shopify - bjornlunden: Manual

1.Introduction

This is the manual for the integration between Shopify and Lundify.

This integration ensures that orders from the Shopify webshop are automatically processed to invoices in Lundify. Because the orders arrive directly in the retailer's accounting system, this saves time on the financial administration.

Please pay special attention to the following

This integration is a financial integration. It is not a logistics integration. The integration is not suitable for updating customers in Lundify, printing packing slips, or synchronizing products/inventory. The integration works only with the payment status in the Shopify order, where you can configure which statuses should trigger forwarding the order (for example 'processing', 'paid' / 'refund'; multiple statuses are possible).
An order is forwarded to Lundify only once. Changes made after the order has been forwarded will not be applied in the accounting system. Any adjustments must therefore be handled via the refund process in Shopify or updated manually in Lundify.
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.
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.
Tip: Other customers using this integration found the tips in the FAQ for Shopify and in the FAQ for Lundify.

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

Install integration
You install this integration from the Shopify App store. If you search for webwinkelfacturen, our apps will 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 Add app button. Upon activation, you will be automatically guided through the configuration screens.

When you click the Add app button, you must first authorize the integration to read and possibly even write data from your webshop. This is indicated in the next screen. You also need to approve the monthly fee for the integration. Once you have approved the monthly fee, the connection with Shopify is established and you will be automatically redirected to your personal dashboard.
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 via the appstore

There is a 30-day free trial.

The integration is a real-time integration. Once an order has reached a certain status, it will be processed to your accounting system as quickly as possible.

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 from the Shopify webshop is processed to a Lundify invoice.

Shopify works with webhooks. We receive a notification whenever a new order is created in your webshop or when an order is changed. If the order order can be processed—this depends on the status—the integration places the order order in the processing queue. Depending on the processing queue's volume, the order will be processed quickly or slightly later. Generally, queues move quickly.

In addition to the webhooks, a sweep is done daily. This means that the integration checks daily whether all webhooks have been received correctly. If any webhooks are missed, those orders are still retrieved and forwarded.
Read more How the integration works .... Read less How the integration works ....

Pre-check orders
At the start of processing an order, we perform a number of checks on the Shopify order:

It is checked whether the total of the Shopify 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 Lundify for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Shopify order to Lundify takes place in three steps:

It is checked if the customer already exists in Lundify. If not, the customer is created. Matching is based on the email address.
When processing to Lundify orders, it is checked whether the products from the Shopify order are already present in Lundify. Missing products are created.
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.

You install the integration between Shopify and Lundify from the Shopify App store. First, the connection with your webshop is established and you authorize the integration to read data from your webshop.

Activating the integration now continues with:
1. Accepting the terms and conditions.
2. Establishing the connection with Lundify. This authorizes the integration to write transactions to your Lundify administration and read information.
3. The configuration itself.
Read more Installation ....Read less Installation ....

Accept terms and conditions
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.

Processing status
You can specify which statuses orders should be processed to Lundify. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.

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 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.

In the VAT rates, the integration shows a standard list of VAT rates and all EU countries. By default, the Dutch or Belgian VAT rates are filled in. The VAT percentages can be adjusted. For example, in the case of OSS, the German high VAT percentage can be adjusted to 19%.

It is possible to work with the VAT rates in the webshop. You can adjust this at the Configuration tab of the dashboard, under the option All Settings > Contract. 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 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 Lundify for an ICP order.

Please note: Unfortunately, Shopify does not allow us to read the payment methods you use in your webshop. Therefore we work with a fixed list of payment methods. It may be that there are payment methods listed that you do not use and that there are payment methods not listed that you do use. There is a workaround for this, described in this faq.

Categories
It is possible to process revenue based on product categories. You can configure the general ledger accounts here. We recommend a maximum of 40 categories, and there is a technical maximum of 99 categories. When accounts are configured at the category level, they take precedence. The revenue accounts set under the VAT rates will no longer apply.

5.Day-to-day: From Shopify

Processing schedule: Shopify 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 - then the integration places the order in the processing queue. Depending on the activity in the processing queue, the order is 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 Lundify.

The integration performs an extra check for orders in the Shopify webshop that are loaded from Bol.com or Amazon. This loading happens via an external app that the Shopify merchant can enable. For these imported orders, the integration performs an extra check whether the VAT is present in the order. If not, the order will not be processed. See our FAQ for more information.

Old orders processing
It is possible to process orders that are already in the Shopify webshop via a migration. You can request this via webcare@webwinkelfacturen.nl. We ask a modest fee for this. We cannot process orders from more than two years ago.
Note: Because the Shopify integration works with webhooks, you should not import orders retroactively in your Shopify webshop after activating the integration. If you do this and for example import 500 orders at once or change the status of 500 orders, our platform will receive all these changes and start processing them. This creates a disproportionate load on our network.

Refunds
If you want the integration to process refunds in addition to orders, you can enable the status refund or partially_refunded in the Configuration tab under Status process sales. Refunds must be created correctly in Shopify, meaning the refund must be applied to the order lines. Unfortunately the integration cannot process a refund that only contains an amount. For more information see: FAQ.

