Jortt

Jortt is a modern cloud accounting solution designed for freelancers and small businesses. This guide covers both connecting your Jortt account and configuring it for optimal order processing and financial management.

Table of Contents

• Before You Start
• Connecting Jortt
• Configuring Jortt Settings
• VAT for Customers Abroad and Business Customers
• Payments and Transaction Fees
• Troubleshooting
• Next Steps

Before You Start

Prerequisites

• Active Jortt subscription
• Admin access to your Jortt account
• Completed settings configuration
• Connected BrickLink and/or BrickOwl stores

What You'll Need

• Your Jortt login — You connect by logging in to Jortt and giving BrickInvoice permission. There are no keys or codes to copy across.

Part 1: Connecting Jortt

1. Navigate to: /home/accounting/connect
2. Select "Jortt" from the package dropdown
3. Click "Connect to Jortt". You are taken to Jortt.
4. Log in to Jortt and approve the permissions BrickInvoice asks for: invoices, customers, organization details, registering payments and expenses.
5. You are sent back to BrickInvoice, now connected.

If your Jortt login has access to more than one administration, choose the one BrickInvoice should book in at the top of the configuration page.

Part 2: Configuring Jortt Settings

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

General Settings

Introduction Text:

• Text that appears at the beginning of each invoice
• Placeholders: You can use the following placeholders for dynamic content:
  • {order_number} - Automatically replaced with the order number including source prefix (e.g., "BL 123456" or "BO 789012")
  • {payment_method} - Automatically replaced with the payment method used (e.g., "PayPal" or "Stripe")
  • Example: "Order {order_number} - {payment_method}" becomes "Order BL 123456 - PayPal"

Send Method:

• True: the invoice is made final in Jortt and can no longer be changed
• False: the invoice stays a draft, so you can check it in Jortt first
• Payment registration and fee sync only work with True. Jortt cannot register a payment on a draft, so the settings page will not let you save both at once.

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 your country's VAT
  • EU: Sales to other EU countries with your country's VAT
  • 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

Contact Sync Options

Sync Email Addresses:

• When enabled, the buyer's email address is included when creating or updating customers in Jortt
• Useful if you want to send invoices directly from Jortt to your customers by email
• Disable if you prefer not to store customer email addresses in your accounting system

Line Item Descriptions

You can customize the description for each line item type. Each description field supports placeholders for dynamic content:

Available Placeholders:

• {order_number} - The order number (e.g., "123456")
• {source} - The order source (e.g., "BrickLink" or "BrickOwl")
• {payment_method} - The payment method (e.g., "PayPal")

Example: "Order {order_number} from {source}" becomes "Order 123456 from BrickLink"

Product Description:

• Default description for product line items
• Example: "LEGO Parts" or "Order {order_number} - Products"

Margin Description:

• Default description for margin scheme line items
• Example: "Margin Scheme Product" or "Margin - {source} order {order_number}"

Shipping Description:

• Default description for shipping line items
• Example: "Shipping" or "Delivery - {payment_method}"

Handling Fees Description:

• Default description for handling fees line items
• Example: "Handling Fees" or "Processing fees"

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

Margin scheme lines are booked as 0% lines on the ledger account you choose for margin sales.

VAT for Customers Abroad and Business Customers

Jortt decides per customer which VAT rates an invoice may use. That depends on the customer (country, private or business) and on your administration's settings in Jortt, such as the EU One-Stop-Shop (OSS) and the margin scheme. Make sure these match the VAT settings in BrickInvoice: if you use OSS in BrickInvoice, also turn it on in Jortt.

B2B orders (VAT reverse charged): If you use B2B VAT Exempt, BrickInvoice creates the buyer in Jortt as a business customer with reverse charge. Jortt only accepts 0% VAT for those customers, and requires a VAT number:

• Brick Owl: the VAT number the buyer entered at checkout is used
• BrickLink: orders do not include the buyer's VAT number, so the customer gets the placeholder ONBEKEND - AANVULLEN. Replace it with the real VAT number in Jortt.

Customers that already exist in Jortt:

• BrickInvoice finds an existing customer by its reference (for example BL_buyername). Only a customer with exactly that reference is used; otherwise a new customer is created.
• A business customer stays a business customer, and a VAT number you entered in Jortt is kept, also when Update Existing Contacts is on
• Whether VAT is reverse charged follows the order: it is turned on for a B2B order and off for a regular order from the same buyer
• A private customer that places a B2B order is turned into a business customer with reverse charge

These VAT details are updated even when Update Existing Contacts is off, because Jortt would otherwise refuse the invoice. Only the VAT details change then; the rest of the customer stays as it is in Jortt.

Checked before sending: Before creating an invoice, BrickInvoice checks every line's VAT against what Jortt allows for that customer. If Jortt would refuse it, the invoice is not created and you get a notification explaining which line and which rates Jortt does allow.

Part 3: Payments and Transaction Fees

Payment Registration

When a buyer pays with PayPal or Stripe, BrickInvoice can register that payment on the invoice in Jortt, so the invoice is marked paid and the money lands on the right account.

1. Set Send Method to True: a payment can only be registered on a final invoice
2. Turn on Enable Payment Sync
3. Tick PayPal and/or Stripe
4. Choose, per platform, the Jortt account the payment should be booked on (for example your PayPal account)
5. Optionally set a Payment Description. It supports the same placeholders as the introduction text; left empty, it is "Payment" followed by the platform and order number.

The account list shows the balance accounts in your Jortt administration. Pick the account the money actually arrives on, such as your PayPal or Stripe account.

Do buyers who pick Bank Transfer or IBAN pay you through a link from your own Stripe account (for example iDEAL)? Then tick Bank Transfer orders and/or IBAN orders under Stripe, separately for BrickLink and Brick Owl. Those orders are then registered as Stripe payments, and their Stripe fee is booked when Stripe fee sync is on. See Bank Transfer and IBAN Orders Paid via Stripe for how it works.

Invoices for orders whose payment BrickInvoice registers are created as "pay later"; the registration then settles them. Other invoices are created as "already paid".

PayPal and Stripe Fees

BrickInvoice can book the fee PayPal or Stripe keeps on each payment as an expense in Jortt. Like payment registration, this needs Send Method set to True.

1. Connect PayPal and/or Stripe under Connections in BrickInvoice
2. Turn on Enable PayPal Fee Sync and/or Enable Stripe Fee Sync
3. Choose, per platform, the cost account the fees should be booked on

Fees are booked without VAT: transaction fees are exempt.

Troubleshooting

Connection Issues

"Jortt no longer accepts BrickInvoice's access"

• Access was removed in Jortt, or has expired. Reconnect Jortt on the connect page.

"The connection is missing a permission"

• A permission was not approved when connecting. Reconnect Jortt and approve every requested permission.

Invoice Issues

"Jortt does not accept the VAT on … for this customer"

Jortt does not allow the VAT rate of one or more lines for this customer. The notification lists the rates it does allow.

• OSS: if BrickInvoice uses the destination country's VAT (OSS), turn on the EU One-Stop-Shop in your Jortt administration as well
• B2B orders: check that the customer in Jortt is a business customer with reverse charge and a VAT number
• Customer country: check the customer's country in Jortt

After fixing it, sync the order again.

Configuration Issues

"Fields Not Loading"

• Check connection: Verify Jortt is still connected
• Administration: Ensure an administration is selected
• Refresh: Try refreshing the configuration page

Next Steps

After configuring Jortt:

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