Connect Shopify to Moneybird: every order an invoice, every refund a credit note

What your month looks like

What ends up in Moneybird

Not a monthly total. Each order arrives as its own document, on the ledger accounts you chose.

Sales invoices

Every paid Shopify order becomes a sales invoice with a line per product, in the order the customer put them in the basket. The order number goes in the reference, so you can get from the invoice back to the order and the other way round.

The contact

The customer is looked up in Moneybird before anything is created. If the contact is already there it is reused, so your relations list does not fill up with duplicates. If it is not, Schakel creates it from the address on the order.

Shipping as its own line

Shipping gets its own line on its own ledger account, at its own VAT rate. It does not disappear into the order total, so at the end of the year you can see what you charged for shipping.

VAT per line

Standard, reduced and 0% are set per line, not once over the whole invoice. An order with a book and a candle in it comes out with two rates, which is what it should do.

The payment

The invoice is registered as paid on the ledger account you point at. No row of invoices sits there open in Moneybird while the money has long since arrived.

Credit notes

A refund in Shopify becomes a credit note in Moneybird for the amount that actually went back. A partial refund credits only that part.

Sales inside the EU

Selling across the border is booked at the right rate, so your return does not have to be corrected line by line afterwards.

The log

Every run is in the log: which orders were booked, which were skipped and why. If something goes wrong you see it in the log, not months later in a gap in your revenue.

What you set yourself

A bookkeeping link that decides everything for you is a link you end up correcting. These are yours to choose, and they stay chosen.

• 01

  The revenue ledger

  Per VAT rate you point at the account the revenue lands on. If you keep standard and reduced apart in your books, they stay apart here.

• 02

  The shipping ledger

  Shipping gets its own account, separate from product revenue, so it never has to be split out again later.

• 03

  The VAT rates

  You map the rates from your shop onto the rates in your Moneybird administration. Or you let Schakel follow the VAT the shop already put on the order.

• 04

  The invoice reference

  You decide how the reference is built, the Shopify order number with a fixed prefix for instance, so your invoices stay searchable.

• 05

  The workflow

  You pick the Moneybird workflow the invoice is created with, so it either waits as a draft or is final straight away.

• 06

  The document style

  The invoice takes the document style you set up in Moneybird yourself, so what a customer sees is still your own.

• 07

  How far back to go

  When you connect, you choose how many months of history come along. Switching mid-year does not mean walking through those months by hand.

What happens when money goes back

This is the part that most often goes wrong by hand. A refund gets forgotten, or the whole order is credited while a single item came back. Both cost you a correction later.

1. In Shopify €14.95

   You refund one of the two mugs. The rest of the order stays as it was.

2. In Moneybird €14.95

   A credit note for 12.36 plus 2.59 VAT at 21%, the rate that line carried.

3. What does not happen €59.35

   The original invoice is not edited and not deleted. The credit note sits next to it.

• A partial refund credits only the part that was refunded, including the VAT that went over it.
• A full refund credits the whole invoice, shipping included if you refunded that too.
• A cancelled order that was already invoiced is handled the same way, with a credit note rather than a deletion.

How you begin

1. 01

   Connect Shopify

   You create a Schakel account and give it access to your orders and refunds. Nothing sits in your checkout, Schakel only reads what has already sold.

2. 02

   Authorise Moneybird

   You sign in at Moneybird and grant access there. Your password is never asked for or stored, and you can withdraw the access again at any time.

3. 03

   Pick your administration

   If you keep more than one administration, you choose which one the invoices land in. The ledger accounts and rates you see next come from that administration.

4. 04

   Set your defaults

   Ledger accounts, VAT rates, the invoice reference, the workflow, the document style, and how many months of history to bring in.

5. 05

   Let the first run go

   The first run books the history you chose. After that it keeps pace on its own schedule, and the log tells you what each run booked.

Your connections are stored encrypted, and your Shopify and Moneybird passwords are never asked for or held. Access can be withdrawn from either side at any time.