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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.

Table of Contents

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.

Line Item Descriptions

Each line item type has an optional description field. You can customize the text that appears on invoices for each line item type:

  • Product Description: Description for standard product line items
  • Margin Description: Description for margin scheme line items
  • Shipping Description: Description for shipping costs
  • Other Description: Description for handling fees

Placeholders: You can use the following placeholders for dynamic content:

  • {order_number} - The order number (e.g., "123456")
  • {source} - The platform name ("BrickLink" or "Brick Owl")
  • {payment_method} - The payment method used (e.g., "PayPal")

Example: "Products from {source} order {order_number}" becomes "Products from BrickLink order 123456"

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

Stripe Fee Sync

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

Important: This uses your own Stripe account, not the BrickLink or Brick Owl marketplace Stripe environment. You need to connect your Stripe account separately via Payments → Stripe before enabling this feature.

Configuration Required:

  • Stripe Connection: Connect your Stripe account via the Stripe connection page
  • Enable Stripe Fee Sync: Enable the fee sync feature in your accounting configuration
  • Financial Ledger Account per Source: Which Stripe financial ledger (grootboekrekening) the fee comes from
    • BrickLink: Select your Stripe financial ledger for BrickLink fees
    • BrickOwl: Select your Stripe 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 Stripe fees
    • BrickOwl: Select the expense ledger account for BrickOwl Stripe fees

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

  • Example: Stripe fee bricklink_12345678
  • Example: Stripe fee brickowl_98765432

Benefits:

  • Accurate Stripe 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