1.Introduction
This is the manual for the integration between Ecwid and Billit.
This integration ensures that orders from the Ecwid webshop are processed daily to invoices in Billit.Because the orders enter the merchant's accounting system directly, it saves time on financial administration. Please note: The integration only processes orders. The integration does not process refunds.
Please pay special attention to the following
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Billit, printing packing slips, or synchronizing products/inventory.
- This integration does not replace the work of an accountant. It saves time because you no longer have to retype documents. The accountant is still needed for advice, expertise, and control.
Tip: Other customers using this integration found the tips in the FAQ for Ecwid and in the FAQ for Billit.
There are two ways to install the integration. From the Ecwid App Store or via the integrations page from our website. There is a difference in trial period and amount between the two methods.
Installing the integration from the Ecwid App Store
You install this integration from the Ecwid App Store. You can find us via Apps > AppMarket > Accounting in the Ecwid dashboard. Upon activation, you will be automatically guided through the configuration screens. The Installation section in this manual explains how this process continues.
If you install the integration via the Ecwid App Store, the trial period is 14 days and you pay 18.95 per month. The integration can be canceled monthly.
Install integration via the integrations page from our website
You request a trial period via the integrations page by selecting Ecwid as the shop system and the desired accounting system. After requesting the trial period, you can immediately log in to your personal dashboard and further configure the integration. The Installation section in this manual explains how this process continues.
If you install the integration via the integrations page from our website, the trial period is 30 days and you pay 170 euros per year. After the trial period, you will receive a payment link if you wish to continue using the integration.
Installing the integration from the Ecwid App Store
You install this integration from the Ecwid App Store. You can find us via Apps > AppMarket > Accounting in the Ecwid dashboard. Upon activation, you will be automatically guided through the configuration screens. The Installation section in this manual explains how this process continues.
If you install the integration via the Ecwid App Store, the trial period is 14 days and you pay 18.95 per month. The integration can be canceled monthly.
Install integration via the integrations page from our website
You request a trial period via the integrations page by selecting Ecwid as the shop system and the desired accounting system. After requesting the trial period, you can immediately log in to your personal dashboard and further configure the integration. The Installation section in this manual explains how this process continues.
If you install the integration via the integrations page from our website, the trial period is 30 days and you pay 170 euros per year. After the trial period, you will receive a payment link if you wish to continue using the integration.
Disabling the integration from the Ecwid App Store
If you have activated the integration in the Ecwid App Store and you want to terminate it, you can easily do so by removing the app in your backend. Are you switching to another accounting system and want to create a new integration? You can install the new app from the app store in your backend. Make sure you are logged out of the dashboard of the old integration and preferably start the new installation in an incognito browser.
Are you switching to another webshop system? Via our integrations page you can see whether you install it from the relevant app store, or by means of an installation link.
Has the installation been successful, but do you see in the dashboard of the integration the old license key still present when you click the dropdown arrow next to the key (even though that app/key has been deleted)? If so, please send us an email requesting that the old key be removed.
Stop integration via our website
If you have activated the integration via our website Then you can terminate the integration via the dashboard, Profile tab >> Disable integration.
Are you switching to another web shop/accounting system and do you want to re-establish a connection? In this faq we explain how to do this.
If you have activated the integration in the Ecwid App Store and you want to terminate it, you can easily do so by removing the app in your backend. Are you switching to another accounting system and want to create a new integration? You can install the new app from the app store in your backend. Make sure you are logged out of the dashboard of the old integration and preferably start the new installation in an incognito browser.
Are you switching to another webshop system? Via our integrations page you can see whether you install it from the relevant app store, or by means of an installation link.
Has the installation been successful, but do you see in the dashboard of the integration the old license key still present when you click the dropdown arrow next to the key (even though that app/key has been deleted)? If so, please send us an email requesting that the old key be removed.
