Accounting Integration

The accounting integration ensures that your orders from online stores are automatically synchronized with your accounting software. This saves time and prevents errors from manual data entry.

How does it work?

The integration works in three steps:

1. Customer Data Synchronization

First, customer data from your order is sent to the accounting software. If the customer doesn't exist yet, they are automatically created. Existing customers are updated if necessary. BrickInvoice uses the BrickLink/Brick Owl username as reference for each of your customers. Based on the reference, BrickInvoice knows if it's in an existing or new customer.

2. Invoice Creation

Next, an invoice is created in your accounting software. The invoice is structured with separate line items for optimal clarity:

• Margin Goods Line Item: Products subject to margin scheme (if applicable)
• VAT Goods Line Item: Products with standard VAT (if applicable)
• Handling fees Line Item: Handling fees with standard VAT (if applicable)
• Shipping Line Item: Shipping costs with appropriate VAT (if applicable)
• Customer information and proper VAT calculations based on your settings

General Ledger Account Mapping: Each Margin/VAT goods line item can be mapped to different general ledger accounts based on the transaction type:

• Domestic Sales: For sales within your country
• EU Sales: For sales to other EU countries (only visible for EU-based sellers)
• Export Sales: For sales outside the EU/your country

You can use the same ledger for different line items. This location-based account mapping ensures your revenue goes into the right categories and makes your accounting simpler. If you need to set up revenue distribution differently, please get in touch with us.

3. Payment Registration (Optional)

For supported accounting integrations, BrickInvoice can automatically register payments against invoices when the order is synced:

Supported Payment Methods:

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

Configuration:

• Enable payment registration per payment method (Stripe/PayPal)
• Configure financial accounts per marketplace (BrickLink/BrickOwl)
• Payments are linked to invoices with clear references: Payment {source}_{order_number}

Note: Other payment methods (bank transfer, cash, etc.) are not automatically registered and need to be marked as paid manually in your accounting software.

4. PayPal Fee Sync (Optional)

When enabled, BrickInvoice automatically registers PayPal transaction fees as expenses in your accounting software:

Configuration:

• Enable PayPal fee sync in your accounting configuration
• Connect your PayPal account
• Configure financial and expense ledger accounts per marketplace
• Fees are automatically registered with reference: PayPal fee {source}_{order_number}

Benefits:

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

5. Status Update

After successful synchronization, the order is marked as "processed" and invoice details (such as invoice number and status) are stored for future reference.

Manual Synchronization

You can also manually synchronize orders through the system. This is useful for:

• Orders that failed automatically
• Testing your configuration
• One-time synchronization of specific orders

When you re-sync an order, BrickInvoice will recalculate the VAT and margin scheme for that order using your current configuration, without changing the original order data from BrickLink/Brick Owl.

Excluding Orders from Sync

Sometimes you may want to prevent specific orders from being synchronized to your accounting software. This is useful for:

• Cancelled orders: Orders that were placed but immediately cancelled
• Problematic orders: Orders with data issues that need manual handling

How to Exclude an Order

1. Go to your Orders page
2. Find the order you want to exclude
3. Click the Actions menu (⚙️) for that order
4. Select "Exclude from Sync"

The order will be visually marked (dimmed/greyed out) in the orders table to indicate it's excluded.

What Happens to Excluded Orders?

• Automatic sync: Excluded orders are skipped during scheduled synchronization
• Manual sync: You can still manually sync an excluded order if needed, but you'll receive a confirmation warning first
• Already processed orders: If you exclude an order that was already synced, the invoice remains in your accounting system and won't be automatically deleted

Re-including an Order

If you want to sync an excluded order later:

1. Click the Actions menu (⚙️) for the excluded order
2. Select "Include in Sync"
3. The order will be available for synchronization again

Error Handling

If something goes wrong during synchronization, you'll receive a notification with the reason for the error. Common causes include:

• Incorrect API settings
• Missing products in the accounting software
• Network issues

Supported Features by Integration

Not all accounting integrations support all features. For a complete feature comparison of all integrations, see the Feature Comparison page.

Trial Users

Trial users can synchronize up to 25 orders. After reaching this limit, an upgrade to a paid subscription is required to continue synchronizing.