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Minimax

Learn how to connect and configure Minimax for automated invoice generation.

Minimax is a popular cloud-based accounting software used primarily in Slovenia and other Balkan countries. This guide covers both connecting your Minimax account and configuring it for optimal order processing and financial management.

Table of Contents

Before You Start

Prerequisites

What You'll Need

  • Username - Your Minimax external application username (not your regular login)
  • Password - Your Minimax external application password
  • Organisation ID - Your numeric Minimax organisation identifier

Connecting Minimax

Step 1: Create External Application Credentials

Minimax requires separate credentials for external applications. These are different from your regular login credentials.

Follow the Minimax help article on external application credentials to create your username and password.

Step 2: Find Your Organisation ID

Your Organisation ID is a numeric identifier unique to your Minimax organisation (e.g., 234895).

Follow the Minimax help article on finding your organisation ID to locate this number.

Step 3: Configure Connection

  1. Navigate to: /home/accounting/connect
  2. Select "Minimax" from the package dropdown
  3. Enter your credentials:
    • Username (external application username)
    • Password (external application password)
    • Organisation ID
  4. Click "Connect to Minimax" to verify the credentials and save the connection

Security Note

Your credentials are:

  • Encrypted before storage in the BrickInvoice database
  • Never shared with third parties
  • Used only for authenticated API calls to Minimax
  • Can be regenerated in Minimax settings if compromised

Configuring Minimax Settings

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

General Settings

Configure the basic invoice settings:

Make Invoice Final:

  • No - Draft: Invoices are created as drafts and can be edited in Minimax before finalizing
  • Yes - Issued: Invoices are automatically finalized and cannot be changed

Invoice Template:

  • Select the template to use when generating invoices
  • Templates control the visual appearance and layout of your invoices
  • Create templates in Minimax first, then select them here

Delivery Note Template:

  • Select the template for delivery notes
  • Used when you need to generate delivery documentation

Document Reference:

  • Text displayed on the invoice as a reference
  • Available placeholders:
    • {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: "{source} order {order_number}" becomes "BrickLink order 123456"

Customer Sync Options

Configure how customer information is synchronized:

Sync Email Addresses:

  • When enabled, buyer email addresses are added to customer contacts in Minimax
  • Useful for sending invoices directly from Minimax
  • Disable if you prefer not to store customer emails in your accounting system

Invoice Line Item Structure

Each order creates an invoice with separate line items for different product types and customer locations. Minimax uses Items for line items, which you'll need to create in Minimax first.

Product Line Items (Standard Products)

  • LEGO parts and sets subject to standard VAT rates
  • Separate Items based on customer location:
    • Domestic: Sales within your country (e.g., Slovenia)
    • EU: Sales to other EU countries
    • Export/Other: International sales outside the EU
  • Each Item needs appropriate VAT rate based on your country's tax rules

Margin Scheme Line Items (Second-hand Goods)

  • Products subject to margin scheme (special VAT treatment for used goods)
  • Separate Items based on customer location:
    • Domestic: Margin scheme sales within your country
    • EU: Margin scheme sales to other EU countries
    • Export/Other: Margin scheme sales outside the EU
  • VAT rates typically set to 0% under margin scheme

Shipping Line Items

  • Shipping and delivery costs
  • Single Item that applies to all regions
  • Set appropriate VAT rate (usually same as standard rate)

Handling Fees Line Items

  • Processing and handling costs
  • Single Item that applies to all regions
  • Set appropriate VAT rate (usually same as standard rate)

Line Item Descriptions

Each line item type has an optional description field. You can use 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"

Handling Fees Description:

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

Items Mapping

For each line item type and region, you'll map a Minimax Item:

Product Sales:

  • Domestic Product - For customers in your country
  • EU Product - For other EU customers
  • Export Product - For non-EU customers

Margin Scheme Sales:

  • Domestic Margin - For customers in your country
  • EU Margin - For other EU customers
  • Export Margin - For non-EU customers

Other Items:

  • Shipping Item - For shipping costs
  • Handling Fees Item - For processing fees

Configuration Tips

1. Create Items in Minimax First

  • Go to Minimax → Items/Products menu
  • Create Items for each category and region
  • Set appropriate VAT rates for each Item
  • Use clear, descriptive names

