assigned to help the spender understand the categories better.
Expense Accounts: Your GL accounts from Odoo are listed here. You can associate your GL accounts with expense categories. This ensures that when an expense category is selected, it will automatically connect to the appropriate GL account.
Default Tax Code: These are not mandatory and are only required if each expense in this category has a designated tax code.
Note: Alaan will replace existing GL Account numbers with the imported Chart of Accounts from Odoo 365. You may skip this step and return to it later via the Settings menu.
Step 5: Select or Create a Bank Account
Create a new bank account or select from an existing bank account in Odoo to ensure that all your Alaan exports are directed to this designated bank account.
Step 6: Setup Complete
Click on Finish to complete the integration setup.
Once the integration is complete, you can start exporting transactions. Learn more about:
⚙️ Manage Odoo Integration
Map categories to your Account
Mapping expense categories to Odoo chart of accounts is optional but recommended.
Navigate to Settings in the Alaan web application.
Click on Expense Accounts.
Select an existing expense category or create a new one.
Assign a corresponding Chart of Account (Expense Account) for the category.
Sync Odoo
Navigate to Settings > Odoo in the Alaan web application.
Click on Instant Sync (top-right corner).
The sync process will start and take up to 5 minutes to complete.
Disconnect Integration
Navigate to Settings > Odoo.
Click on Disconnect.
Confirm the action to disable the integration.
Change Bank Account
Navigate to Settings > Odoo.
Click on Change Bank Account.
Choose the desired bank account and connect it to Alaan.
Enable/Disable Vendor Mapping
Navigate to Settings > Odoo.
Toggle the Vendor Mapping switch to enable or disable it.
Need help? Contact the Customer Success Team if you face any issues or if you need further customisation