Stop integration via our website
If you have activated the integration via our website Then you can terminate the integration via the dashboard, Profile tab >> Disable integration.
Are you switching to another web shop/accounting system and do you want to re-establish a connection? In this faq we explain how to do this.
2.How the integration works
An order from the Ecwid webshop is processed to an Billit invoice. It is possible to ensure that the Billit invoices refer to a product in Billit. We call this posting to products. This can be requested via webcare@webwinkelfacturen.nl.
Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
Pre-check
At the start of processing an order, we perform a number of checks on the Ecwid order:
At the start of processing an order, we perform a number of checks on the Ecwid order:
- It is checked whether the total of the Ecwid order is equal to the sum of the amounts in the order lines plus the shipping cost amount.
- If the order is an ICP order, the VAT number is checked.
- It is checked whether a corresponding VAT code exists in Billit for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing orders
Upon a successful check, the Billit invoice is created and processed to Billit. The debtor data is placed in the Billit invoice. Billit itself checks if the debtor is already present. One can choose to also add the products from the order. This option can be requested from us.
Upon a successful check, the Billit invoice is created and processed to Billit. The debtor data is placed in the Billit invoice. Billit itself checks if the debtor is already present. One can choose to also add the products from the order. This option can be requested from us.
Post-check
After the order has been forwarded and a success message from Billit has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.
If Billit returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
Data
Information about the data that is processed can be found in the section Day-to-day: To Billit later in the manual.
After the order has been forwarded and a success message from Billit has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.
If Billit returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
Data
Information about the data that is processed can be found in the section Day-to-day: To Billit later in the manual.
3.Installation
After installation, check using this FAQ, whether the integration works.
There are two ways to install the integration: Via the Ecwid App Store or via the integrations page from our website.
Read more Installation .... Read less Installation ....
Read more Installation .... Read less Installation ....
1. You install the integration via your Ecwid backend
You log in to your Ecwid account and search for webwinkelfacturen. The apps will then appear automatically. You can recognize us as a supplier by the blue gear icon. If you click on the App, you will see a description and the Open button.
2. You install the integration via the integrations page from our website
Via the integrations page from our website, you select Ecwid and the accounting system of your choice. A new screen appears where you can fill in your details. This data will be used for retrieving orders from Ecwid and for invoicing. After the form is completed and sent, you will receive your unique codes to log in to your dashboard.The following steps still need to be completed:
1. Accepting the general terms and conditions.
2. Establishing the connection with the Ecwid webshop. This step does not need to be performed if you established the integration via the Ecwid App Store.
3. Establishing the connection with Billit. This gives the integration permission to write transactions to your Billit administration and to read information.
4. Configuring additional data, such as the VAT settings.
Before the integration can be used, the terms and conditions must first be accepted. The terms are based on the general ICT Terms (industry association) and the general GDPR guidelines. We also require a name, email address, and the country of the webshop.
Webshop authentication: - only for installation via the integrations page from our website
The authentication with the webshop is handled via OAuth. Ensure you are logged out of your webshop before establishing the connection. Now click the red Connect button. A login screen for the webshop will automatically appear. Once you log in, you will see a screen asking if you allow the connection. If you confirm this, the connection will be established.
If you want to re-establish the connection at a later time, you can always do so by clicking the Connect button.
Authentication Billit
The authentication with Billit runs via OAuth. Make sure you are logged out of Billit before starting the connection. You now click on the red Connect button. A login screen for your Billit account will automatically appear. When you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Billit is established.
If you want to re-establish the connection at a later moment, you can always do so by clicking the Connect button.
Invoice layout Billit
It is possible to link an invoice layout to the invoice in Billit. At this moment, the templateID of the layout must be entered. At a later stage, the integration will show a list of available invoice layouts. This functionality is under development.
Payment status Billit
It is possible to provide the payment status to Billit invoices. The options are always set to paid, never set to paid, or set to paid depending on the status in the webshop. If you choose the last option, it concerns the payment status at the time of processing. If the payment status in the webshop changes at a later moment, the invoice in Billit will not be updated.