Please note: For refunds, the integration goes back a maximum of 30 days in time. Also, the integration only processes a refund if the integration has previously processed the order to which the refund relates.

Please pay special attention to the following
The integration will not read or pass many fields from a Shopify order to Lundify. In particular, the note_attribute fields and the custom fields are not included. This is because different webshops use these fields differently. Because our integrations must work for all webshops, we cannot configure this for individual merchants.

Pay special attention to fields that are added via a plugin. There is a significant chance that the integration will not process these fields.

Field-level specification orders

Specification Shopify 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 Shopify order
Order-identifier	[id]
Order number	Is determined as follows: If the merchant has filled in a default prefix, the order number starts with this prefix. Shopify retailers use these prefixes to distinguish between different webshops if they sell from multiple webshops. The prefixes are NOT intended to make a distinction in years. The [order_number] field is added If the field [name] is filled in the order and the value of [name] is not part of the field [order_number] then - [name] is added to the order Example: If a prefix WW1- is set, and the order [order_number] has 5374 and [name] BOL - 1234567 then the full order number becomes WW1-5374 - BOL - 1234567.
Invoice number	Is determined as follows: If for the Shopify merchant it is set that the Payment-id must be used, then the invoice number is set equal to the payment-id. This option can be used, for example, to pass the Mollie transaction ID from the order to the accounting system. In all other cases, the invoice number is set equal to the Shopify checkout-id
Booking date	[created_at]
Order date	[processed_at]
Status order	[financial_status]
Payment status	if the status of the order is paid then paid, otherwise no payment status
Payment reference	[order_number]
Affiliate number	Is determined as follows If present, the payment_id from the [transactions] of the Shopify order is used If this payment_id is present, it is checked whether a reference to a Bol occurs anywhere in the note_attributes of the order and the value stated there is added to the affiliate number. The latter is often not necessary because the Bol reference also appears in the [name] of the order.
Valuta	[currency] if present
Payment method	field [gateway] in [transactions]
Order total incl. VAT and discounts	[total_price]
Total VAT order incl. discounts	Value in [total_tax], or, if that value is 0, the value from [current_total_tax]. When using [current_total_tax], there's an additional check. The VAT lines in the order must add up to the value in [current_total_tax].
Order total excl. VAT and discounts	Difference between the two lines above
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 delivery address is known, the country from the delivery address is used to determine whether it is an ICP order. If the delivery country is not known, the country in the billing address is used. If the country is not an EU country, then it is not an ICP order If the country is the same as the country of the webshop, it is not an ICP order. Therefore, an order to a Dutch address from a Dutch webshop is never an ICP order. Likewise, an order to a Belgian address from a Belgian webshop is also never an ICP order. If the order total equals 0, it is never an ICP order. The reason is that with a 0-euro order it cannot be determined why the order has 0-euro VAT — whether it is because it is ICP or not. For ICP orders a VAT number is mandatory. To avoid this additional restriction, the integration determines that ICP does not apply to a 0-euro order. If the VAT is not equal to 0, with or without discount, then it is never an ICP order In all other cases it is an ICP order.
International indication	The integration determines as follows whether it concerns an international order: If the delivery address is known, the country from the delivery address is used to determine whether it is an ICP order. If the delivery country is not known, the country in the billing address is used. If the country is an EU country, then it is not an international order If the integration has a separate VAT configuration for the country, it is not an international order. This applies for example to countries such as Norway, Switzerland and the United Kingdom. If the order total equals 0, it is not an international order. For 0-euro orders the integration cannot calculate VAT correctly. If the VAT is not equal to 0, with or without discount, then it is not an international order In all other cases it is an international order.
Discounts	Discounts are determined as follows: For all lines, the discounts are added together and the shipping cost discount is also added This amount is compared with the total discount on the order - field [total_discounts] An extra discount line is added with the difference between the above values if this difference is not equal to 0 Subsequently, all discount rules are grouped per VAT percentage and the VAT codes / accounts from Lundify are determined.

