Existing contact
The invoice is attached to the contact that is already there. Nothing is created and nothing is overwritten.
KPL-0003
Turn WooCommerce orders into Moneybird invoices automatically.
For every WooCommerce order, Schakel creates a Moneybird sales invoice, with the right VAT, contact details and payment registration. There is no plugin to install: WooCommerce has the handshake built in, so you enter your shop address and approve access.
InvoicesContactsCredit notesPaymentsVAT
Set this up Free to start · 30 days unlimited
Your own shop takes no commission off you, so the hours do not go there. They go into the rate on every line: a mug at standard, tea at reduced, shipping at standard again, a coupon that has to be credited at the rate it discounted, and a business buyer whose VAT should be reverse charged instead of charged. None of that is a judgement call. It is lookup work, and lookup work is what a connector is for.
One order
One order, one invoice, a rate on every line
A WooCommerce order is not one amount at one rate. Products sit at different rates, shipping carries its own, a coupon has to be credited at the rate it discounted, and a business buyer with a VAT number should not be charged VAT at all. Schakel books each line at the rate that belongs to it, so the invoice in Moneybird reads the way the customer knows it.
WooCommerce order #1482
Your own hosting, your own shop. No marketplace commission to split out.
What decides the rate
- Dutch consumer Standard or reduced, per line
- EU consumer Destination country rate, OSS ready
- Business, valid VAT number Reverse charge, no VAT on the line
- Outside the EU 0%
Moneybird sales invoice Reference #1482
- Ceramic mug 2 × € 14.50 21% € 29.00
- Loose leaf tea 250 g 1 × € 8.95 9% € 8.95
- Shipping PostNL parcel 21% € 4.95
- Coupon SPRING10 Discount 21% − € 3.80
- Subtotal excluding VAT
- € 39.10
- VAT 21%
- € 6.33
- VAT 9%
- € 0.81
- Total
- € 46.24
Refund something and the credit note is for the amount actually refunded, at the rates the original lines carried. Your receivables and your VAT return both stay right without a correction at the end of the quarter.
Contacts
Your contact list does not double
A webshop customer who orders four times a year should be one contact in Moneybird, not four. Schakel looks the buyer up by email address before it writes anything.
Looked up on anna@voorbeeld.nl
New contact
The buyer is added once, with the billing and shipping details from the order.
A business order also carries its company name and VAT number across, which is what makes the reverse charge line possible in the first place.
In your books
What lands in Moneybird
Six things, each of them separately, so no correction is waiting for you at the end of the quarter.
Order becomes a sales invoice
Every WooCommerce order becomes a sales invoice in Moneybird, with a line per product, the order number as the reference and the date of the order. You choose which order status creates the invoice, so a shop that ships before it charges books at the moment that suits it.
VAT per line, reverse charge included
Standard, reduced, 0% or reverse charge, decided per line. A business order with a valid VAT number in the order fields is booked as reverse charge, and EU sales are ready for your OSS return.
Contacts matched by email
The buyer is looked up in Moneybird by email address and the existing contact is reused rather than duplicated. New buyers are added once, with their billing and shipping details.
Shipping and coupons as their own lines
Shipping and coupon discounts arrive as separate lines at the right rate, so your product revenue stays clean and the invoice reads the way the customer saw it at checkout.
Payments registered
A paid WooCommerce order is registered as paid in Moneybird on the payment method you assign, so it does not sit in your receivables waiting to be ticked off.
Refunds as credit notes
A refund becomes a credit note for the amount actually refunded, not for the whole order. Partial refunds do not force you to correct anything by hand.
Before and after
What your evenings look like
| Task | By hand | With Schakel |
|---|---|---|
| Typing orders into Moneybird | One by one, every evening | At the order status you pick |
| Working out the rate per line | Looking it up per order | Standard, reduced, 0% or reverse charge |
| A business order with a VAT number | Corrected afterwards | Booked as reverse charge straight away |
| Shipping and coupon lines | Folded into the product total | Their own lines, at their own rate |
| Duplicate contacts | Cleaned up now and then | Matched on email address |
| A partial refund | A credit note by hand | Credited for the amount refunded |
| Ticking off payments | Per invoice | Registered on your payment method |
How you start
Four steps, then it runs
Nothing is booked for real until you have seen the first invoices and agreed with them.
- 01
Connect WooCommerce
You create a read-access API key in WooCommerce and paste it into Schakel. WooCommerce runs on your own hosting, so nothing is installed into a closed platform and nothing sits in your checkout.
- 02
Grant access to Moneybird
You authorise Schakel through Moneybird itself and pick the administration the invoices should land in. Your password is never asked for or stored, and you can revoke the access from Moneybird at any time.
- 03
Map rates, ledgers and payment methods
You link the WooCommerce tax rates to Moneybird VAT rates and choose the ledger accounts for revenue, shipping and discounts, plus the payment method that paid orders are registered on.
- 04
Check the first invoices, then let it run
You see the first invoices in an overview before they are final. Once the rates and the ledgers look right, new orders and refunds follow along by themselves and everything shows up in the log.
Ready to stop retyping WooCommerce orders?
Connect your shop, authorise Moneybird, check the first invoices. That is the whole setup.
Your WooCommerce key is stored encrypted and your Moneybird password is never asked for or held. Access can be revoked from either side at any time.
What you need
- A WooCommerce shop on https, reachable from the internet
- Permalinks enabled in WordPress, so the REST API is reachable
- A Moneybird administration you administer
- VAT rates and ledger accounts configured in Moneybird
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.
Another pair
Connect a different pair
WooCommerce and Moneybird is one of many. Pick two systems and see what travels between them.
Common questions
Do I need to install a plugin?
No. WooCommerce has the approval screen built in. You enter your shop address, click approve in your own WordPress, and that is it. You can revoke access there at any time.
Can Schakel change anything in my shop?
No. We only ask for read access. Schakel reads your orders and never writes anything back to WooCommerce.
Do my customers receive the invoice?
Only if you turn that on. By default Schakel creates the invoice without sending it.
What happens on a partial refund?
If the order has not been invoiced yet, the refunded quantity is deducted straight away. If it had already been invoiced, Schakel leaves it alone: a credit note follows automatically only on a cancellation or a full refund.
Does this work with a shop in a subdirectory?
Yes. Enter the full address, for example https://yoursite.com/shop, and Schakel finds the REST API there.
Can you connect WooCommerce to Moneybird?
Yes. Schakel connects through the official APIs of WooCommerce 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.