Configure VAT rates and general ledger accounts
When processing to the Billit accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.
When processing to the Billit accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.
4.Day-to-day: From Ecwid
Processing schedule: Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Once an order has been processed, it cannot be processed again. Any order changed in the webshop after it has been processed will not be updated in Billit.
Once an order has been processed, it cannot be processed again. Any order changed in the webshop after it has been processed will not be updated in Billit.
Debtors
The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in Billit. Matching of debtors between Ecwid and Billit takes place based on email address.
VAT numbers For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration checks for this.
Refunds
The integration only processes orders. The integration does not process refunds.
Gift Vouchers
Ecwid orders have an option for gift vouchers. Ecwid deducts the gift voucher amount from the order total.
Therefore, the integration will create a negative order line with 0% VAT for the order amount. This can cause issues with orders to the EU because no 0% VAT setting is available for those orders.
Please contact us if this is an issue for you. We will then advise if it is still possible to resolve this situation via a workaround.
Field-level specification orders
Specification Ecwid order. +-
| Name field | Values from Ecwid order |
| Order-identifier | [id] |
| Order number | A fixed prefix followed by field [vendorOrderNumber]. The prefix configuration can be requested via webcare@webwinkelfacturen.nl |
| Booking date | [createDate] |
| Order date | [updateDate] |
| Status order | [fulfillmentStatus] |
| Payment status | [paymentStatus] |
| Payment reference | [id] |
| Note | [vendorOrderNumber] |
| Valuta | [currency] |
| Payment method | field [gateway] in [transactions] |
| Order total incl. VAT and discounts | [total], this total amount includes the amount of any gift voucher |
| Total VAT order incl. discounts | [tax] |
| Order total excl. VAT incl. discounts | Difference between the two lines above |
| Delivery country | The delivery country will be the [shipping][country] field if it is filled in. Otherwise, the [billing][country] field will be used. |
| ICP indication | The integration determines as follows whether it concerns an ICP order:
|
| International indication | The integration determines as follows whether it concerns an international order:
|
Specification Ecwid order lines. +-
| To read the order lines, the integration retrieves the [line_items] field. Multiple order lines can be included in the order, and the integration reads these lines one by one. | ||
| Name field | Values from Ecwid order line | |
| Productid | [productId] | |
| Amount | [quantity] | |
| SKU | [sku] | |
| Description | [name] | |
| VAT percentage |
The VAT percentage is determined as follows:
|
|
| Discount in order line | Sum of the amounts in [discounts] of the order line. This amount is used in the amounts for the order line. See below. | |
| Amounts incl. and excl. VAT | Amount in field [price] times the quantity, as [price] is the unit price. From the result of this line price, a coupon code amount (the field [couponAmount]) is deducted if the field [coupoonApplied] exists and has the value 1. The line discount amount (see above) is also deducted.
Finally, it is taken into account whether the amounts in the Ecwid webshop are incl. or excl. VAT. |
|
| VAT code and accounts Billit | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether the order is an ICP or international order. If processing is done based on categories, the revenue account is determined using the revenue account configured for the respective category in the dashboard | |
Specification Ecwid shipping costs. +-
| Name field | Values from Ecwid order line |
| To determine the shipping costs, we use the field [shippingOption][shippingMethodName] from the order | |
| Description | [shippingMethodName] |
| Shipping costs excl VAT | [shippingRateWithoutTax] |
| Shipping costs incl VAT | [shippingRate] |
| VAT amount shipping costs | Difference between the two fields above |
| VAT percentage | VAT amount for shipping costs divided by the shipping cost amount excl. VAT |
| VAT code and accounts Billit | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. |
Specification Ecwid discounts+-
|
The discounts are located both in the order itself, referred to below as ecwidorder, and in the lines, referred to as orderline. The integration assumes that a membershipbaseddiscount is processed in the order lines. If not, the integration will not process the order.
