Integrations

Teralo connects to three things outside itself: your accounting software, your email, and an AI assistant you already use. This article covers the first two. It also answers the question people most often arrive here with, which is whether Teralo can put its dates in your calendar.

Connect Xero or QuickBooks

The accounting connection is at Organisation, then Tools, then Contracts, then Accounting. Press Connect Xero or Connect QuickBooks and you are taken through that provider's own sign-in and asked to authorise Teralo. Nothing about your accounting login is stored by Teralo.

What it buys you is two things: certified progress claims and approved direct costs go across as bills automatically, and payment status comes back, so the paid column in Teralo reflects what actually left the bank rather than what somebody remembered to tick.

One organisation, one accounting package. They are mutually exclusive, so connecting a second means disconnecting the first.

The connection belongs to the organisation, not to the person who made it. It survives that person leaving.

What crosses on the way out

A certified progress claim becomes a bill in your accounting package. The export fires when the last approval lands, alongside the retention calculation. A failed export does not undo the approval: it is reported on the claim with a retry, so a certification is never held hostage to a network problem. Reopening an approved claim voids the export it created. See Progress claims.

An approved direct cost does the same for non-contract spend: materials, plant hire, expense claims. It goes on a status transition you nominate, so which of your direct cost statuses means "send this to accounting" is your decision rather than a fixed one.

Retention is carried as its own journal rather than being folded into the bill, which is what keeps the retained amount visible as a liability instead of disappearing into a net figure.

Payment status comes back

Xero sends changes as they happen. QuickBooks does both: it sends changes and is also polled every fifteen minutes as a backstop. Either way, a bill marked paid in your accounting package shows as paid on the claim in Teralo without anybody re-keying it.

The Accounting tab also carries a Sync payments button for when you want the answer now rather than in fifteen minutes, and an activity panel summarising how many claims are exported, unpaid and paid.

Map your codes in Account Mappings

Under Account Mappings there are five lists to line up, each with an All, Unmapped and Mapped filter and a count of what is still unmapped. Work through the unmapped filter; that is the whole job.

Budget codes

Your schedule of values codes against the accounts they should post to.

Tax rates and tax codes

Your tax rates against their tax codes. Xero and QuickBooks both need this twice, once for purchases and once for sales, because the same percentage is a different code depending on direction. That surprises people, and an export with the wrong one is a mess to unpick.

Revenue and retention accounts

Where income and retained amounts land.

Link the organisations you pay

Which Teralo organisation is which contact, supplier or creditor in your accounting package.

This is the common cause of an export that does not happen. A claim from an organisation you have not linked cannot be exported, and the activity panel tells you how many claims are in that state and sends you to the right tab. Teralo suggests matches by business number, so filling in your subcontractors' ABNs pays off here. See Setting up your organisation.

Because the links are held per host organisation, two different head contractors can each link the same subcontractor to their own accounting record without either seeing the other's.

MYOB and Jobpac

Both are built and both are waiting on access being provisioned with the vendor. Their buttons are on the page, labelled Coming soon and disabled. When they land, they will poll for payment status every fifteen minutes rather than receiving it as it happens.

Who can connect it

Managing accounting integrations is its own permission, separate from managing contracts and separate from managing tools. Organisation administrators hold it automatically.

It is also one of the tools an enterprise agreement can leave out. See Plans and entitlements.

Reply to Teralo mail from your own inbox

The email integration runs one way and it is genuinely useful: anybody who receives a Teralo mail notification can reply to it from their own email client, and the reply arrives in the thread as a proper mail item with its own number and its attachments. That works for people with no Teralo account at all, which is the point of it.

There is nothing to set up. The reply address on the notification carries the routing.

See Mail for what happens to the reply once it lands.

What an inbound email has to be

Worth knowing when a reply does not appear.

Reply to the address Teralo sent from. A new email composed to some other Teralo address is not a reply to anything and has nowhere to go.

Twenty-five megabytes, including attachments. Anything larger is dropped.

Automatic replies and out-of-office messages are dropped

Out-of-office messages, vacation responders and anything marked as bulk are discarded rather than posted into the thread, because two systems replying to each other is a loop nobody wants in a correspondence register.

Quoted history is stripped, so the thread carries what the person actually wrote rather than the whole chain again underneath it.

A message that looks like a reply but cannot be matched to a thread is forwarded to Teralo support rather than thrown away, so a genuine reply that goes astray is recoverable.

There is no ICS feed or Outlook sync

Teralo does not publish a calendar you can subscribe to. There is no ICS feed, no Outlook connector and no Google Calendar sync, and dates in Teralo do not appear in your calendar application.

That is a real gap rather than a setting somebody has switched off, and it is worth saying plainly because people spend time looking for it. If it matters to you, tell support; it is the kind of thing that gets built when enough people ask.

Where dates live inside Teralo

Inside Teralo there are four places, and knowing which is which saves a lot of hunting.

Program is the schedule: the Gantt chart, the critical path, the look-ahead. See Program.

Bookings is the resource board: who has the crane, the lift, the loading dock, on which day. See Bookings.

Meetings holds meeting dates and their minutes. See Meetings.

Calendars is the one that is simply a calendar. It is at Organisation, then Calendars, and it holds the dates a business looks up rather than the ones that chase it: accounts processing dates, company events, public holidays and industry RDOs.

Organisation calendars

A calendar has a name, a description and a colour, and each entry is a date or a range with an optional time. Entries can repeat daily, weekly, fortnightly, monthly or yearly, with a weekday set for the weekly ones and an optional date to stop on.

Fill in public holidays from rules

Public holidays can be filled in from rules rather than typed. Choose the region and the years, and Teralo works the dates out, Easter included. Pressing it again next year adds only what is missing, so topping up is safe. Anything you correct by hand is left alone by a later top-up. A few holidays are deliberately left out because they are proclaimed each year rather than derived from a rule, and a wrong date in a shared calendar is worse than an absent one.

Each calendar chooses its own audience. Public is everyone in the organisation, by role is the permission templates you name, and private is you alone. Anybody can make a private calendar; shared ones need the manage permission, and publishing your own private one counts as making a shared calendar.

Two things it deliberately does not do: it sends no reminders and no invitations. It is a reference surface, which is why the entries on it are dates you go and look up rather than things that come and find you.