How often is data synchronized?

That depends on the synchronization mode you configure. With automatic synchronization, Flux sends new invoices and claims to Twinfield as soon as they are ready for processing. With manual synchronization, you decide when to send a period to Twinfield via Finance → Twinfield Export. Payments come back into Flux after they have been processed in Twinfield and Flux has synchronized the payment status. Use View items to synchronize to check which invoices or claims are still ready.

On which date does Flux book revenue?

Flux books revenue on the treatment date of the invoice line. This means revenue falls in the period in which care was delivered, not automatically in the period in which you invoice. There are two exceptions. If the treatment date is before the minimum booking date, Flux books on the minimum booking date. If an invoice line has no treatment date, Flux uses the invoice date.

When are payments synchronized?

Flux periodically checks whether Twinfield has processed payments. A payment must first be registered in Twinfield before Flux can update the payment status.

What does the integration start date do?

The start date determines which invoices Flux includes in the Twinfield integration. Invoices with an invoice date before the start date are not sent automatically. This is useful when switching to Twinfield and you only want to synchronize new invoices from Flux.

How do I check the reconciliation with Twinfield?

Use a limited period to check the integration. Then compare with your bookkeeper or accountant whether invoices, claims, corrections, journals, ledger accounts and payment statuses in Twinfield match what you see in Flux.

Twinfield

Connect Flux with Twinfield for automatic synchronization of invoices, claims, corrections and payment statuses.

Overview

With the Twinfield integration you automate the financial administration around your healthcare practice. In Flux you plan appointments, work with patients, record care and create invoices or claims. Twinfield handles the accounting side: sales invoices, claims, ledger accounts, journals, payments and reports.

The connection works in both directions. Invoices, claims and corrections created in Flux are sent to Twinfield. Payment statuses from Twinfield come back into Flux once they have been processed. This helps you avoid separate exports, spreadsheets and double entry between your care administration and bookkeeping.

Configuration

Activate Twinfield via Settings → Apps → Twinfield. For this you need the Owner role in Flux and a Twinfield account with rights to connect.

Requirements

To use the Twinfield integration, you need:

A Flux user with the Owner role.
An active Twinfield account with rights to connect.

Setup

Connect Twinfield once from Flux:

Go to Settings → Apps → Twinfield.
Click Activate.
In Twinfield, choose OAuth authorization.
Log in to Twinfield. Twinfield has several login options; use the login details for your practice account for this connection.
Authorize Flux via OAuth authorization. This gives Flux access to send and receive administrative data.
Confirm the connection.

After successful authorization, the connection is configured automatically and the status Active appears in Flux. The integration is then active: from that moment, Flux can send invoices and claims to Twinfield and read back payments.

Adjusting The Connection

Open the Twinfield settings in Flux to check the default administration, journals, payment methods and posting rules. With these default settings you can start using the integration right away: Flux knows which administration invoices and claims should be sent to, and how payments from Twinfield should come back as payment statuses in Flux.

Advanced Settings

Advanced settings are intended for practices that want to align closely with their bookkeeping. Flux supports specific choices for ledger accounts, cost centers, users and products. You do not need to use all of these settings to get started with Twinfield, but they give you room to set up more detailed bookkeeping.

To make reconciliation with the bookkeeping possible, you can split revenue more specifically. This helps when your bookkeeper or accountant wants to see revenue by practitioner, location, service, product group or cost center.

Users: set a ledger account or cost center per user via Settings → Users.
Products: set a ledger account per product via Settings → Invoices → Products.

If both a user and a product have a separate ledger account, Flux uses the ledger account of the user.

Preferably use a separate sales journal and general journal for Flux. This lets you see exactly what was posted to Twinfield via Flux and helps when checking the reconciliation between Flux and Twinfield.

Consult your bookkeeper or accountant about which ledger accounts, cost centers and journals fit your administration. These choices determine how revenue, corrections and reports appear in Twinfield.

Year-End Closing

After closing a financial year or period, you usually do not want to post revenue on old dates anymore. Flux books revenue on the treatment date of the invoice line by default. Around year-end closing, set the Minimum booking date.

