IESA - Profit Plus Integration

The challenge

IESA managed the sale of its programs in its own sales system, while its administration and accounting ran on Profit Plus, and every document had to be moved from one system to the other by hand. Each invoice or quote meant re-entering the customer, item, US dollar amounts, exchange rate, discounts and IGTF tax, with the risk of typing errors, duplicate or missing documents and gaps between what was sold and what was booked. There was no simple way to know which documents had reached Profit, which had not, and why. On top of that, the institute had to change how it recorded sales: stop integrating invoices and start recording quotes with each program's details (edition or cohort, location, dates, duration and participants) without stopping operations.

The solution

We built an integration service that runs continuously on the client's infrastructure and connects its sales system to Profit Plus. The service reads issued documents, validates them and records them in Profit through Profit's own procedures, writing the header and line items in a single operation so no document is ever left half-written. In a first phase we integrated sales invoices together with their accounts receivable document. In a second phase we brought customer quotes across in near real time, along with the program details, and applied a date-based cutover so both approaches could coexist without duplicating information. Every document is logged with its result. Failed documents are retried automatically, and a document that already exists in Profit is recognized and not created again. The administrative team receives an email report with an attached Excel file listing what was sent, integrated and rejected, with the reason for each rejection. Each process can be switched on or paused without touching the server. The project moved forward incrementally, with the adjustments the client asked for along the way.

The result

IESA's invoices and quotes now reach Profit Plus on their own, each one with its outcome on record and every rejection explained, instead of depending on manual re-entry.

What we built

• Automated integration of sales invoices into Profit Plus. Header, accounts receivable document and line items are recorded in a single transaction.
• Near real-time integration of customer quotes, checked every minute. It carries each program's edition or cohort, location, start and end dates, duration and participants into Profit.
• US dollar amounts calculated with the exchange rate, per-line discounts and the Large Financial Transactions Tax (IGTF), plus automatic flagging of voided documents.
• Upfront validation of every document, which rejects any document with a zero exchange rate before it reaches Profit.
• Automatic retries for failed documents and detection of documents already in Profit, so records are never duplicated, even after interruptions or reprocessing.
• Daily email report with an attached Excel file, showing totals of documents sent, successful and failed, plus failure alerts during the day. Technical errors are translated into business reasons: customer missing, item missing, zero exchange rate.
• Control table to switch each of the 4 processes on or off without redeploying or restarting the service.
• Windows service architecture on .NET with 4 background processes and 3 databases (source, Profit and integration control). It uses 5 Profit procedures and 17 versioned migrations that apply automatically on startup.
• Separate log for each process, with automatic cleanup of old logs and reports.

Impact and results

• The administrative team no longer re-enters documents from the sales system into Profit by hand.
• Quotes show up in Profit a few minutes after they are issued, not at the end of the day or the week.
• Every rejection comes with a specific reason, such as a customer or item missing in Profit. The team fixes the master record and the system completes the integration on its own.
• Duplicate documents no longer occur, even when a process is retried or interrupted.
• Every document has a verifiable history with its integration date and result, which supports reconciliation and audits.
• The institute moved from integrating invoices to integrating quotes on a defined cutover date, without stopping operations or mixing documents.