Gift vouchers are processed as negative order lines and are explained in that part of the detailed description in this manual. | ||
| Name field | Values from Ecwid order line | |
| General order discount | [discount] - [membershipBasedDiscount] - [volumeDiscount]. The general order discount is recalculated back to the VAT rates in the order lines. This ensures the VAT on the discount is calculated correctly. | |
| Description | Discount with the VAT percentage of the discount | |
| Amount incl VAT | Amount incl. VAT for that VAT percentage | |
| Amount excl VAT | Quotient Amount incl. VAT and (1 + VAT percentage) | |
| VAT percentage | Applicable VAT percentage | |
| VAT code and accounts Billit | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. | |
Specification Ecwid surcharges+-
| There are two types of surcharges that are included. These are the surcharges in the field handlingFee and customSurcharges. | ||
| Name field | Values from Ecwid surcharge line | |
| Description | description | |
| Amount incl VAT | Amount incl. VAT for that VAT percentage | |
| Amount excl VAT | Quotient Amount incl. VAT and (1 + VAT percentage) | |
| VAT percentage | Applicable VAT percentage | |
| VAT code and accounts Billit | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. | |
Specification Ecwid customer details +-
| Name field | Values from Ecwid customer |
| The billing address is in field[billingPerson] and the shipping address in field [shippingPerson]The content of these fields is always the same, so we do not describe them separately. It sometimes happens that the fields for [shippingPerson] are filled in and those for [billingPerson] are not. In that case, the fields in [shippingPerson] are used for the fields in [billingPerson]. | |
| Address |
If present based on [billing_address] in the Ecwid order
|
| VAT number | Field [customerTaxid] in the order |
5.Day-to-day: To Billit
Below is the creation of new Billit invoices elaborated at field level. It is possible to post to products in the Billit invoice. We then include the Billit product ID in the invoice. You can request this via webcare@webwinkelfacturen.nl stating your license key.
Field-level specification Billit
Creating invoices
When creating invoices, the customer information is placed in the invoice. Therefore, no separate customer is created. Billit handles the matching of the debtor data with already existing debtors in Billit itself.
Create debtor
When processing customer information, all data is provided in the sales transaction and Billit will process it further.
When processing customer information, all data is provided in the sales transaction and Billit will process it further.
Create products
Products are only created if this is configured in your contract. The integration first checks whether the products from the order already exist in Billit. If not, the integration adds the missing products. The rules for matching products between Ecwid and Billit can be found in this FAQ read here.
Regarding VAT, the integration follows the VAT percentage in the order.
Automatically sending invoices
The integration creates the invoice in Billit, but will not automatically send the invoice to the debtor. It is possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.
The integration creates the invoice in Billit, but will not automatically send the invoice to the debtor. It is possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.
