1.Introduction
This is the manual for the integration between Ecwid and e-Boekhouden.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in e-Boekhouden, 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 e-Boekhouden.
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.
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
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 ....
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 e-Boekhouden for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing a Ecwid order to e-Boekhouden takes place in three steps:
- The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in e-Boekhouden. For a new debtor, we must provide a Code field. This becomes the debtor number in e-Boekhouden. We use the same logic here as e-Boekhouden. Matching of debtors between Ecwid and e-Boekhouden is based on email address.
- Products With the invoices option, the integration uses the SKU in the invoice lines. If this product is not present in e-Boekhouden, e-Boekhouden will reject the invoice or post it to a random product. Unfortunately, the integration cannot create new products in e-Boekhouden.
- The e-Boekhouden transaction (mutation, invoice) is created and processed.
After the order has been forwarded and a success message from e-Boekhouden has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.
If e-Boekhouden 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 e-Boekhouden later in the manual.
3.Required: e-Boekhouden codes
Registrations from March 14, 2025
To establish the integration with e-Boekhouden, you need an API token. You can find this API token via Administration > Connections > API > e-Boekhouden API > Next. We recommend entering a clear name and an end date one year in the future. Please note that after this end date, you will need to re-establish the connection with the integration.
Registrations before March 14, 2025
To establish the integration with e-Boekhouden.nl, special codes are required. These are:
- username
- Security code 1
- Security code 2
4.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 e-Boekhouden. This gives the integration permission to write transactions to your e-Boekhouden 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.
e-Boekhouden Authentication
The red dot and the red Connect button for e-Boekhouden on the Configuration screen indicate that the connection with e-Boekhouden is not yet valid. To activate the connection, click the red Connect button. You will then see a screen containing fields for a username and two security codes. Here, you enter the username and the two security codes you determined in the previous section.
For e-Boekhouden invoices, an invoice template must be provided. Unfortunately, the integration cannot retrieve the invoice templates in the e-Boekhouden administration. Therefore, the integration uses the name 'Invoice template' as default. If you want to use a different invoice template, you can enter the name of the template when clicking Edit.
When configuring the VAT rates and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in e-Boekhouden. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.
OSS settings
If you are dealing with OSS - new regulations as of July 1, 2021 - it can be configured as follows.
If you use the NL VAT rates, the following remains applicable:
- in the column VAT Code the VAT code with the relevant percentage
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
- the VAT account column has no function in this case
If you calculate with VAT percentages of the country of delivery in the webshop, please fill in the following:
Per EU country, except NL
- in the column VAT code the VAT code VAT_OSS
- in the VAT account column, a Balance Sheet account for the VAT to be paid in the respective country
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
Only when using VAT code VAT_OSS, the entry will take place based on the configured VAT account in the Configuration. For other codes, the VAT account is determined in e-boekhouden based on the code.
Once the VAT settings have been configured and saved, you will always see the selected VAT rates. If you want to start over, you can use the grey 'Remove VAT settings' button. Your current settings will then be deleted and you can begin again.
You can create a link here between the payment methods in the webshop and a fixed debtor in your e-Boekhouden administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders. For an ICP order, a valid VAT number must be transmitted. Therefore, a debtor will always be created in e-Boekhouden for an ICP order.
This option is only available when processing to Invoices.
5.Day-to-day: From Ecwid
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 e-Boekhouden.
Debtors
The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in e-Boekhouden. Matching of debtors between Ecwid and e-Boekhouden 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
| 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:
|
| 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 e-Boekhouden | 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 | |
| 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 e-Boekhouden | 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. |
|
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 e-Boekhouden | 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. | |
| 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 e-Boekhouden | 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. | |
| 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 |
6.Day-to-day: To e-Boekhouden
Creating invoices / sales transactions
The orders from Ecwid are imported into e-Boekhouden as mutations or invoices. For each order, the VAT and ledger account are provided as configured during the installation of the integration.
When creating an OSS invoice or mutation in e-Boekhouden, for each line in the Ecwid order two lines appear in the e-Boekhouden mutation / invoice. The first line in the e-Boekhouden mutation / invoice contains the amount excl VAT and the second line the VAT amount. The first line is posted to a revenue account, the second line to a VAT account. The revenue and VAT accounts can be configured via the Configuration tab of the dashboard.
When creating invoices or mutations, descriptions and invoice numbers can be adjusted. Below are the options for creating invoices and mutations in e-Boekhouden. When creating invoices, new debtors may be added to e-Boekhouden.
