Keep WhatsApp and Moneybird updated automatically.
With this connector, what happens in WhatsApp lands in Moneybird by itself, in the shape Moneybird expects. Request it and you get access; you hear from us within 24 hours.
Your bookkeeping, in a chat
You send a message in plain language to your own Schakel number. Schakel reads it, shows you exactly what it is about to do, and only writes to Moneybird once you say yes. The phone here plays a real exchange.
- Invoices, receipts, hours, quotes and questions
- A preview first, the booking second
- Only your own bound phone number is listened to
Most of the bookkeeping that piles up is not big, it is just always at the wrong moment: a receipt in your coat pocket at the till, two hours you forget to write down, an invoice you only make once you are back behind your laptop. A message takes five seconds, and your phone is already in your hand.
Four things, four conversations
Every phone here plays a different exchange. The scripts are short on purpose: what matters is that the shape is always the same, a sentence from you and a preview back.
Things you can just say
Plain sentences, the way you would say them out loud. No syntax to learn and no keywords to remember. Under each group is what actually happens on the Moneybird side.
Invoices and quotes
A sales invoice or a quote with the contact, the lines and the VAT rate filled in.
- Create an invoice for Jan Janssen, painting a wall, 200 euro excl.
- Send invoice 2026-0234
- Quote for Van Dijk, repainting the hallway, 4,200
- Turn quote 2026-0031 into an invoice
What happens Creates the draft, sends it, credits it or turns a quote into an invoice. Anything that reaches your customer confirms first, every time.
Receipts and supplier invoices
A photo or a PDF becomes a purchase invoice or a receipt, with the file attached.
- A photo of the till receipt
- The PDF your supplier mailed you
- Book this one under office costs
What happens Reads supplier, date, amounts and country off the document, picks the purchase VAT rate from the supplier's country, and attaches the file to the booking.
Hours
A time entry on the right project, written down while you still remember it.
- Log 3 hours on Van Beek Interieur, sanding the ceiling
- Log 90 minutes on Zeewind Webshop, sorting out stock
- Invoice everything still open for Van Dijk
What happens Writes the entry against the project, keeps billable and non-billable apart, and can turn the open hours of one customer into one invoice.
Questions
Read-only answers out of your own administration. Nothing changes when you ask.
- What is still outstanding
- How much have I invoiced this month
- What do I owe this quarter
- How many bank transactions are still unprocessed
What happens Outstanding invoices, revenue per period or per project, VAT for a quarter, cash in and out, unprocessed bank transactions and hours. A question never writes anything.
Contacts
The customer record behind the invoice, without opening Moneybird.
- Do I have Van Dijk in there yet
- What did I invoice Van Beek Interieur this year
- New customer: Bakkerij Zoetendaal, Dorpsstraat 12, Alkmaar
What happens Finds a contact, creates one, or lists what a customer was invoiced. Changing an existing contact always confirms first.
Steering it
The settings are conversational. You do not have to go and find a screen.
- Turn the monthly summary off
- No messages before 09:00
- Remember that Verfhandel Rijnmond is usually Duinzicht Schilderwerk
What happens Moves a notification switch, the quiet hours or the payment matching mode, and writes or removes a knowledge card. Every one of these confirms first.
How it protects your books
A chat that can write into your administration only works if it is predictable. These rules are the product, not settings you have to find.
- Nothing is booked before you say yes
- You first see exactly what will be written: the contact, the lines, the VAT rate and the total. Only then does it go to Moneybird. Sending an invoice, registering a payment and booking a purchase all work this way, and the confirm step is not something you can talk it out of.
- It never guesses which project something is
- If it is not clear where something belongs, it asks. Once you have answered, it offers to remember, so you only have to say it once.
- The file always comes along
- The photo or PDF you send is attached to the purchase invoice or receipt in Moneybird. Your downloads folder stays empty and there is nothing to dig up later.
- The supplier's country picks the VAT rate
- Supplier, date, amounts and country are read off the document itself, and the country is what decides the purchase VAT. A Chinese supplier does not quietly end up at 21%.
- Only your own number can reach your books
- You bind your phone number by sending a short code to the Schakel number. A message from any other number does not touch your administration.
The language model behind the chat is DeepSeek. It reads your message and your receipt and proposes the booking. What actually lands in Moneybird goes there after your confirmation, never before it.
It gets to know your business
Which project a purchase belongs to is a fact about your business, not something a model can work out from a receipt. So you state it once, as a knowledge card, and from then on it is context the assistant always has.
