1.Introduction
This is the manual for the integration between Shopify and Moneybird.
Are you using the Shopify POS then the sales from this POS of one day can be placed as one day-invoice in Moneybird. This option can be requested via webcare@webwinkelfacturen.nl. Additional costs are associated with this option.
- This integration is a financial integration. It is not a logistics integration. The integration is not suitable for updating customers in Moneybird, 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 Moneybird 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 Moneybird.
- 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 Shopify and in the FAQ for Moneybird.
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.
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
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 ....
Note: Foreign orders are never part of the daily invoice. Foreign orders are orders delivered outside the country of the webshop. If a daily invoice is chosen, payments can no longer be processed separately. That option will no longer be available.
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 Moneybird for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing a Shopify 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.
After the order has been forwarded and a success message from Moneybird has been received, the order is marked as handled. The Shopify 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
Activating the integration now continues with:
1. Accepting the terms and conditions.
2. Establishing the connection with Moneybird. This authorizes the integration to write transactions to your Moneybird administration and read information.
3. The configuration itself.
Read more Installation ....Read less Installation ....
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.
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.
You can specify which statuses orders should be processed to Moneybird. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.
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.
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.
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.
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.
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.
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.
4.Day-to-day: From Shopify
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.
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.
Processing daily revenue
When processing daily revenue, the integration retrieves the receipts from the previous day from the POS system in the morning. The integration combines these receipts into one day-invoice and places it in Moneybird.
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.
The integration will not read or pass many fields from a Shopify order to Moneybird. 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.
| 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:
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|
| Invoice number | Is determined as follows:
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|
| 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
|
|
| 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:
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|
| International indication | The integration determines as follows whether it concerns an international order:
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|
| Discounts |
Discounts are determined as follows:
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|
| 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:
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|
| Amounts excl. VAT |
The amounts excluding VAT are determined as follows:
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|
| Amounts incl. VAT |
The amounts including VAT are determined as follows:
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|
| Discount in order line |
The discount in the order line is determined as follows:
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|
| VAT code and accounts Moneybird | 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. | |
| 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:
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|
| Shipping costs incl VAT |
The shipping costs including VAT are determined as follows:
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|
| 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. | |
| Name field | Values from Shopify customer |
| If present [email] otherwise [contact_email] | |
| Invoice address |
If present based on [billing_address] in the Shopify order
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
|
| VAT number |
The VAT number is determined as follows:
|
5.Day-to-day: To Moneybird
At the end of this section, it is detailed at field level how we create a Moneybird invoice.
Information for processing payments is also described in this section.
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
| 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.
For Paypal and Mollie payments, the payment identifier is added here for automatic reconciliation. # Set invoicenrequalsinvoicenr and invoicenrequalspaymentid to 1. |
| Invoice number | INV1234 | Only on request and equal to the order number or invoice number 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. |
| 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. |
| 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] | ||
| Chamber of commerce | [CoC] | |
| VATnumber | [vatnr] | |
| delivery method | Manual | |
| customerId | Empty, unless [customerid] or [referenceid] is provided. |
6.Support
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 Moneybird.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:
- 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 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.