Please note: When creating mutations, the integration provides a sales number. If a mutation with that number already exists, the existing mutation will be overwritten. Therefore, always ensure that sales numbers are unique, especially if you have multiple integrations feeding into a single e-Boekhouden account.
If your integration was installed after March 14, 2025, and the integration processes to Invoices, these are invoices without a corresponding mutation. We can change this to Invoices with a corresponding mutation. In that case, the invoice can no longer be modified in e-Boekhouden.
Creating new debtors
When creating a mutation or invoice in e-Boekhouden, the code of the relation in e-Boekhouden is used. The integration first checks if the debtor is already present in e-Boekhouden. If so, the integration will use the relation code of this existing e-Boekhouden debtor. If not, the integration creates the debtor in e-Boekhouden.
The integration creates a RelationCode for the new e-Boekhouden debtor. The procedure is the same as if you were to create the mutation or invoice in e-Boekhouden yourself. The method performed by the integration is:
1. Determine the company name and the name of the debtor. For the debtor's name, the first name is appended to the last name.
2. Determine whether the company name or personal name of the debtor is used as the base name. If the company name is present, this becomes the base name. Otherwise, the first plus last name.
3. Take at most the first 10 characters of the base name
4. Determine if the base name occurs more than once in e-Boekhouden. If so, it will have one or more sequence numbers. Determine the first available sequence number and append this to the base name.
Example: If the company name is empty and the name is Klaartje Pietersen, the base name becomes KlaartjePietersen. We take the first 10 characters of this. This results in KlaartjePi. If this already occurs 5 times and the highest is KlaartjePi4, the debtor code becomes KlaartjePi5.
Matching between and e-Boekhouden for debtors is based on the email address.
Please note: The integration will never modify debtors in e-Boekhouden. The email address field is used for matching debtors. For integrations started before October 28, 2023, that process to e-Boekhouden mutations, we provide the debtor data within the mutation, and e-Boekhouden determines the debtor code itself.
Specification field level creating e-Boekhouden
| Name | Example | Note |
| Invoice number | 3908 | This is optional; we recommend letting e-Boekhouden determine the invoice numbers itself. Then they are guaranteed to be unique and sequential. If you still want to provide the invoice number, the Ecwid can be used for this. |
| Relation code | 2023031416200123 | The RelationCode of the debtor in e-Boekhouden. It is possible that the debtor was added to e-Boekhouden by the integration in a previous step. |
| Date | 2023-01-11 | Order date |
| Payment term | 14 | |
| Accounting mutation description | ORD145 - mollie | Order number - payment method (if present) |
| DirectDebit | false | Cannot be adjusted |
| Invoice template | Invoice template | The name of the invoice profile, default Invoice template. If you cannot set the invoice profile in the Configuration tab, you can provide the name to us, and we will set it. |
| Products | The article codes of the products in e-Boekhouden. It is possible that the integration created products in e-Boekhouden for this in a previous step. | |
| PostInAccounting | true | Cannot be adjusted |
| Lines | ||
| Amount | 1 | |
| Code | 6940478067395 | Product code in e-Boekhouden |
| Description | 2-week extension | The description in the line |
| PricePerUnit | 8.22 | Unit price excl. VAT |
| VATCode | HIGH_SALES_21 | As configured via the dashboard |
| OffsetAccountCode | 8000 | As configured via the dashboard |
| CostCenterID | 0 | This is never provided |
| Name | Example | Note |
| TYPE | 2 | Invoice payment received, this cannot be adjusted. |
| ACCOUNT | 1300 |
Usually 1300, but can be adjusted on request. Account configured for the payment method - this is a financial account in e-Boekhouden. |
| DESCRIPTION | ORD235 | Payment payment method - sales number in payment. |
| INVOICE | ORD235 | sales number in payment |
| PAYMENT REFERENCE | ORD235 | |
| DATE | 01-01-2023 | |
| INEX | EX | |
| RelationCode | Debtor from the Open Items list at the sales mutation | |
| Lines | ||
| AMOUNTEXCL | 99.09 | Amount ex VAT |
| AMOUNTINCL | 119.90 | Amount incl. VAT |
| VATAMOUNT | 20.81 | VAT amount |
| VATPERC | HIGH_SALES_21 | As set on the dashboard |
| OFFSET ACCOUNT | 8000 | As set on the dashboard |
7.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 e-Boekhouden.What if orders are missing in e-Boekhouden
If orders are missing in e-Boekhouden 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 e-Boekhouden (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.