1.Introduction

This is the manual for the integration between Lightspeed eCom and Lundify.

This integration ensures that orders or invoices from the Lightspeed eCom webshop are automatically processed to invoices in Lundify. Because the orders or invoices enter the merchant's accounting system directly, it saves time on financial administration. It is possible to process paid orders from the webshop or invoices.

Please pay special attention to the following
  1. This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Lundify, printing packing slips, or synchronizing products/inventory.
  2. 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.
  3. Please note: Bjorn Lunden Lundify does not support OSS. This integration is therefore not suitable for OSS. If your webshop falls under OSS regulations, the advice is not to use this integration, or only for non-OSS sales.
  4. Tip: Other customers using this integration found the tips in the FAQ for Lightspeed eCom and in the FAQ for Lundify.

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

Install integration
You install this integration from the Lightspeed eCom App Store. If you select the Accounting category, our apps will appear automatically. You can recognize us as a supplier by the blue area and the white gear icon at the top right. If you click on the App, you will see a description and the Install button. Upon activation, you will be automatically guided through the configuration screens.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.

Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not from the app store.

The trial period for the integration is 30 days.

If you want to install another integration, you can do so in the same way. Make sure you are logged out of the integration dashboard and preferably start the new installation in an incognito browser.

Cancel integration
If you want to terminate the integration, you can simply remove the app from the app store 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.

2.How the integration works

A order or invoice from the Lightspeed eCom webshop is processed to a Lundify invoice.

The integration works with webhooks from the Lightspeed eCom webshop. Processing can be done in two ways, namely based on paid orders or invoices. The advantage of the option paid orders is that orders that are not paid do not enter the accounting system. With this option, however, credit notes are not included. With the option invoices all invoices are processed to Lundify, so both debit and credit invoices. You can set the preference for paid orders or invoices via the Configuration tab of the dashboard.
Read more How the integration works .... Read less How the integration works ....

Pre-check orders or invoices
At the start of processing an order, we perform a number of checks on the Lightspeed eCom order or invoice:
  • It is checked whether the total of the Lightspeed eCom order / invoice is equal to the sum of the amounts in the order / invoice lines plus the shipping costs amount.
  • If the order / invoice is an ICP sale, the VAT number is checked.
  • It is checked whether a corresponding VAT code exists in Lundify for the VAT in each line.
  • It is checked whether the order or invoice has not already been processed.

Processing orders or invoices
Processing a Lightspeed eCom order or invoice to Lundify takes place in three steps:

  1. It is checked if the customer already exists in Lundify. If not, the customer is created. Matching is based on the email address.
  2. When processing to Lundify orders, it is checked whether the products from the Lightspeed eCom order or invoice are already present in Lundify. Missing products are created.
  3. The Lundify invoice is created and added.

3.Required: Lundify connection

A public key is required to connect to Lundify. You can find this key in your Lundify dashboard. Log in and go to Integrations. If you click on the right gear icon (2), a popup will appear. Activate the integration (3) and copy the key (the string in the box).

Connectie Lundify

Then you log in on the dashboard https://uwkoppeling.webwinkelfacturen.nl. Enter the key in the Configuration, Authentication, or All Settings tab. This establishes the connection with Lundify.

Connectie dashboard Lundify

4.Installation

After installation, check using this FAQ, whether the integration works.

The integration between Lightspeed eCom and bjornlunden is installed via the Lightspeed App Store. First, the connection with your webshop is established and you authorize the integration to read data from your webshop.

Read more Installation .... Read less Installation ....

Two more steps need to be completed:
1. Establishing the connection with Lundify. This authorizes the integration to write transactions to your Lundify administration and to read information.
2. The configuration itself.

Before the integration can be used, the terms and conditions must first be accepted. The terms and conditions are based on the general ICT Terms and Conditions (industry organization) and the general GDPR guidelines.

Authentication Lundify
Establishing the connection with Lundify is done via the red Connect button in the Configuration tab. In the pop-up, you enter your Customer Code (this is the Lundify online 5-digit member number), and the token you created in the previous section. Please note, you need the entire code as a token, including the 1-part.

Settings Lundify
To use Lundify, select an administration within your account. You also indicate in which journal the revenue should be posted and what the debtors account is. The journal for processing (individual) orders or invoices will be a Sales journal.

Configure VAT rates and general ledger accounts
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 Lundify. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.

