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Integrations

Brikly connects with the tools you already use to run your business. Integrations keep data flowing between systems so you do not have to re-enter information or maintain separate records.

Accounting Integrations​

Brikly integrates with major accounting platforms to push confirmed invoice data directly into your accounts - eliminating double entry.

Xero​

Brikly's deepest accounting integration. Xero connects across both invoice processing and StaffBrik.

Invoice flow​

Once you've processed and confirmed an invoice in Brikly, it can be pushed to Xero as a bill:

  • Export confirmed invoices - push invoice data from Brikly into Xero as purchase bills.
  • Supplier mapping - link Brikly suppliers to Xero contacts so invoices are attributed correctly.
  • Account code assignment - map ingredient categories to Xero chart-of-account codes.
  • VAT reconciliation - VAT data from Brikly invoices carries through to Xero for accurate tax reporting.
Brikly ──▶ Xero
  Confirmed invoices    Created as bills
  Supplier details      Matched to contacts
  Line items            Coded to accounts
  VAT amounts           Included for reporting

Payroll employee import (StaffBrik)​

If you use Xero Payroll, you can import your employee records directly into StaffBrik instead of adding them manually:

  • Import employees - pull names, contact details, and pay rates from Xero Payroll with Sync Xero on the Team page.
  • Ongoing sync - Brikly checks Xero nightly for pay and employment changes on linked employees, and fills in an email, phone number, date of birth or start date only where StaffBrik has none.
  • Employees not yet linked - each sync lists the active Xero employees with no team member in Brikly on the Payroll changes tab, so new starters do not go unnoticed. Link each one to an existing team member, add them as new, or ignore them if they never work shifts.
  • Duplicate detection - Brikly identifies employees that already exist and lets you choose to update, skip, or create new. A matching email address or mobile number is a strong match; a name match is shown as a possible match only.
  • Location assignment - assign imported employees to a location during import.
  • Selective import - preview the full list and choose which employees to bring in.

See Importing from Payroll for the full step-by-step guide.

Setting up Xero​

  1. Go to Settings > Integrations.
  2. Find Xero and click Connect.
  3. You will be redirected to Xero to authorise the connection.
  4. Grant Brikly access to your Xero organisation.
  5. You are redirected back to Brikly - the integration is now active.
tip

After connecting Xero, map your Brikly suppliers to Xero contacts and set up account codes for your ingredient categories. This ensures invoices flow through to Xero with the correct coding from the start.

QuickBooks​

Brikly integrates with QuickBooks Online for invoice processing.

  • Export confirmed invoices - push processed invoices from Brikly into QuickBooks as bills.
  • Supplier mapping - link Brikly suppliers to QuickBooks vendors.
  • Account assignment - map categories to your QuickBooks chart of accounts.

Setting up QuickBooks​

  1. Go to Settings > Integrations.
  2. Find QuickBooks and click Connect.
  3. Authorise the connection in QuickBooks.
  4. Map your suppliers and account codes.

Sage​

Brikly integrates with Sage for invoice processing.

  • Export confirmed invoices - push processed invoices from Brikly into Sage as purchase invoices.
  • Supplier mapping - link Brikly suppliers to Sage contacts.
  • Account assignment - map categories to your Sage nominal codes.

Setting up Sage​

  1. Go to Settings > Integrations.
  2. Find Sage and click Connect.
  3. Authorise the connection in Sage.
  4. Map your suppliers and nominal codes.

Tills: Square and SumUp POS Pro​

Brikly connects to two tills: Square and SumUp POS Pro. Connecting your till bridges the gap between what you sell and what your recipes cost.

What the integration does​

  • Imports menu items - your till's menu (items, categories, and prices) syncs into Brikly.
  • Links dishes to till items - connect your Brikly recipes to the matching till items so you can see real selling prices alongside your costs.
  • Tracks sales data - sales from your till give each linked recipe its weekly sales, so you can see what a price change costs you over a year and which dishes matter most.
  • Fills in your takings (StaffBrik) - each night, Brikly fills the rota's actual takings for each site linked to a Square location: net of VAT, card tips and the ex-VAT part of refunds. See Actual Revenue Tracking.
  • Sends your rota to Square (StaffBrik) - a rota whose site is linked to a Square location can be exported to Square as scheduled shifts. See Exporting a Rota to Square.

How data flows​

Your till ──▶ Brikly
  Menu items       Imported for linking to recipes
  Selling prices   Shown against linked recipes
  Sales            Weekly sales for each linked recipe
  Categories       Mapped to Brikly categories

Setting up Square​

  1. Go to Settings > Integrations.
  2. Find Square and click Connect.
  3. You will be redirected to Square to authorise the connection.
  4. Grant Brikly access to your Square account.
  5. You are redirected back to Brikly - the integration is now active.