2. Use Consistent Naming

  • Example: "LEGO Parts - Domestic 22%", "Shipping"
  • Makes it easier to identify Items in BrickInvoice configuration
  • Helps with bookkeeping and reporting

3. Review VAT Settings

  • Ensure Items have correct VAT rates for your country's regulations
  • Standard rate: 22% for regular products (Slovenia), varies by country
  • Margin scheme: 0% for second-hand goods under margin scheme
  • Export: 0% for sales outside the EU

Invoice Features

Automatic Invoice Creation

When orders are synchronized:

  1. Customer Sync: Customer data is created or updated in Minimax
  2. Invoice Generation: Invoice is created with proper line item structure
  3. Invoice Finalization (optional): Invoice can be automatically finalized

Invoice Number Format

Minimax invoices use a year-based numbering format:

  • Format: Year-InvoiceNumber (e.g., "2026-13")
  • The invoice number is assigned by Minimax based on your numbering sequence
  • BrickInvoice syncs this number back for your records

Customer Management

BrickInvoice automatically manages customers in your Minimax system:

  • Customer Creation: New customers are automatically created based on order data
  • Customer Updates: Existing customer information is updated when needed
  • Customer Search: System searches by customer code (based on username and platform)
  • Address Management: Billing addresses are created with proper country codes
  • Contact Sync (optional): Buyer email addresses can be synced to customer contacts

Invoice URLs

BrickInvoice automatically generates direct links to view invoices in your Minimax interface. These URLs allow you to quickly navigate to the invoice for review or further processing.

Troubleshooting

Connection Issues

"Failed to Connect to Minimax"

  • Invalid credentials: Verify your username, password, and organisation ID are correct
  • Wrong credentials type: Make sure you're using external application credentials, not your regular Minimax login
  • Network issues: Verify your internet connection and Minimax service status

"Authentication Failed"

  • Credentials expired: External application credentials may need to be regenerated
  • Account suspended: Verify your Minimax subscription is active
  • Wrong organisation: Ensure the Organisation ID matches your account

Configuration Issues

"Items Not Loading"

  • Check connection: Verify Minimax is still connected
  • Empty items: Check that you have created Items in Minimax
  • Refresh: Try refreshing the configuration page

"Templates Not Loading"

  • Check templates: Verify you have invoice and delivery note templates in Minimax
  • Template type: Ensure templates are of the correct type (IR for invoices, DO for delivery notes)

"Invoice Creation Failed"

  • Missing Items: Verify all required Items are configured
  • Invalid VAT: Selected Item may have invalid or expired VAT rate
  • Item settings: Verify Items have correct VAT rates in Minimax
  • Customer data: Ensure order has complete customer information

Disconnecting Minimax

To disconnect Minimax:

  1. Navigate to: /home/accounting/connect
  2. Click "Disconnect" button
  3. Confirm the disconnection
  4. Connection credentials are removed from BrickInvoice

Note: Existing invoices in Minimax are not affected by disconnecting. You can reconnect at any time with the same or new credentials.

Best Practices

VAT Configuration for Slovenian Businesses

Standard Setup:

  • Domestic (Slovenia): 22% standard VAT rate (DDV)
  • EU Sales: 22% standard VAT rate (or reverse charge depending on B2B status)
  • Export Sales: 0% (no VAT for non-EU sales)
  • Margin Scheme: 0% (special treatment for second-hand goods)

Items Organization

Recommended Items Structure:

Items in Minimax:
├── LEGO Parts - Domestic (22% VAT)
├── LEGO Parts - EU (22% VAT)
├── LEGO Parts - Export (0% VAT)
├── Margin - Domestic (0% Margin)
├── Margin - EU (0% Margin)
├── Margin - Export (0% Margin)
├── Shipping (22% VAT)
└── Handling Fees (22% VAT)

Document Reference Best Practices

Use meaningful document references to easily identify orders:

  • Standard: {source} order {order_number}
  • Detailed: {source} #{order_number} ({payment_method})

Next Steps

After configuring Minimax:

  1. Test integration - Process a few orders as draft invoices
  2. Verify invoices - Check that invoices are created correctly in Minimax
  3. Review VAT treatment - Ensure VAT rates are applied correctly based on customer location
  4. Set up automation - Configure automated invoice generation schedules

Support

If you encounter issues with the Minimax integration, please use the contact form to reach out to us.