By default, the integration shows a fixed list of VAT rates per EU country. You can configure this fixed list. If you provide OSS, you can easily adjust the list with the correct VAT percentage per country. If you prefer to use the VAT rates from your webshop, you can adjust this in the contract settings. 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 Lundify administration. Orders or invoices 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 or invoices. For an ICP order or invoice, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Lundify for an ICP order or invoice.

5.Day-to-day: From Lightspeed

Processing schedule: This integration is a real-time integration. It is possible to process either the paid orders or the invoices from your Lightspeed eCom. Paid orders are processed as soon as the order in the webshop is set to paid. Invoices are processed as soon as they are created.

Credit invoices: When choosing invoices, the integration will also process the credit invoices. When processing paid orders, credit invoices are not included.


VAT numbers: For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration performs a check on the validity of VAT numbers.



Field-level specification orders
Specification Lightspeed eCom order. +-
Below is an elaboration at field level when retrieving orders. The general values in the order and the order rules are discussed, the shipping costs and the debtor details.
Name field Values from Lightspeed eCom order
Order-identifier [id]
Order number [ordernumber_full]
Affiliate number This must be requested separately by the merchant. The field [comment] is used for this.
Customer number [customer][resource][id], this is not used
Order and booking date [createdAt]
ICP indication An order is an ICP order if:
  • The field [taxRate] on all lines has the value 0
  • AND the merchant has not set a margin in the contract
  • AND the [shipmentTaxRate] and [paymentTaxRate] have the value 0
  • AND The delivery country is a EU country and not the same as the country of the webshop
International indication An order is an international order if:
  • The field [taxRate] on all lines has the value 0
  • AND the merchant has not set a margin in the contract
  • AND the [shipmentTaxRate] and [paymentTaxRate] have the value 0
  • AND The delivery country is not in the EU
Order status [status]
Payment status [paymentStatus]
Payment method [paymentTitle]
Paymentmethod-id [paymentId]
Total amounts excl VAT [priceExcl]
Total amounts incl VAT [priceIncl]
Total VAT Total incl - Total excl
Total discounts incl or excl VAT The amounts in the order can be incl. or excl. VAT. This is determined by the field [order_row_taxes_included]
Total discounts 0
Specification Lightspeed eCom order lines. +-
Name field Values from Lightspeed eCom order
VAT percentage [taxRate] * 100
Name product The name of the product is determined as follows
  • If field [variantTitle] is empty or contains the value default, then [productTitle]
  • If field [productTitle] occurs in [variantTitle] then [variantTitle]. Example [productTitle] is Red Socks and [variantTitle] is Red Socks - size 36. In that case, Red Socks - size 36 is used as the product name.
  • In all other cases [productTitle] [variantTitle]
SKU [sku]
Ean [ean]
Productcode [articleCode]
Amount [quantityOrdered]
Discount excl / incl VAT [discountExcl] / [discountIncl]
Line amounts incl or excl VAT without discount [basePriceExcl] / [basePriceIncl] * quantity
Line amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Unit amounts incl or excl VAT without discount [basePriceExcl] / [basePriceIncl]
Unit amounts incl or excl VAT with discount [priceExcl] / [priceIncl] divide by the quantity
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for order lines is turnover / revenue.
Specification Lightspeed eCom shipping costs. +-
Name field Values from Lightspeed eCom order
Name Shipping costs [shipmentTitle]
VAT percentage [shopmentTaxRate] * 100
Shipping costs incl or excl VAT without discount [shipmentBasePriceExcl] / [shipmentBasePriceIncl]
Discount Shipping costs incl or excl VAT [shipmentDiscountExcl] / [shipmentDiscountIncl]
Shipping costs incl or excl VAT with discount [shipmentBasePriceExcl] / [shipmentBasePriceIncl] minus [shipmentDiscountExcl] / [shipmentDiscountIncl]
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for shipping costs is shipping / shipping costs.
Specification Lightspeed eCom payment costs. +-
Name field Values from Lightspeed eCom order
Name Payment costs [paymentTitle]
VAT percentage [paymentTaxRate]
Payment costs incl and excl VAT [paymentBasePriceExcl] / [paymentBasePriceIncl]
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for payment costs is payment / payment costs.
Specification Lightspeed eCom customer details +-
Name field Values from Lightspeed eCom order
First name [first_name]
Last name [last_name]
Company name [companyName]
Phone number [phone]
Chamber of Commerce number [companyCoCnumber], a clean-up action takes place here
Address line 1 [addressBillingStreet] [addressBillingNumber] [addressBillingExtension]
Address line 2 [addressBillingStreet2]
Zip code [addressBillingZipcode]
City [addressBillingCity]
Country [addressBillingCountry][code], and the name is determined based on that code
Iso country [addressBillingCountry][code]
Shipping address Same as for the billing address, but now with [addressShipping] instead of [addressBilling]
VAT number [companyVatNumber] - this is checked for correctness
Emailaddress [email]


