Integration details

  • Installation: ✅ Self install

  • Behaviour: ✅ Real-time

  • Cost: ✅ Free

  • Authentication: 🔒 Requires you to log-in via Lightspeed Backoffice

Data flows

  • Sales: Lightspeed to Rotaready

Installation

❗️ You'll need to access Rotaready HQ to configure this integration.

Connecting Rotaready to Lightspeed

  1. Click Settings then Lightspeed K Series

  2. Click Connect to Lightspeed

  3. You'll now be transferred to the Lightspeed login screen. Don't worry if this shows the old iKentoo logo - just enter your usual Lightspeed Backoffice credentials. These aren't shared with Rotaready.

  4. You should be automatically redirected back to Rotaready. If you see a screen titled OAuth Approval, just click the toggle next to financials-api then click Authorize.

  5. You're done. You shouldn't have to follow these steps ever again.

Configuring your mappings

Mappings tell the integration where to attribute your sales. They link your Lightspeed Locations with your Rotaready Sites, and your Lightspeed Accounting Groups to your Rotaready Streams.

A location might be named "Clapham" in Lightspeed but named "Clapham High Street" in Rotaready, for example. Because these names aren't identical, your mapping tells the integration what two things are the same.

Similarly, your Accounting Groups in Lightspeed might not perfectly correlate with your Streams in Rotaready. For example, you could have three Accounting Groups called "Alcoholic Drinks", "Soft Drinks" and "Food", but only two streams in Rotaready: "Wet" and "Dry". In this case, you'd create two mappings for "Alcoholic Drinks" and "Soft Drinks" both set to the "Wet" stream, and one mapping for "Food" set to the "Dry" stream. This allows us to combine sales into a single stream.

Mappings are also handy because they allow you to exclude certain things that you want the integration to ignore. By not mapping a particular Location or Accounting Group, any sales associated with them won't be ingested into Rotaready.

  1. Click Settings then Lightspeed K Series

  2. Scroll down to Mappings and find the Add new mapping form

  3. Choose a Lightspeed Location

  4. When the location's accounting groups have loaded, select one

  5. Choose which Rotaready Site/Department the Location corresponds to

  6. Choose which Rotaready Stream you'd like to attribute the sales to (for the accounting group you previously selected).

  7. Click Add mapping. You'll see the mapping appear in the table above.

  8. Repeat steps 3 to 7 until you have mapped each accounting group in each location, then click Save at the top.

Your integration is now fully mapped. The changes will take effect immediately and sales will begin flowing from Lightspeed to Rotaready within one hour.

Don't forget to update your mappings if you ever open or close a site, or in the unlikely event that you reconfigure your cost streams.

Good to know

  • Rotaready reads net sales from Lightspeed. This means the figures exclude sales tax (like VAT), service charges and gratuities.

  • Rotaready only reads sales figures that Lightspeed has denoted as "complete".

  • If you rename an accounting group in Lightspeed, any mappings associated with it will become invalid. Remove the invalid mappings and create new ones as soon as you can.

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