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e-Boekhouden

Learn how to connect and configure e-Boekhouden for automated invoice generation.

e-Boekhouden is a comprehensive accounting solution designed for Dutch businesses. This guide covers both connecting your e-Boekhouden account and configuring it for optimal order processing and financial management.

Before You Start

Prerequisites

What You'll Need

  • API Token - Single authentication token with appropriate permissions

Part 1: Connecting e-Boekhouden

Step 1: Generate API Token

  1. Log into your e-Boekhouden account
  2. Navigate to: Instellingen → API
  3. Choose API and then e-Boekhouden API
  4. Give it a name and an enddate 1 year from now
  5. Copy the token and save the API Token in E-Boekhouden

Step 2: Configure Connection

  1. Navigate to: /home/accounting/connect
  2. Select "e-Boekhouden" from the package dropdown
  3. Enter your API token in the provided field
  4. Click "Connect to E-Boekhouden" to verify the token and save the connection

Connection Status

  • Connected: Green indicator shows successful connection
  • Disconnected: Red indicator shows connection issues
  • Testing: Yellow indicator during connection validation

Part 2: Configuring e-Boekhouden Settings

After successfully connecting e-Boekhouden, you'll need to configure how orders are processed and mapped to your accounting system.

Invoice Template Configuration

  • Purpose: Choose the template for generated invoices
  • Options: Loaded from your e-Boekhouden account
  • Customization: Templates can be modified within e-Boekhouden

General Settings

Invoice Line Item Structure: Each order creates an invoice with separate line items for different tax treatments:

Margin Goods Line Item:

  • Products subject to margin scheme (VAT-free)
  • Maps to general ledger accounts based on customer location:
    • Domestic: Sales within your country
    • EU: Sales to other EU countries
    • Export: Sales outside the EU

VAT Goods Line Item:

  • Products with standard VAT rates
  • Maps to general ledger accounts based on customer location:
    • Domestic: Sales within your country with the VAT of your country
    • EU: Sales to other EU countries with the VAT of your country
    • Export: Sales outside the EU (VAT-free)

Other Line Item:

  • Other costs with appropriate VAT treatment
  • Single general ledger account mapping for all handling fees

Shipping Line Item:

  • Shipping costs with appropriate VAT treatment
  • Single general ledger account mapping for all shipping revenue

This structure ensures proper separation of different tax treatments and revenue streams, making your e-Boekhouden reports accurate and compliant with Dutch accounting standards.

Payment Registration

Automatic Payment Registration: When an order paid via Stripe or PayPal is synced to e-Boekhouden, the payment is automatically registered against the invoice.

Supported Payment Methods:

  • Stripe: Automatically registers Stripe payments
  • PayPal: Automatically registers PayPal payments

Note: Other payment methods (bank transfer, cash, etc.) are not automatically registered. These invoices will remain unpaid in e-Boekhouden and need to be manually marked as paid.

Configuration Required:

  • Enable per Payment Method: Enable payment registration for Stripe and/or PayPal
  • Financial Ledger Account per Source: Configure which e-Boekhouden financial ledger (grootboekrekening) to use for payments
    • BrickLink: Select your PayPal or Stripe financial ledger for BrickLink payments
    • BrickOwl: Select your PayPal or Stripe financial ledger for BrickOwl payments

Payment Reference Format: Payment references are automatically generated as: Payment {source}_{order_number}

  • Example: Payment bricklink_12345678
  • Example: Payment brickowl_98765432

This reference format makes it easy to trace payments back to the original marketplace order.

Important Note: Invoices are automatically posted (geboekt) to e-Boekhouden with a payment reference based on the order number. This ensures the invoice exists in the mutation system and can be linked to payments.

PayPal Fee Sync

Automatic PayPal Fee Registration: When PayPal orders are synced, the PayPal transaction fees are automatically registered as expenses in e-Boekhouden.

Configuration Required:

  • Enable PayPal Fee Sync: Enable the fee sync feature
  • PayPal Connection: Active PayPal API credentials
  • Financial Ledger Account per Source: Which PayPal financial ledger (grootboekrekening) the fee comes from
    • BrickLink: Select your PayPal financial ledger for BrickLink fees
    • BrickOwl: Select your PayPal financial ledger for BrickOwl fees
  • Expense Ledger Account per Source: Which ledger account to book the fee expense to
    • BrickLink: Select the expense ledger account for BrickLink PayPal fees
    • BrickOwl: Select the expense ledger account for BrickOwl PayPal fees

Fee Reference Format: Fee references are automatically generated as: PayPal fee {source}_{order_number}

  • Example: PayPal fee bricklink_12345678
  • Example: PayPal fee brickowl_98765432

Benefits:

  • Accurate fee tracking per marketplace
  • Automatic expense categorization
  • No manual fee entry required
  • Proper financial reconciliation

Troubleshooting

Configuration Issues

"Ledgers not Loading"

  • Check connection: Verify e-Boekhouden is still connected
  • Refresh: Try refreshing the configuration page
  • Permissions: Verify API token has ledger account access

Next Steps

After configuring e-Boekhouden:

  1. Test integration - Process a few test orders
  2. Verify invoices - Check that invoices are generated correctly
  3. Review reports - Ensure financial data is accurate
  4. Set up automation - Configure automated processes