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Moneybird

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

Moneybird is a professional accounting software with advanced features and comprehensive reporting capabilities. This guide covers both connecting your Moneybird account and configuring it for optimal order processing and financial management.

Before You Start

Prerequisites

What You'll Need

  • Bearer Token - Authentication token with appropriate permissions

Part 1: Connecting Moneybird

Step 1: Generate API Token

  1. Log into your Moneybird account
  2. Navigate to: Settings → API
  3. Click "Personal access tokens"
  4. Create a new token with appropriate permissions:
  5. Copy the generated token

Step 2: Configure Connection

  1. Navigate to: /home/accounting/connect
  2. Select "Moneybird" from the package dropdown
  3. Enter your Bearer token in the provided field
  4. Click "Connect to Moneybird" 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 Moneybird Settings

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

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 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

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

Payment Registration

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

Supported Payment Methods:

  • Stripe: Automatically registers Stripe payments
  • PayPal: Automatically registers PayPal payments (including "PayPal (Onsite)" from BrickLink)

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

Configuration Required:

  • Enable per Payment Method: Enable payment registration for Stripe and/or PayPal
  • Financial Account per Source: Configure which Moneybird financial account to use for payments
    • BrickLink: Select your PayPal or Stripe financial account for BrickLink payments
    • BrickOwl: Select your PayPal or Stripe financial account 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.

PayPal Fee Sync

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

Configuration Required:

  • Enable PayPal Fee Sync: Enable the fee sync feature
  • PayPal Connection: Active PayPal API credentials
  • Financial Account per Source: Which PayPal financial account the fee comes from
    • BrickLink: Select your PayPal financial account for BrickLink fees
    • BrickOwl: Select your PayPal financial account 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

Connection Issues

"Invalid Bearer Token"

  • Token format: Ensure token is copied without extra spaces
  • Expiration: Check token expiration date
  • Permissions: Verify token has required module access
  • Regenerate: Create new token with correct permissions

Configuration Issues

"Ledger Accounts Not Loading"

  • Check connection: Verify Moneybird is still connected
  • Administration: Ensure correct administration is selected
  • Permissions: Verify token has ledger account access
  • Refresh: Try refreshing the configuration page

Next Steps

After configuring Moneybird:

  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