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Configure Your Settings

Learn how to configure your account settings, business information, and tax preferences for optimal order processing and accounting integration.

Before connecting your stores and accounting software, it's essential to configure your account settings properly. This ensures accurate tax calculations, proper order processing, and compliance with local regulations.

Table of Contents

Accessing Your Settings

Navigate to your settings page from the main navigation menu or visit /home/settings directly. The settings are organized into four main tabs:

  • Profile & Account - Basic account management
  • Tax & Business - Business location and tax settings
  • Margin Scheme - EU-specific margin scheme settings
  • Order Sync - Configure which orders to synchronize

Profile and Account Settings

Basic Profile Information

  • Profile Picture: Upload a profile image for your account
  • Display Name: Update your name as it appears in the system
  • Email Address: Change your contact email (requires verification)

Security Settings

  • Password: Update your password (if using email/password authentication)
  • Multi-Factor Authentication (MFA): Enable additional security with TOTP authentication

Danger Zone

  • Delete Account: Permanently remove your account

Tax and Business Configuration

This section is crucial for proper order processing and tax calculations.

Location Settings

Country Selection

  • Required: Select your business country from the dropdown
  • Impact: Determines available tax features and regulations
  • EU vs Non-EU: Affects which settings are available

VAT Configuration

VAT Registration

  • Checkbox: "My business is VAT-registered" — indicate whether your business is registered for VAT
  • Default: Enabled (VAT is calculated)

When to enable (checked)

Enable this if your business is VAT-registered. This is the default and most common setting. When enabled:

  • VAT is calculated on all your orders based on your country, the buyer's country, and the applicable VAT rates
  • Invoices sent to your accounting software include VAT amounts and rates
  • Amounts are split into gross (incl. VAT) and net (excl. VAT) on your orders

When to disable (unchecked)

Disable this if your business is not VAT-registered or if you have a small business VAT exemption. When disabled:

  • No VAT is calculated — all VAT rates are set to 0%
  • Invoices are sent to your accounting software without VAT (net = gross)
  • This is the correct setting if you are not required to charge or report VAT

Not sure?

If you're unsure whether you need to charge VAT, check with your local tax authority or accountant. In most EU countries, businesses below a certain revenue threshold can apply for a small business exemption that removes the obligation to charge VAT.

IOSS - Import One-Stop Shop for EU

This setting is only visible if your business is located in an EU country and VAT registration is enabled.

What is IOSS?

IOSS (Import One-Stop Shop) is an EU VAT scheme that changes how VAT is calculated on cross-border sales within the EU. Under IOSS, you charge VAT at the rate of the buyer's country instead of your own country's rate.

When to enable

Enable IOSS if you are registered for the Import One-Stop Shop scheme. When enabled:

  • Cross-border EU orders use the VAT rate of the buyer's country (destination principle)
  • Domestic orders (same country) continue to use your own country's VAT rate
  • Non-EU orders remain at 0% VAT as before

When to disable

Keep IOSS disabled if you are not registered for IOSS. When disabled:

  • Cross-border EU orders use your own country's VAT rate (origin principle) — this is the default behavior

Example

If your business is in the Netherlands (21% VAT) and you sell to a customer in Germany (19% VAT):

  • With IOSS: 19% VAT is applied (German rate)
  • Without IOSS: 21% VAT is applied (Dutch rate)

Order Synchronization

Processed Orders Cutoff Date

  • Purpose: Determines how far back to sync orders
  • Range: 7 days ago to today
  • Impact: Affects initial data synchronization with accounting software

Margin Scheme Settings for EU

This section only appears if you've selected an EU country and is essential for second-hand goods sellers.

What is Margin Scheme?

The margin scheme is a special VAT arrangement for second-hand goods, like works of art, collectors' items, and antiques. But also used Lego®. Instead of charging VAT on the full selling price, you only pay VAT on your profit margin.

Margin Scheme Usage Options

None (Standard VAT)

  • Default option: All products use standard VAT rates
  • Use when: All your products are new or you prefer standard VAT
  • Calculation: VAT applied to full selling price

Full Margin Scheme

  • All products: Every product in your inventory uses margin scheme
  • Use when: Your entire business deals with second-hand goods
  • Calculation: No VAT applied on your products

Partial Margin Scheme

  • Mixed inventory: Some products use margin scheme, others standard VAT
  • Use when: You sell both new and second-hand goods
  • Requires: Product identification configuration

Product Identification (Partial Usage Only)

When using partial margin scheme, you need to identify which products qualify:

Identification Method

  • Direct: Identify products that DO use margin scheme
  • Reverse: Identify products that DON'T use margin scheme (easier if most products qualify)

Pattern Configuration

Configure how the system identifies qualifying products:

  • Pattern Type:

    • Prefix: Remark or personal note starting with specific text
    • Contains: Remark or personal note containing specific text
    • Suffix: Remark or personal note ending with specific text

  • Pattern Text: The actual text to match against

Examples

  • Prefix "USED-": Products like "USED-Set1234" qualify for margin scheme
  • Contains "MARGIN": Products like "MARGIN PART" qualify
  • Suffix "-U": Products like "D0123-U" qualify

B2B VAT Exempt

This section appears in the Order Sync tab and allows you to configure automatic detection of B2B (business-to-business) orders that qualify for VAT reverse charge.

What is B2B VAT Exempt?

When selling to VAT-registered businesses in the EU, the reverse charge mechanism may apply. Under reverse charge, you do not charge VAT — instead the buyer accounts for it in their own country. BrickInvoice can automatically detect these orders and set all VAT rates to 0%.

