Pennylane Sync: Invoices and PDFs delivered to your accountant, automatically

Your accountant made Pennylane mandatory, and you run your business in Dolibarr. Every month: an export to prepare, PDFs to dig out, documents keyed in twice, and approximate reconciliation on the accountant's side. Pennylane Sync removes that round trip: validating an invoice in Dolibarr is enough.

What goes to Pennylane

• Validated customer invoices: standard, credit note, down payment, situation. A credit note references its original invoice. Every line carries its label, its VAT rate and its ledger account.
• Validated supplier invoices, with their attachment.
• The invoice PDF generated by Dolibarr. If Factur-X France is installed, the compliant PDF/A-3 is the one sent.
• Third parties, created on first send (company or individual, suppliers under their own role) then updated when their record changes.

Ledger accounts resolve themselves

Pennylane does not want an account number, it wants its own internal id. The module translates: the line's accounting assignment, else the product's account depending on the third party's country (sale, export, intra-community), else the default account. The result is cached, and 706 falls back to 706000 when the accountant's chart uses six digits. No mapping table to fill by hand.

A queue that never blocks your invoicing

Validating an invoice enqueues a job, it does not call the API. Pennylane down, token expired, quota reached: your invoice still validates. A scheduled job drains the queue every five minutes.

• Automatic retry after 1 min, 5 min, 30 min, 2 h then 12 h. A permanent validation error (4xx) fails immediately, with the exact API message shown in the list.
• Never a duplicate: every document carries a stable external reference and a fingerprint of its content. Re-sending an unchanged invoice creates nothing; re-sending a modified one updates the existing document.
• Throttling handled: the API allows 25 requests per 5 seconds, the module reads its remaining quota from the response headers and paces itself.
• Replay and backfill: replay one job, replay every failure, skip a document with a reason, or enqueue in one click every invoice validated since a chosen date when going live on existing history.

Payments: what the module does, and why

Let us be precise, because this is where hand-made connectors break: the Pennylane API cannot attach a numeric payment to an invoice, and a ledger entry created through the API cannot be reconciled against the document. Pushing payments that way would leave entries to match by hand and duplicate the accountant's own bank feed.

So the module posts no payment entry. Instead, every invoice carries a reconciliation reference telling Pennylane how to recognise the bank movement: the invoice number, or the Stripe payment id when the Stripe Payment Links module is active. Reconciliation becomes exact because the reference is.

The gap report, to read before every closing

Month by month, customer side and supplier side: how many documents and what amount Dolibarr validated, against what Pennylane actually received. A month with no gap shows green. A month with a gap shows red, in count and in amount, and the queue tells you why. You no longer discover a missing document three months later.

On the invoice card

A discreet panel: sent on…, Pennylane id, direct link to the document in Pennylane, and a "Send now" button while it has not gone out.

Installed in ten minutes

1. Enable the module (Invoices and Third parties required, the scheduler recommended).
2. In Pennylane: Management → Settings → Connectivity → Developers → "Generate an API Token".
3. Paste the token, click "Test": the module displays the Pennylane company it recognised.
4. Choose the date before which nothing should be sent, then switch sending on.

Security

• The token is encrypted at rest (AES-256), never displayed again after entry, never written to logs.
• One way only: the module writes nothing but your documents into Pennylane, and never writes back into your Dolibarr data.
• Every modifying action goes through a token-protected form and a dedicated permission: read, synchronise, configure.
• Multi-entity: token and mappings kept separate per entity. Merging two third parties in Dolibarr is followed automatically.
• An e-mail alert can be sent to the address of your choice as soon as a document fails.

What the module does not do

It pulls nothing back from Pennylane: no second source of truth, no "paid" status written backwards. It posts no payment entry (see above). It sends no quotes, orders, expense reports or payroll. It does not replace Dolibarr's accounting: it feeds your accountant's.

Compatibility and requirements

• Dolibarr 20 to 24 (developed and tested on 20.0.4 and 24.0.0), PHP 7.4 to 8.3.
• Interface in French and English. No external dependency: plain cURL, no Composer, no SDK.
• A Pennylane API token is required, generated from your Pennylane workspace. One token maps to one company.

Trademarks

Independent connector. Pennylane is a trademark of Pennylane SAS; this module is neither published nor endorsed by them.

Other Arcchester modules

Factur-X France, Transmission PA, Reception PA, PeppolConnect, DoliTax, DoliBank Match, Qonto & Open Banking Sync, Shopify Sync, LogiCockpit, PDF Annexes, Stripe Payment Links, WhatsApp Notify. Find them with the arcchester search on Dolistore. Support: support@arcchester.com