Field-level specification invoices
Specification Lightspeed eCom invoices. +-
Below is a specification at field level for retrieving invoices. The debtors from the invoice are read in the same way as for orders. The fields are listed above.
Name field Values from Lightspeed eCom invoice
Invoice-identifier [id]
Invoice number [number]
Order-identifier [id] of the order associated with the invoice
Affiliate number This must be requested separately by the merchant. The field [comment] is used for this.
Invoice date [createdAt]
ICP indication An order is an ICP order if:
  • The field [taxRate] on all lines has the value 0
  • AND the merchant has not set a margin in the contract
  • AND the [shipmentTaxRate] and [paymentTaxRate] have the value 0
  • AND The delivery country is a EU country and not the same as the country of the webshop
International indication An order is an international order if:
  • The field [taxRate] on all lines has the value 0
  • AND the merchant has not set a margin in the contract
  • AND the [shipmentTaxRate] and [paymentTaxRate] have the value 0
  • AND The delivery country is not in the EU
Payment status [paymentStatus]
Payment method [paymentTitle]
Paymentmethod-id [paymethodId]
Total amounts incl or excl VAT [priceIncl] and [priceExcl]
Total VAT [priceIncl] - [priceExcl]
Specification Lightspeed eCom debtor+-
Similar to retrieving customer data from the order, see above.
Specification Lightspeed eCom invoice lines. +-
The invoice lines in the Lightspeed invoice have a type. The lines with type equal to product or custom are designated as invoice lines. These invoice lines are processed one by one.
Name field Values from the Lightspeed eCom invoice line
VAT percentage [taxRate] * 100
Name product The name of the product is determined as follows
  • If the type of the line is custom, the description is equal to [title] [variant]
  • If the type of the line is product:
  • If field [variant] is empty or contains the value default, then [title]
  • If field [title] occurs in [variant], then [title].
  • In all other cases [title] [variant]
SKU [sku]
Ean [ean]
Productcode [articleCode]
Amount [quantity]
Discount excl / incl VAT [discountExcl] / [discountIncl]
Line amounts incl or excl VAT without discount [basePiceExcl] / [basePriceIncl] * [quantity]
Line amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Unit amounts incl or excl VAT without discount [basePriceExcl] / [basePriceIncl]
Unit amounts incl or excl VAT with discount [priceExcl] / [priceIncl] divide by [quantity]
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for invoice lines is turnover / revenue.
Specification Lightspeed eCom shipping costs. +-
The invoice lines in the Lightspeed invoice have a type. The lines with type equal to shipment. The integration expects a maximum of 1 shipping line.
Name field Values from the Lightspeed eCom shipping line
VAT percentage [taxRate] * 100. If the VAT percentage is 0, it is checked whether the VAT percentage can be determined from [basePriceIncl] and [basePriceExcl]
Name Shipping costs [variant]
Amount 1
Discount excl / incl VAT [discountExcl] / [discountIncl]
Line amounts incl or excl VAT without discount [basePiceExcl] / [basePriceIncl]
Line amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Unit amounts incl or excl VAT without discount [basePriceExcl] / [basePriceIncl]
Unit amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for shipping lines is shipment / shipping costs.
Specification Lightspeed eCom payment costs +-
The invoice lines in the Lightspeed invoice have a type. The lines with type equal to payment. The integration expects a maximum of 1 payment line.
Name field Values from the Lightspeed eCom payment line
VAT percentage [taxRate] * 100. If the VAT percentage is 0, it is checked whether the VAT percentage can be determined from [basePriceIncl] and [basePriceExcl]
Name Payment costs [variant]
Amount 1
Discount excl / incl VAT [discountExcl] / [discountIncl]
Line amounts incl or excl VAT without discount [basePiceExcl] / [basePriceIncl]
Line amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Unit amounts incl or excl VAT without discount [basePriceExcl] / [basePriceIncl]
Unit amounts incl or excl VAT with discount [priceExcl] / [priceIncl]
Accounts and VAT codes from Lundify These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for payment lines is payment / payment costs.