Field-level specification Billit
Field-level specification of the Billit invoice. +-
| Name | Example | Note |
| OrderDate | 2022-12-02T20:23:29+01:00 | order date |
| ExpiryDate | 2022-12-16T20:23:29 | order date + 14 days - the 14 days is not adjustable. |
| OrderType | Invoice | Type, in case of negative order Credit invoice. |
| OrderTitle | 1050 | Order number, upon request order or invoice number |
| OrderDirection | Income | |
| TotalExcl | 97.98 | Quantity * unit prices excl. VAT |
| TotalIncl | 103.85 | Quantity * unit prices incl. VAT |
| TotalVat | 5.87 | VAT |
| PaymentReference | 1050 | Order number |
| Created | 2023-01-20 | current date |
| Invoice lines | ||
| Quantity | 2 | Amount |
| Description | Monthly settings check | Description |
| VATPercentage | 6.00 | VAT percentage |
| UnitPriceExcl | 20.7075 | Unit prices excl. VAT |
| UnitPriceIncl | 21.9500 | Unit prices incl. VAT |
| TotalExcl | 41.4151 | Quantity * unit prices excl. VAT |
| TotalIncl | 43.9000 | Quantity * unit prices incl. VAT |
| TotalVAT | 2.4849 | VAT |
| Currency | EUR | The currency of the order. This option is disabled by default. You can contact us if you would like to use this feature. |
| InclLeading | true | Including VAT leading, this is not adjustable. |
| Product-id | Product identifier from Billit | Only if configured that products should be processed. |
| Customer | ||
| First name | Sophie | |
| Last name | Fischer | |
| Address | Stationstraat | |
| House number | 12 | |
| Postal code | 1000AA | |
| City | Amsterdam | |
| CountryCode | NL | |
| info@sponiza.nl | ||
| Phone number | 31623138822 | |
| Name | Sophie Fischer | Company name if present, otherwise first and last name. |
| Invoice shipping address - please note, the shipping address is an additional address for the customer in Billit | ||
| Address type | DeliveryAddress | |
| Name | Marietje Geuze | |
| Address | Heesterstraat | |
| House number | 1 | |
| Postal code | 3512KL | |
| City | Utrecht | |
| CountryCode | NL | |
| Paid | 1 | |
Field-level specification of the Billit product. +-
| Name | Example | Note |
| Reference | [Reference] | The reference of the product in Billit. This reference is available after we have retrieved or potentially added the product. |
| Description | [Description] | |
| Price excl. VAT | [unitpriceExcl] | |
| Product VAT | [VAT] | |
| Amount incl. VAT | [unitpriceIncl] | |
| Created | Current date | |
| Last modified | Current date |
6.Support
We believe it is important that you as online retailer have direct access to information about the integration whenever you want. That is why every customer has a personal dashboard.
Read more Support .... Read less Support ....
Read more Support .... Read less Support ....
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders from your Ecwid webshop, and when, have been transferred to Billit.At Dashboard >> Errors you can see which orders have not been processed. Via the blue Process button you can (re)submit the order. Via the red Report problem button you can create a ticket with us.
At Dashboard >> Open the orders are listed that have not yet been processed because they do not yet have the correct status in the webshop. Every night jobs run to review the status again and still process the order.
At Dashboard >> Configuration the settings of your integration are listed. You can adjust the settings there.
At Dashboard >> Profile invoices are available for download. You can also specify an additional email address here for sending emails and stop the integration.
What if orders are missing in Billit
If orders are missing in Billit we recommend following the steps below:- Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
- Go to the Errors tab and check if order is there. You may need to adjust the search period if the
order is from a previous month. If you find order in this overview:
- Check the error code and verify whether you can resolve it yourself.
- If yes resolve the issue and click the blue Process button to resubmit the order.
- If not use the red Report problem button to create a ticket with us.
- Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
- Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for Billit (in the purple section of the overview) that you can use to search for order.
- Go to the Open tab and check if order is there.
- If you cannot resolve the issue, you can always create a ticket via the green Ask us button.
You can send any other questions or comments to webcare@webwinkelfacturen.nl. For a quick response, please always include the license key and as much information as possible. If you encounter any problems during installation, please let us know where you're experiencing the issue. And if there's an error message, please include that as well. If you think orders is missing, please provide the number and date. This way, we can perform a more targeted search and tell you what's wrong.
We have an extensive FAQ-section on the website. Pay particular attention to these sections: https://faq.webwinkelfacturen.nl/category/52/ecwid.html and https://faq.webwinkelfacturen.nl/category/46/billit.html.
Would you prefer us to handle the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with your request. We charge €39.50 excluding VAT for an installation. For installations, we require access to the webshop and the accounting system.
We can perform migrations for orders that took place in the past. The request procedure and method are described in this faq. For migrations we charge €67.50 excl. VAT per 1000 orders.