- Subject
- One Moneybird project, or a rule that belongs to no project at all.
- In your own words
- Free text, not a form. "Billed per hour, invoice at the end of every sprint" is a valid card.
- Written by
- You, the guided setup, or the assistant after it asked you a question and you answered.
- On or off
- A card can be switched off without deleting it, so you can try the effect of taking a rule away.
Cards are edited in your dashboard, and the assistant will not write one without asking you first.
- The cards are handed to the model as fact
- Every active card goes into the instruction the assistant is given for your administration, above your message. That is why a card changes the answer: it is not a search the model may or may not do, it is context it always has.
- It writes them itself, and says so
- When it asks which project something belongs to, it offers to remember your answer. Every card records who wrote it, so a rule the assistant taught itself is one you can find and take away rather than a mystery you have to argue with.
- One card per subject, not one long note
- A card is a row. You edit one without rewriting the rest, the assistant can add one without touching the others, and on a big administration only the relevant cards need to be carried.
- They work with WhatsApp switched off
- The cards decide which project an automation books against, so they still do their job when the only interface you use is the chat in your dashboard.
What changes in a week
| Task | By hand | With Schakel |
|---|---|---|
| Invoicing on the move | Waiting until you are back at your laptop | One message, confirm, done |
| Receipts | A pile that waits for the weekend | Photo it, booked with the file attached |
| VAT on foreign purchases | Working it out yourself | Rate follows the supplier's country |
| Keeping hours | Reconstructed afterwards | Logged the moment it happens |
| Knowing what is outstanding | Log in and go looking | Ask, and get an answer |
| Assigning a project | Corrected later | Asked once, remembered after that |
How you begin
- Step one
Connect Moneybird. You authorise Schakel from inside Moneybird, so no password is ever asked for or stored, and you can revoke the access again at any moment.
- Step two
Pick your administration. If you keep more than one set of books, you choose which one the invoices, receipts and hours land in.
- Step three
Bind your number. You send the short code from your dashboard to the Schakel number, and from then on it listens to your phone and to nothing else.
- Step four
Send your first message. Start small, a photo of a receipt is enough. You will see what it intends to book before anything is booked.
Want this when it is ready?
WhatsApp to Moneybird is being built right now. Request access and we will let you know the moment you can start, and you get a say in what it should handle first.
Nothing is live yet, so there is nothing to pay for and no card to enter. Your number is bound to your own account, and a message from any other number is ignored.
What you need
- A business WhatsApp number with a provider that allows messages through an API, and the numbers that should receive the notifications.
- A Moneybird administration you administer, plus clarity on which ledger account you want this revenue booked to.
Not sure how to get those keys? Step by step:
Where it runs
On app.schakel.app, with your own Schakel account. No webshop required.
Request this connector: tell us what you need and we reply within 24 hours.
Connect a different pair
WhatsApp and Moneybird is one of many. Pick two systems and see what travels between them.
Common questions
Can you connect WhatsApp to Moneybird?
Yes. Schakel connects through the official APIs of WhatsApp and Moneybird, so you install nothing on your own server and nothing travels outside those two parties.
Which VAT rate do my sales get in Moneybird?
The rate is set per line: 21%, 9% or 0%. Sales to Belgium and other EU countries get the rate of the destination country, ready for your OSS return.
Are commission and fees booked separately in Moneybird?
Yes. Commission, shipping and other fee types each land on their own ledger account in Moneybird, rather than in one lump sum, so your margin stays readable.
Does this run over my personal WhatsApp or a business number?
Over a business WhatsApp number with a provider that allows messages through an API, not your personal app.
What does connecting WhatsApp and Moneybird cost?
You start free and only pay once the connector is really running. After that the same tiers apply as for any other connector, based on how much runs through it each month.
How often does WhatsApp sync with Moneybird?
That depends on your tier: hourly on the free tier up to every 5 minutes on the unlimited tier. You can always start a sync yourself as well.
What happens to a return or refund in Moneybird?
A return becomes a credit note in Moneybird for the amount actually refunded, not for the whole order, so nothing needs correcting afterwards.
What if WhatsApp or Moneybird is briefly unavailable?
Nothing gets lost. Schakel retries later and the log shows exactly what happened, so at most you notice something coming through a little later.
Missing something you need?
Tell us what WhatsApp and Moneybird should do for you. If it is not in here yet, that is usually because nobody has asked. We build on request and we reply within 24 hours.