How to send invoices to SAP Business One?

Published 19 July 2025

This article explains how to send invoices from PSOhub to SAP Business One, enabling a seamless flow of financial data between the two systems. By connecting PSOhub with SAP Business One, you can ensure that invoice information is automatically and accurately shared, reducing manual effort and minimizing the risk of errors.

We'll guide you through the steps required to initiate the invoice transfer, outline any prerequisites, and highlight key points to keep in mind during the process. Whether you're setting this up for the first time or need a refresher, this guide will help you get started quickly and confidently.

Important: Before you can generate and send invoices, PSOhub must be integrated with SAP Business One. For setup instructions, please refer to this article on integrating the two systems.

Configure contract templates

It is best practice that the Admin user creates contract templates in PSOhub for each business unit (e.g., Costa Rica):

For each template, contract lines should be mapped to the corresponding SAP Item or Service and revenue GL account. Once selected, the dimensions are automatically populated based on the connected database for the business unit. The tax category is mandatory and therefore must be selected. This ensures accurate and consistent data synchronization between PSOhub and SAP Business One. To define each contract line in the template, click on the contract line and select the Invoicing tab:

Why it's best practice:

1. Consistency across business units
   Creating separate contract templates for each business unit (e.g., Costa Rica, Netherlands, US) ensures that region-specific tax rules, dimensions, and GL accounts are consistently applied.

2. Accurate mapping to SAP
   Mapping each contract line to a specific SAP Item or Service upfront avoids errors and ensures correct financial data is sent to SAP Business One.

3. Efficiency and scalability
   Once templates are set up, creating new contracts becomes faster and more standardized, especially for recurring or similar projects.

4. Reduced manual errors
   By predefining revenue GL accounts, dimensions, and tax categories, there's less room for mistakes during contract creation or invoicing.

5. Improved reporting and reconciliation
   Proper mapping supports cleaner financial data, which improves both internal reporting and SAP-side reconciliation.

Additional information displayed on the invoice:

• Number: Upon approving or sending the invoice, PSOhub will generate an invoice number. This invoice number can be used to track the invoice in PSOhub.
• Accounting invoice number: Once the invoice is sent, SAP will generate and return to PSOhub its invoice number.
• Tax rate: The tax category at the contract line level is displayed.

When sending the invoice, PSOhub will check if the customer already exists by using the name of the email address of the Invoice Contact that is known in PSOhub. If found, this contact is used. If no contact is found, a new contact will be created. The SAP ID field on a PSOhub company record can be manually linked to a company using the card code of the corresponding SAP business partner:

Important note: You can generate an invoice containing either related Item contract lines or Service contract lines, but not both. Attempting to include both in a single invoice will result in an error.

An audit trail is available in the Activity tab of the invoice:

Related articles
Integrate PSOhub with SAP Business One
Create a contract template
Invoicing a fixed fee
Invoicing T&M (time and materials) and expenses
Invoicing automatic monthly T&M
Invoicing fixed fees installments with due dates 
Invoicing recurring fixed fees