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Weclapp is a cloud ERP and business software. The xTool integration connects to your Weclapp tenant to sync documents and invoice-related data.

Prerequisites

  • A Weclapp tenant (your company instance).
  • An API key and, if required, the tenant identifier.

Obtain the API key and tenant from your Weclapp administration or settings (e.g. API / integrations section).

Configuration (web)

  1. In the xTool web app, go to Integrations → Weclapp.
  2. Enter your API key (required) and Tenant (required for Weclapp).
  3. Save the configuration. Once saved, xTool can sync with Weclapp.
  4. To disconnect, remove the configuration; sync will stop.

What Needs to Be Configured Before Starting

1. Creating an API Token

Purpose: To give xTool access to your Weclapp account for integration.

Creating an API Token in Weclapp

Steps:

  1. Log in to Weclapp → open My settings.
  2. Scroll down to the API token section.
  3. Click Add new API token and save the generated token.
  4. Enter in xTool:
    • your API token;
    • your Tenant ID (the part of the URL before .weclapp.com).

2. System Configuration in Weclapp

Complete these one-time configurations in Weclapp.

2.1. Enabling Workflow Actions in Weclapp

Purpose: Allow the system to automatically generate the UBL XML file.

Workflow Actions

  • Open System settings (gear icon in the top menu).
  • Locate the section related to Workflow Actions.
  • From the available actions, enable:
    • Create UBL XML
    • Import e-invoice for purchase order
  • Save the changes.

2.2. Configuring XML Settings (Buyer Identification)

Purpose: Ensure the correct Buyer ID is included in the UBL file.

XML Settings

  • Go to: Settings → E-invoicing → XML Settings → Buyer Settings.
  • Locate the parameter that defines the Buyer ID source.
  • Set Buyer ID source to VAT ID no.
  • Save the changes.

!!! important "Important" If the Buyer ID source is configured incorrectly (e.g. internal customer ID), the UBL will contain the wrong identifier and Peppol transmission will fail with an error.

2.3. Marking Customers for Peppol Integration

Purpose: Not all customers must receive invoices via Peppol. You must explicitly mark the customers whose invoices will be processed through xTool.

Customer integration flag

  • Open the list of Customers in Weclapp.
  • Open the customer record for the client whose invoices should be sent via Peppol.
  • Find the Peppol Integration checkbox.
  • Enable the checkbox.
  • Save the changes.

This means:

  1. All invoices for this customer that have a generated UBL XML will be placed into the xTool integration queue.
  2. Customers without this flag will be ignored by the integration and their invoices will not be sent through Peppol.

Repeat this step for all customers who should be included in the integration.

3. How the Invoice Sending Process Works in xTool

After configuration, the system works as follows.

3.1. Creating an Invoice in Weclapp

  • Go to the Invoices section.
  • Create a new invoice for a customer with Peppol Integration = true.
  • Fill in all required fields (date, items, amounts, taxes, customer data, etc.).
  • Save the invoice.

3.2. Preparing the Invoice for Integration

After the invoice is created and reviewed:

  1. Complete Entry
  2. Generate Invoice Document
  3. Create Open Item
  4. Create UBL XML

!!! important "Mandatory" If you do not click Create UBL XML, xTool will not see the invoice. XML generation is mandatory.

3.3. Invoice Processing in xTool

Once the UBL XML is generated:

  1. xTool automatically fetches the XML file.
  2. Performs validation and required transformations.
  3. Sends the invoice through Peppol to the recipient.
  4. Updates status in Weclapp.

The result is pushed back into Weclapp:

  • Peppol Sent — the invoice was successfully sent.
  • Peppol Response — an error occurred; the error description is stored in this field.

3.4. Special Case: Credit Note

When creating a credit note in Weclapp, one additional step is required for correct processing in xTool and Peppol.

Clear the DueDate field.

After you click Create CreditNote, but before completing the document workflow:

  1. Open the credit note form.
  2. Erase the value in the DueDate field (leave it completely empty).

Once the DueDate field is cleared, continue with the standard flow as above: Complete Entry → Generate Invoice Document → Create Open Item → Create UBL XML.

4. How to Check if Everything Worked Correctly

  • Peppol Sent — sent successfully.
  • Peppol Response — fix the data and regenerate UBL XML.

5. Editing an Error Invoice

  1. Check that the error description is stored in the field.
  2. Edit the invoice.
  3. Erase the contents (clear the generated XML).
  4. Run Create Open Item → Create UBL XML.

6. Canceled Invoice

Canceled invoices cannot be resent. Create a new invoice instead.

After configuration

Once Weclapp is configured, xTool can sync document data with your Weclapp tenant according to the implemented flow (e.g. creating or updating records when documents are sent, or syncing invoices from Weclapp to xTool). Only one Weclapp configuration per organisation is allowed. For exact behaviour, refer to the application or release notes.

Errors and support

If configuration fails (e.g. invalid API key or tenant), the web app will show an error message. Check the key, tenant, and Weclapp user API permissions. For help, see Support. You can also refer to Weclapp documentation for API key and tenant setup.