6.Day-to-day: To Lundify

This data is processed to Lundify:

Creating invoices
The orders or invoices from Lightspeed eCom are imported into Lundify as an invoice. This invoice is also immediately posted as a journal entry. For each order or invoice, the VAT and general ledger account are provided as configured during the installation of the integration.
When creating invoices, new debtors may be added to Lundify. By default, no products are added to Lundify, and the text line from the Lightspeed eCom order or invoice appears in the Lundify invoice. It is possible to provide a product code. If you want this, please contact webcare@webwinkelfacturen.nl.

Cost center It is possible to provide one default cost center to the Lundify invoice. One default cost center is possible per integration. Please contact webcare@webwinkelfacturen.nl stating the license key to make use of this.

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

Create products
When processing to Lundify invoices incl. products, products that are not yet in Lundify will be added. See here for an explanation of how product codes are determined FAQ. The product is assigned the VAT code based on the VAT percentage in the order or invoice line and the general ledger account configured in the Configuration tab of the dashboard.
Please note: The integration only creates products. The integration does not modify products.

Automatically sending invoices
It is not possible to automatically send the created invoice in Lundify to the customer.


Field-level specification Lundify

Field-level specification Lundify customer invoice.+-
Lundify Factuur
Name Example Note
Customer ID 1011 Debtor identifier in Lundify
Invoice date 2025-06-01 Sales date Lightspeed eCom order or invoice
Expiration date 2025-06-15 Standard 14 days, not adjustable
Comment Please leave on the doorstep Comment Lightspeed eCom order or invoice
Name Sarah de Zwart Debtor name according to Lightspeed eCom order or invoice
Email info@sponiza.nl
Address Stationstraat 12
Postal code 1234 AB
City Amsterdam
Country NL
Recipient name Mies Talenberg
Shipping address Dorpsstraat 152
Postcode - Shipping address 2345 AB
City - Shipping address Heerlen
Country - Shipping address NL
Invoice lines
Revenue account 8000
Product-identifier prod123 Only if processing to products is enabled.
Amount 3
Unit price excl. VAT 1.50 Please note: This is the unit price excl. VAT.
Line price incl. VAT 4.91
VAT code 2
Text Birthday cake
Field-level specification of the Lundify customer. +-
Name Example Note
name Confectioner Empty if there is no company name
street Stationsweg 12 Address
country SE / NL Invoice address country
email address info@sponiza.nl
phone no 0623138822
Address details
entityid 123 Identifier Lundify debtor
Invoice address details
Field-level specification of the Lundify product. +-
Name Example Note
entityId prod123 Identifier product
account 8000 Revenue account
name Birthday cake Product name
descriptionUK Birthday cake with whipped cream and orange Product description
Vatcode 2 VAT code
VAT account 1500 VAT account
costCenter 001 Default cost center
Because the prices from Lightspeed eCom are used, and a product is added once and not modified thereafter, no prices are provided with the product.

7.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 ....

Persoonlijk

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders or invoices from your Lightspeed eCom webshop, and when, have been transferred to Lundify.

At Dashboard >> Errors you can see which orders or invoices have not been processed. Via the blue Process button you can (re)submit the order or invoice. Via the red Report problem button you can create a ticket with us.

At Dashboard >> Open the orders or invoices 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 or invoice.

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 or invoices are missing in Lundify

If orders or invoices are missing in Lundify we recommend following the steps below:
  1. Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
  2. Go to the Errors tab and check if order or invoice is there. You may need to adjust the search period if the order or invoice is from a previous month. If you find order or invoice 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 or invoice.
    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.
  3. Go to the Report tab and see if order or invoice is listed there. If so, you'll often see an identifier for Lundify (in the purple section of the overview) that you can use to search for order or invoice.
  4. Go to the Open tab and check if order or invoice is there.
  5. 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 or invoices is missing, please provide the number and date. This way, we can perform a more targeted search and tell you what's wrong.

Would you prefer us to perform the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. We charge €39.50 excl. VAT for an installation. For installations we require access to the webshop and the accounting system.

We can perform migrations for orders or invoices 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 or invoices.