If the treatment date is before the minimum booking date, Flux uses the minimum booking date as the booking date. This keeps the posting within the period in which posting is still allowed.

Consult your bookkeeper or accountant about which minimum booking date to set.

Synchronizing

Go to Finance → Twinfield Export to send invoices and claims to Twinfield. Use View items to synchronize to check in advance which data is ready.

For a new setup, it is wise to first process a limited period manually and then check the reconciliation in Twinfield. If the setup is correct, you can use automatic synchronization. New invoices and claims are then sent from Flux to Twinfield, while payment statuses from Twinfield come back into Flux once they have been processed.

Synchronizing Debtor Contact Details

If you want Twinfield to receive debtor contact details as well, enable Send NAW data to Twinfield in the Twinfield settings. Flux sends these details when a debtor is created or updated in Twinfield.

Flux can send contact details for private debtors and company debtors. For private debtors, Flux uses the patient's name, address, postal code, city, country code, email address and telephone number. For company debtors, Flux uses the company name or attention name, address and email address from the company administration. No NAW payload is sent for insurer debtors.

Under Address notation, choose how the street name and house number are sent to Twinfield:

Combine street name and house number: Flux sends the street name and house number together in one Twinfield address field. The default is field2.
Not combined: Flux sends the street name and house number in two separate Twinfield address fields. The default is field2 for the street name and field3 for the house number.

Always coordinate this field choice with your bookkeeper or accountant, because Twinfield environments can be configured differently. If existing Twinfield debtors were already created without contact details, support can help backfill missing NAW details for existing debtors.

Financial Administration

Flux and Twinfield each have their own role in the same financial process.

Operational

Flux is leading for the day-to-day work in the practice. Here you plan appointments, work with patients, record care and create invoices or claims. Claims to health insurers run through VECOZO. The payment reference from VECOZO comes back into Flux, so payments can be matched more accurately to the right claim or invoice. Payments via PIN, cash or iDEAL/Wero are also registered in Flux.

Bookkeeping

Twinfield is leading for the financial administration. Invoices, claims, corrections and payments from Flux are processed in Twinfield so that revenue, debtors and reports match your bookkeeping.

In Flux you can see which invoices still need attention, for example for reminders or patient contact. Twinfield handles the financial processing of the same data.

Frequently Asked Questions

Frequently asked questions about Twinfield

How often is data synchronized?
That depends on the synchronization mode you configure. With automatic synchronization, Flux sends new invoices and claims to Twinfield as soon as they are ready for processing. With manual synchronization, you decide when to send a period to Twinfield via Finance → Twinfield Export.
Payments come back into Flux after they have been processed in Twinfield and Flux has synchronized the payment status. Use View items to synchronize to check which invoices or claims are still ready.
On which date does Flux book revenue?
Flux books revenue on the treatment date of the invoice line. This means revenue falls in the period in which care was delivered, not automatically in the period in which you invoice.
There are two exceptions. If the treatment date is before the minimum booking date, Flux books on the minimum booking date. If an invoice line has no treatment date, Flux uses the invoice date.
When are payments synchronized?
Flux periodically checks whether Twinfield has processed payments. A payment must first be registered in Twinfield before Flux can update the payment status.
What does the integration start date do?
The start date determines which invoices Flux includes in the Twinfield integration. Invoices with an invoice date before the start date are not sent automatically. This is useful when switching to Twinfield and you only want to synchronize new invoices from Flux.
What does the minimum booking date do?
The minimum booking date determines which date Flux uses when the treatment date falls in a closed period. If the treatment date is before the minimum booking date, Flux uses the minimum booking date as the booking date. Consult your bookkeeper or accountant about which date to use around year-end closing.
How do I check the reconciliation with Twinfield?
Use a limited period to check the integration. Then compare with your bookkeeper or accountant whether invoices, claims, corrections, journals, ledger accounts and payment statuses in Twinfield match what you see in Flux.

Qualiview

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