Connect your bookkeeping: Moneybird or e-Boekhouden

Connect your bookkeeping package and we put the order into your administration as a draft invoice. You check it, number it and send it from there. Off by default — without a connection there is no invoice.

You cannot set this yourself in the portal at the moment. Get in touch with us if you want it set differently.

Which packages?

The connection works with Moneybird and e-Boekhouden.

What is set up

A connection comes with three choices:

Field	What for
Administration	Which bookkeeping the invoice lands in
VAT rate	Which rate goes on every invoice line
Ledger account	Which revenue account the lines are booked to

With Moneybird all three are needed. With e-Boekhouden your key already works on a single administration, so that choice is informative there — VAT rate and ledger account are required.

If something is missing, the order says the connection is not fully set up yet, and you cannot create a draft yet.

Creating a draft

On an order in your portal there is the Create draft invoice button. One click and the draft is in your bookkeeping, with every line on it:

• The base price
• Every ticked extra as its own line
• The lead-time surcharge or discount
• The discount code as a negative line

Your customer is looked up or created by their email address.

Automatic invoicing

Optional, and off by default. When it is on, the draft appears straight after a successful online payment.

It can only be on when a package is connected — automatic invoicing without a connection would be a promise nobody keeps.

If something goes wrong at your bookkeeping package, it never affects the payment or the order status. You then simply create the draft later with the button.

One draft per order

Double-clicking does no harm, and neither does a payment that sends two notifications: there is never a second invoice. If a draft already exists, the button becomes a link to it.

Amounts include VAT

What your customer pays is what is on the draft. Your package takes the VAT out with the rate chosen for the connection. That way the amount on the invoice equals the amount of the payment — which saves you work when reconciling.

What we do and what your package does

Us	Your bookkeeping package
Create a draft invoice from the order	Assign the invoice number
Fill the lines: base price, options, lead time, discount	Calculate and book the VAT definitively
Look up or create the contact by email address	Send the invoice (email, UBL, Peppol)
One draft per order, even on a double click	Reminders, dunning, collection
Optional: automatically after a successful payment	Retention obligations and administration

Why a draft and not a real invoice straight away?

Three reasons, all three worth knowing:

1. Numbering is legal work. An invoice number series must be consecutive and unique per administration. As soon as two systems hand out numbers — your package and us — you get gaps or duplicates. That is the first thing an accountant notices. Your package is the only place that can guarantee it, so your package hands out the numbers.
2. Sending is a chain. A sent invoice has to be stored, resendable and more and more often sent through a network. That chain already exists in your package; building it twice only creates a second place where something can break.
3. A draft can be undone, a sent invoice cannot. If there is a mistake, you see it before anything lands in your customer’s inbox.

We send nothing on your behalf

No email with an invoice, no Peppol message, no direct debit. All of that stays with you. See also Peppol and the Belgian mandate.

Your keys are safe

Your Moneybird or e-Boekhouden key is stored encrypted and can only be used on the server. It never ends up in the settings that travel to your website.