Specification Shopify 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 Shopify order line
Productid	[product_id]
categoyid	Category associated with the product
Amount	[quantity]
SKU	[sku]
Description	[name]
VAT percentage	The VAT percentage is determined as follows: If the field [tax_exempt] in the order has the value 1, then no VAT is charged. If the field [taxable] in the order line has the value 0 or is empty, then no VAT is charged. If the line price after applying a possible discount equals 0 — meaning a free product — then the VAT percentage used is the one listed in [tax_lines]. In practice [tax_lines] usually consists of one line. If the amount in the line is not equal to 0, the VAT percentage is only used if the VAT amount in [tax_lines] is not equal to 0. If the VAT amount equals 0, a VAT percentage of 0% is used for this order line.
Amounts excl. VAT	The amounts excluding VAT are determined as follows: If the webshop uses prices excluding VAT, then the line price excluding VAT equals [price] If the webshop uses prices including VAT, then the line price excluding VAT equals [price]/(1 + VAT percentage) For unit prices, meaning prices per item, the line price is divided by the value in the field [quantity]
Amounts incl. VAT	The amounts including VAT are determined as follows: If the webshop uses prices including VAT, then the line price including VAT equals [price] If the webshop uses prices excluding VAT, then the line price including VAT equals [price] (1 + VAT percentage)* For unit prices, meaning prices per item, the line price is divided by the value in the field [quantity]
Discount in order line	The discount in the order line is determined as follows: If the field [total_discount][ in the line has a value not equal to 0, that value is used as the line discount. Otherwise the integration checks the values in [discount_allocations] and uses the sum of the fields [amount] in those lines as the discount. For discounts, the inclusive/exclusive VAT handling depends on the webshop settings. Using the VAT percentage, the correct amounts for discounts including and excluding VAT are calculated.
VAT code and accounts Lundify	These are determined based on the settings, the VAT percentage and the delivery country. This also takes into account whether it is an ICP or international order. When processing by categories, the revenue account of the category is used. This can be set via the dashboard.

Specification Shopify shipping costs. +-

To read the shipping costs, the integration uses the field [shipping_lines]. There can be multiple shipping lines. For the name and VAT percentage only the first line is used, while the amounts from all shipping lines are summed. In most cases there will be only one shipping cost line.
Name field	Values from Shopify order line
Description	[title] from the first shipping cost line
VAT percentage	Sum of the values in field [rate] from the [tax_lines] in the first shipping cost line.
Shipping costs excl VAT	The shipping costs excluding VAT are determined as follows: If the webshop uses prices excluding VAT, the shipping costs excluding VAT equal the sum of the fields [price] in the shipping lines. If the webshop uses prices including VAT, the shipping cost excluding VAT equals the sum of the fields [price]/(1 + VAT percentage) in the shipping lines.
Shipping costs incl VAT	The shipping costs including VAT are determined as follows: If the webshop uses prices excluding VAT, the shipping costs excluding VAT equal the sum of the fields [price] in the shipping lines. If the webshop uses prices incl. VAT, the line price incl. VAT is equal to the sum of the fields [price] (1 + VAT percentage)* in the shipping lines.
VAT code and accounts Lundify	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 Shopify customer. +-

Name field	Values from Shopify customer
Email	If present [email] otherwise [contact_email]
Invoice address	If present based on [billing_address] in the Shopify order First name - [first_name] Last name - [last_name] Company name - [company] Addressline1 - [address1] Addressline2 - [address2] Zipcode - [zip] Phone nr - [phone] City - [city] Iso-countryode - [country_code] Country - is calculated based on the iso country code If there is no billing address and there is a shipping address, then the billing address is set equal to the shipping address. If there is no billing address and no shipping address, the information in [customer] and [customer][default_address] is checked.
Shipping address	If present based on [shipping_address] in the Shopify order First name - [first_name] Last name - [last_name] Company name - [company] Addressline1 - [address1] Addressline2 - [address2] Zipcode - [zip] Phone nr - [phone] City - [city] Iso-countryode - [country_code] Country - is calculated based on the iso country code If there is no shipping address, so [shipping_address] does not appear in the order, the shipping address remains empty.
VAT number	The VAT number is determined as follows: The list [note-attributes] is read per line. If the name equals vatnumber, vat_number, vatnr, vat_nr, vatid, vat-id, vat_id or Vat Registration Number, the value in that line is used as the VAT number. If no VAT number is found, the integration checks the information in [customer][note]. If the value in [customer][note] has a maximum length of 34 characters and the first two letters match the first 2 or 3 characters of [customer][note], then that value is used as the VAT number. Note: Greece uses a different country code, namely EL. This is taken into account in this step. If the VAT number is still not found, the integration checks whether the value in [customer][note] starts with the text vat registration number. If so, the text after : is taken as the VAT number. If no VAT number is found, the integration checks the information in [note]. If the value in [customer][note] has a maximum length of 34 characters and the first two letters match the first 2 or 3 characters of [customer][note], then that becomes the VAT number. Please note: A different country code applies to Greece, namely EL. This is taken into account in this step. If a VAT number is found in one of the above steps, the integration checks its validity via the VIES validation service. If it is a valid VAT number it will be used, otherwise the VAT number remains empty.

6.Day-to-day: To Lundify

This data is processed to Lundify:

Creating invoices
The orders from Shopify are imported into Lundify as an invoice. This invoice is also immediately posted as a journal entry. For each order, 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 Shopify order 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 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.+-

Name	Example	Note
Customer ID	1011	Debtor identifier in Lundify
Invoice date	2025-06-01	Sales date Shopify order
Expiration date	2025-06-15	Standard 14 days, not adjustable
Comment	Please leave on the doorstep	Comment Shopify order
Name	Sarah de Zwart	Debtor name according to Shopify order
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 Shopify 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 ....

Explanation tabs dashboard

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

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 Lundify

If orders are missing in Lundify 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 Lundify (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/31/shopify.html and https://faq.webwinkelfacturen.nl/category/83/lundify.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: Shopify - Lundify