ecwid - moneybird: Manual

1.Introduction

This is the manual for the integration between Ecwid and Moneybird.

This integration ensures that orders from the Ecwid webshop are processed daily to invoices in Moneybird.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 Moneybird, 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 Moneybird.

Read more Introduction .... Read less Introduction ....

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.

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.

2.How the integration works

A order from the Ecwid webshop is processed to a Moneybird invoice.

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:

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 Moneybird for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Ecwid order to Moneybird happens in two steps:

It is checked if the customer already exists in Moneybird. If not, the customer is created. Matching is based on the email address.
The Moneybird invoice is created and processed.

Post-check
After the order has been forwarded and a success message from Moneybird has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.

If Moneybird 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 Moneybird 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 ....

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.

When you click the Open button, you must first authorize the integration to read data from your webshop. This is clearly indicated in the following screen. You also need to approve the monthly fee for the integration. Once you have approved the monthly fee, the connection with your Ecwid account is established. You will automatically receive a registration email from us containing a username and password for your personal dashboard https://uwkoppeling.webwinkelfacturen.nl.

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 Moneybird. This gives the integration permission to write transactions to your Moneybird 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.

Moneybird connection
The connection with Moneybird runs via OAuth. Make sure you are logged out of Moneybird before starting the connection. Now click the red Connect button. A login screen for your Moneybird account will automatically appear. If you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Moneybird will be established.

Administration and invoice layout
To use the integration, you must specify to which administration the invoices should be sent. You also need to specify an invoice layout for the Moneybird invoices. If you do not do this, the invoices unfortunately cannot be created in Moneybird.

Configure VAT rates and general ledger accounts
When setting up the VAT rates and general ledger accounts, a link is established between the VAT rates in webshop and the VAT codes and revenue accounts in Moneybird. You can always make adjustments by clicking the blue 'Modify' button and making a selection via the drop-down boxes.
NB: ledger numbers are shown in the image below. This is for illustration purposes only. For Moneybird integrations, a name is shown here.

By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. 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.

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.

Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your Moneybird 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 Moneybird for an ICP order.

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 Moneybird.

Debtors The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in Moneybird. Matching of debtors between Ecwid and Moneybird 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: If the merchant has configured a margin, it is never an ICP order If the field [tax] has the value 0 And the total amount incl. VAT or excl. VAT is not equal to 0 And the delivery country is not the same as the country of the Ecwid webshop And the delivery country is an EU country Then it is an ICP delivery, otherwise it is not an ICP delivery
International indication	The integration determines as follows whether it concerns an international order: If the merchant has configured a margin, it is never an international order If the field [total_tax] has value 0 And the total amount incl. VAT or excl. VAT is not equal to 0 And the delivery country is not the same as the country of the Ecwid webshop And the delivery country is not an EU country Then it is an international delivery outside the EU, otherwise it is not an international delivery outside the EU

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: If the order is an ICP or international order, then the VAT percentage is 0% If the field [taxable] has the value 1, the [taxlines] are iterated. The value in field [value] is returned from the first taxline with [name] equal to btw verlaagd, btw or vat or if the field taxOnDiscountedSubtotal exists. If the field [taxable] does not exist in the line or does not have the value 1, there is no VAT on the order, it is a b2b order - recognizable by the field [b2b_b2c] in the order itself and the field [reversedTaxApplied] in the order itself has the value 1, then the value 0 is returned. In all other cases, the VAT percentage is calculated by dividing the amount in field [tax] by the sum of the field [shipping] plus field [quantity] times the unit price, found in the field [itemWithoutTax].
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 Moneybird	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 Moneybird	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 Moneybird	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 Moneybird	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 Firstname - [name] Company name - [companyName] Addressline 1 - [street] Zipcode - [postalCode] Phone nr - [phone] City - [city] Iso-country code - [countryCode] Country - [countryName]
VAT number	Field [customerTaxid] in the order

5.Day-to-day: To Moneybird

Create transactions
At the end of this section, it is detailed at field level how we create a Moneybird invoice.

Shipping status: It is possible to set the shipping status of the Moneybird invoice to sent. For this, it is necessary that the Moneybird debtor has shipping method manual. It is possible to request from us that a Moneybird invoice always or never receives the status sent.

Automatically send invoice: Even if the integration has the status sent, that does not mean that Moneybird automatically sends the invoice. After all, in Moneybird, the invoice can be sent manually or by email. If you want the invoice to be sent automatically by email, please contact us. We can then set that up for you.

Payment status: It is possible to set the payment status of the Moneybird invoice to paid. For this, it is necessary that the Moneybird has the status sent. In addition, the order must be paid. It is possible to request from us that a Moneybird invoice always or never receives the status paid. With Mollie payments, the Mollie transaction ID can also be processed to Moneybird. Via this transaction ID, Moneybird automatically reconciles the invoices.
Please note: Sometimes a payment for a order arrives after the integration has processed the order. In that case, the status of the invoice in Moneybird is not adjusted. Therefore, no payment request is forwarded. The only remedy is to contact us with the request to hard-set that all orders always receive the paid status.

Workflows: The integration does nothing with the Moneybird workflows. It is therefore not possible to include a workflow with the invoice.

Creating new debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Moneybird debtor is used as the debtor for the Moneybird transaction. If the customer is not yet known, they are added to Moneybird. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.

Field-level specification Moneybird

Field-level specification of the Moneybird invoice. +-

Name	Example	Note
sales_invoice
Date	2023-01-11T19:46:56+01:00	order date
Reference	1698	Order number, with a negative order Credit order number.
Invoice number	INV1234	Only on request and equal to the on request. It is better if Moneybird determines the invoice number itself.
contact_id	89387832984u987229	Id Moneybird debtor.
Prices incl. VAT	true	If the prices in the webshop are incl. VAT, otherwise false.
Invoice profile		As set on the dashboard
details_attributes
amount	1	Amount
description	A4 - poster	Description
tax_rate_id	230205097768912088	VAT code
price	33.00	Unit price incl. VAT, if the prices in the webshop are incl. VAT, otherwise unit price excl. VAT
ledger_account_id	230205097213166793	ID of the revenue category as set on the dashboard.
prices_are_incl_tax	1
document_style_id	389430293784902308	On request, 1 default project-id (cost center) can be filled in per integration.

Detailed specification at field level Moneybird payment. +-

Name	Example
Payment date	[date]
Amount	The amount from the payment
Transaction-identifier	In case of a Mollie payment, Moneybird can automatically reconcile the invoice.
Account	(Ledger account) Is provided if it has been set.

Field-level specification of the Moneybird customer. +-

Name	Example	Note
company name	[company]
first name	[firstname]
last name	[lastname]	If the first name & last name are not provided, the last name becomes -> NN.
address	[address]
zipcode	[zipcode]
city	[city]
country	[isocode]
mobile	[telnr]
email	[email]
Chamber of commerce	[CoC]
VATnumber	[vatnr]
delivery method	Manual
customerId		Empty, unless [customerid] or [referenceid] is provided.

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 ....

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Ecwid webshop, and when, have been transferred to Moneybird.

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 Moneybird

If orders are missing in Moneybird 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:
1. Check the error code and verify whether you can resolve it yourself.
2. If yes resolve the issue and click the blue Process button to resubmit the order.
3. If not use the red Report problem button to create a ticket with us.
4. 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 Moneybird (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/30/moneybird.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.

Manual: Ecwid - Moneybird