Enable B2B VAT Exempt

Toggle "Enable B2B VAT Exempt" on to activate automatic B2B detection. When enabled:

  • Detected B2B orders are synced with all VAT rates set to 0%
  • A dedicated B2B product/tax code (if configured) is used in your accounting integration instead of the standard ones

When disabled, all orders are processed with standard VAT rules regardless of buyer type.

Configure how BrickInvoice identifies B2B orders from BrickLink:

Shipping method keyword:

  • Enter a word or phrase that appears in the shipping method name of B2B orders
  • You only need to enter part of the name — a partial match is sufficient
  • BrickInvoice checks whether the shipping method name on the BrickLink order contains this keyword
  • The check is not case-sensitive
  • Example: enter Business to match any shipping method whose name contains the word "Business"
  • Leave empty to disable BrickLink B2B detection

BrickOwl Detection

Configure how BrickInvoice identifies B2B orders from BrickOwl. Two detection methods are available:

Detection Method: Shipping method name

  • BrickInvoice checks whether the shipping method name on the BrickOwl order contains the keyword you enter
  • You only need to enter part of the name — a partial match is sufficient
  • The check is not case-sensitive
  • Example: enter Business if B2B customers choose a method containing "Business"
  • Leave the keyword empty to disable this detection method

Detection Method: Buyer VAT number

  • BrickInvoice detects B2B orders based on the presence of a VAT number in the order
  • When a buyer provides their VAT number during checkout, the order is automatically flagged as B2B exempt
  • No additional keyword is required for this method
  • This is the most reliable method when buyers consistently enter their VAT number

How It Works During Sync

When an order is synced from BrickLink or BrickOwl:

  1. BrickInvoice checks the configured detection criteria
  2. If the order matches, all VAT rates are set to 0% (reverse charge)
  3. When the order is sent to your accounting software, the B2B-specific product or tax code is used (if you configured one in your accounting settings)

Accounting Configuration

After enabling B2B VAT Exempt here, you should also configure a dedicated B2B product or tax code in your accounting integration settings. Depending on your accounting software, an additional field or dropdown will appear for each line item type (products, margin, shipping, handling fees). Make sure to configure these before syncing B2B orders to avoid sync errors.

Order Sync Filters

This section allows you to configure which orders are synchronized from your stores based on the buyer's location. This is useful if you only want to process orders from specific regions.

Available Filters

Domestic Orders

  • Description: Orders where the buyer is located in the same country as your business
  • Default: Enabled
  • Use case: Disable if you want to exclude local orders from synchronization

EU Orders (EU sellers only)

  • Description: Orders from other EU countries
  • Visibility: Only visible if your business is located in an EU country
  • Default: Enabled
  • Use case: Disable if you don't want to process cross-border EU orders

Export Orders

  • Description: International orders from outside your country (or outside the EU for EU sellers)
  • Default: Enabled
  • Use case: Disable if you only want to process domestic or EU orders

How Filtering Works

  • New orders only: Filters apply to newly synchronized orders. Existing orders are not affected when you change filter settings.
  • Visible but excluded: Filtered orders are still visible in your order list but marked as "excluded from sync"
  • Manual override: You can manually include individual excluded orders if needed

Important Notes

  • You must configure your country in the Tax & Business tab before using order sync filters
  • Filter changes do not retroactively affect orders already in the system
  • If you later re-enable a filter, previously filtered orders remain excluded until manually included

Configuration Tips

Getting Started

  1. Start with Profile: Set up basic account information first
  2. Configure Location: Your country selection affects all other settings
  3. Set VAT Status: This impacts how orders are processed
  4. Review Margin Scheme: Only configure if you deal with second-hand goods
  5. Configure B2B VAT Exempt: Enable if you sell to other VAT-registered businesses
  6. Set Order Filters: Configure which order types to synchronize

Common Configurations

New seller (Non-EU)

  • Country: Your business location
  • VAT Applicable: Based on local registration
  • Margin Scheme: None (not applicable)

EU Second-Hand seller

  • Country: Your EU country
  • VAT Applicable: Yes
  • IOSS: Enable if registered for IOSS
  • Margin Scheme: Full or Partial (based on inventory)

Mixed Inventory seller

  • Country: Your location
  • VAT Applicable: Yes
  • Margin Scheme: Partial
  • Product Identification: Configure pattern matching

Export-excluded seller

  • Country: Your location
  • VAT Applicable: Yes
  • Order Sync: Domestic and EU only (Export disabled)

Validation and Errors

Required Fields

  • Country: Must be selected before proceeding
  • Cutoff Date: Must be within allowed range

Common Issues

  • Date Range: Cutoff date must be between 7 days ago and today
  • Pattern Conflicts: Ensure pattern matching doesn't create conflicts

Impact on Other Features

Store Connections

  • Location settings affect available tax calculations
  • Margin scheme settings determine product processing

Accounting Integration

  • All settings are used for proper invoice generation
  • Tax settings ensure compliance with local regulations

Order Processing

  • Cutoff date affects initial synchronization
  • VAT settings impact price calculations
  • Order sync filters determine which orders are processed

Security Considerations

  • All settings are encrypted in transit and at rest
  • Changes are logged for audit purposes

Next Steps

Once your settings are configured:

  1. Verify settings: Review all configurations before proceeding
  2. Connect stores: Link your BrickLink and BrickOwl accounts
  3. Set up accounting: Connect your accounting software
  4. Test integration: Manual sync an order before starting the sync schedule

Need help with specific settings? Check the tooltips and help text throughout the settings interface, or refer to the Getting Started guide for the complete setup process.