Setting up SumUp POS Pro​

SumUp POS Pro connects with your POS Pro back office login rather than a redirect. It needs a SumUp POS Pro subscription: the SumUp Free POS and POS Plus plans use a different system and are not supported.

  1. Go to Settings > Integrations.
  2. Find SumUp POS Pro and click Connect.
  3. Enter your POS Pro subdomain, and the admin username and password you use for the back office. You will find the subdomain in the back office under Settings > Global Settings.
  4. Click Connect. The integration is now active.

After connecting​

Once connected, Brikly imports your till's menu. Link each item to its recipe and the recipe gets the till's real selling price and its sales. Food costs still come from your supplier invoices, and margins from the selling price on each recipe.

tip

After connecting your till, review the imported menu items and link them to your existing recipes. This puts your real till prices and sales beside each recipe's cost.

Keeping data in sync​

Brikly checks your till's menu for changes regularly. New items, price changes, and removed items are reflected in Brikly automatically. To sync by hand, use Sync Catalog in the Item Mapper for the menu, or Sync Locations in Settings > Locations for your till's sites (owners and admins).

Using a different till, or no till​

If you use another till, or none at all, choose Using a different till, or none? in Settings > Integrations (it is also on the till step when you set up CostingBrik). Pick your till from the list, type its name under Other, or choose I don't use a till. Your answer helps us decide which tills to support next. If your till can export its menu, you can attach the file (CSV, Excel, text or JSON, up to 10 MB). A real export shows us how your till lays out its menu.

CostingBrik works without a connected till:

  • Costs come from the supplier invoices you upload.
  • Margins come from the selling price you add to each recipe.
  • What a price change costs you over a year needs weekly sales. Without a connected till, set a weekly sales estimate on your best sellers. See Weekly Sales.

How integrations work together​

When all integrations are active, Brikly becomes the central hub for your food cost data:

  1. Invoices arrive via upload or the Chrome extension - costs flow in.
  2. Recipes are costed using the latest ingredient prices.
  3. Your till (Square or SumUp POS Pro) provides selling prices and sales. Margins come from the selling price on each recipe.
  4. Xero / QuickBooks / Sage receives the financial data - no double entry.
  5. Xero Payroll feeds employee and pay changes into StaffBrik each night.
Supplier invoices ──▶ Brikly ──▶ Xero / QuickBooks / Sage (accounting)
                        │
                        ├──◀ Square / SumUp POS Pro (menu prices & sales)
                        │
                        └──◀ Xero Payroll (employees & pay → StaffBrik)

Managing integrations​

All integrations are managed from Settings > Integrations. From here you can:

  • Connect new integrations.
  • View status - see whether each integration is active and when it last synced.
  • Disconnect an integration if you no longer need it.
  • Sync accounting data (accounts, contacts and tax rates) with Sync Data under Manage.
  • Reconnect a connection that has expired.

Owners, admins and members can connect, reconnect, sync and test integrations. Only owners and admins can disconnect one. Viewers see each connection's status, without the buttons. See Roles and Permissions.

When a connection expires​

A till or accounting platform sometimes needs you to sign in to it again, for example after its password changes or once its sign-in runs out. Brikly then shows the connection as Needs Reconnection in Settings > Integrations and sends you a notification.

A sync started while a connection has expired stops and says so, for example "The Square authorisation has expired. Reconnect it in Settings > Integrations to resume syncing." Sync Catalog in the Item Mapper and Sync Locations in Settings > Locations link straight to Settings > Integrations; the accounting Sync Data window puts a Reconnect Account button under the message. Reconnecting signs you in to the provider again and syncing carries on. Nothing already in Brikly is lost, and you stay signed in to Brikly throughout.

An accounting platform can also turn a sync away while Brikly still shows the connection as Connected, for example after access to Brikly was removed in Xero. The Sync Data window then says "The Xero connection has a problem. Reconnect it in Settings > Integrations to try again." with Reconnect Account under it. Brikly does not mark the connection as needing reconnection from one refused sync, so the status in Settings stays Connected until you reconnect or the connection's sign-in runs out.

caution

Disconnecting stops future syncing. Most of what is already in Brikly stays, but not everything:

  • A till (Square or SumUp POS Pro): past sales, menu items and recipes stay. The links between your recipes and the till's items are removed, so after reconnecting you link them again in the Item Mapper.
  • Accounting (Xero, QuickBooks or Sage): invoices and price history stay. The record of bills sent through that connection, and the account codes Brikly learned for it, are removed, so account code suggestions start again after you reconnect.
  • Gmail and SwitchBot: invoices already imported and temperature readings already taken stay.