1. Overall Logic
The integration is built to automate the most time-consuming work in a sports club: management of team funds, expenses and projects. The system uses Catacloud's dimensional accounting to keep the general ledger organized while each team has full oversight.
2. Dimensions and Team Funds
Instead of creating hundreds of sub-accounts in the chart of accounts, the integration uses dimensions.
Automatic synchronization: When a team or group is created in Hoopit, a corresponding value is automatically created in a custom dimension in Catacloud when team funds are activated. Team funds are activated by Hoopit per sport.
Balance calculation in the app: The balance that team leaders see in Hoopit is not a static sum stored in Hoopit.
Hoopit makes a real-time query against Catacloud's general ledger.
The balance is calculated as the sum of all transactions in the general ledger filtered on the team's dimension
Important: If a voucher is entered in Catacloud without a dimension tag, it will not appear in the team's balance in Hoopit.
3. Departments
Department mapping: Departments in Hoopit (e.g. Football, Handball) can be mapped to Catacloud's standard "Department" dimension. This must be set up by Hoopit.
4. Bank Accounts
Bank accounts must be set up for all groups in Hoopit. If all groups or all groups under the same department have the same bank account, Hoopit can assist with the setup so that all groups inherit the same account
5. Expenses and Supplier Management
The integration removes the need for manual maintenance of the supplier register for volunteers.
Automatic creation: When a person (e.g. a coach) enters an expense in Hoopit, the system checks if the person exists in Catacloud. If not, the person is automatically created as a Contact/Supplier.
Accounting: The expense is recorded as an invoice in Catacloud, already coded to the correct expense account and tagged with the team's dimension.
Payment: Since bank information comes from Hoopit, everything is ready for remittance in Catacloud.
If multiple suppliers with the same information exist, we will not be able to find the correct one and the expense will be sent by email
6. Project Management
For events such as tournaments, volunteer work or academies, the project module in Catacloud is used.
Control: Projects are always created first in Catacloud.
Visibility in Hoopit: For a project to be selectable for expenses or entries in Hoopit, it must be tagged with the label "Hoopit" and set as active in Catacloud.
Logic: This ensures that the accountant has control over the project list, and that only relevant projects are shown to users in the app.
Function | Direction | Action |
New teams | Hoopit → Catacloud | Creates dimension values automatically. |
Expenses | Hoopit → Catacloud | Creates supplier and posts voucher with dimension. |
Settlement | Hoopit → Catacloud | Sends fully coded sales vouchers (membership fee/fee). |
Projects | Catacloud → Hoopit | Shows projects tagged with "Hoopit" in the app. Projects must be activated |
Balance | Catacloud → Hoopit | Real-time query to general ledger based on dimension. |
7. Accounts
8. Checklist for Questions
"Why doesn't the team fund balance match?" Check that all manual vouchers in Catacloud are marked with the correct team dimension.
"Why can't I find the project in Hoopit?" Check that the project in Catacloud is active and has the tag "Hoopit".
"Do I need to create the supplier before I send an expense?" No, Hoopit does this for you on first submission.