This guide walks you through how Alaan connects with Wafeq— 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 Wafeq.
Creation of general journal entries in Wafeq 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 expense tracking tags
Import and map vendors/suppliers
Create bank account
Create expenses in Wafeq
Split expenses and export as different or multiple line items
Include details like spender name, merchant, memo, FX and invoice number
🔄 Data Flow Overview
From | To | Data Shared |
Wafeq | Alaan | -Chart of Accounts (GL Accounts) -Company information -Vendors -Taxes -Currency -Projects, Branches & Cost Centres, which are imported as Tag Group |
Alaan | Wafeq | -Bank Accounts (Optional to create during account setup) -Manual Journal -Files / Attachments -Vendors |
🛠 Step-by-Step Guide
Step 0: To set up the integration, ensure the following:
Admin access to your Wafeq Account
Admin or Accountant access to the Alaan Dashboard
Step 1: Create Connection
Click on "Connect with Wafeq".
Login to Wafeq (Username and Password) with administrator access.
Select the Organisation which Alaan wants to connect with.
Click on Connect to navigate to the next step.
Step 2: Import Tax codes
Import tax codes from Wafeq and map them with the corresponding accounts.
Step 3: 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 Wafeq 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 Wafeq. You may skip this step and return to it later via the Settings menu.
Step 4: Select or Create a Bank Account
Create a new bank account or select an existing bank account in Wafeq to ensure that all your Alaan exports are directed to this designated bank account.
Step 5: Setup Complete
Click on Finish to complete the integration setup.
Once the integration is complete, you can start exporting transactions. Learn more about:
⚙️ Manage Wafeq Integration
Map categories to your Account
Mapping expense categories to Wafeq 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 Accounts (Expense Account) for the category.
Sync Wafeq
Navigate to Settings > Wafeq 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 > Wafeq.
Click on Disconnect.
Confirm the action to disable the integration.
Change Bank Account
Navigate to Settings > Wafeq.
Click on Change Bank Account.
Choose the desired bank account and connect it to Alaan.
Enable/Disable Vendor Mapping
Navigate to Settings > Wafeq.
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.