Orders as sales entries
Every Shopify order becomes a sales entry in e-Boekhouden.nl, with a line per product, shipping on its own line and the order number as the description, so you can trace any entry back to the order it came from.
KPL-0004
Turn Shopify orders into e-Boekhouden invoices automatically.
For every Shopify order, Schakel creates a sales invoice in e-Boekhouden.nl, posted straight to the ledger accounts you choose, with the right VAT code on every line.
InvoicesRelationsCredit notesPaymentsVAT
Set this up Free to start · 30 days unlimited
e-Boekhouden.nl is the cheap way to keep books, and the price is paid in typing. Every order has to be entered as a sales entry, with a ledger account and a VAT code chosen per line, and a relation that must not already exist under a slightly different name. A busy Saturday in the shop is an hour at the keyboard on Sunday. Budget bookkeeping should stay budget without that hour.
The booking slip
A Shopify order, written out as a sales entry
e-Boekhouden.nl does not want an invoice, it wants a sales entry: a relation, a description, and per line a ledger account, a VAT code and an amount. Schakel fills that slip in from the order and posts it. The lines below are what a three item order looks like once it has arrived.
Shopify order #1029
- Coffee beans 1 kg 2 × € 18.00
- French press 1 × € 42.00
- Shipping Standard
e-Boekhouden.nl sales entry
| Ledger account | VAT code | Amount |
|---|---|---|
| Webshop revenue | your standard code 21% | € 42.00 |
| Webshop revenue | your reduced code 9% | € 36.00 |
| Shipping charged | your standard code 21% | € 5.95 |
- Excluding VAT
- € 83.95
- VAT
- € 13.31
- Booked
- € 97.26
The code column is the point. Which code stands for standard, reduced, zero or reverse charge differs per administration, so you point at your own once during setup and Schakel uses those and nothing else. It never guesses a code that might not exist in your books.
Four codes, once
You point at four codes, Schakel picks between them
Everything a webshop can run into fits into four situations. You assign a code from your own administration to each of them, and after that the choice per line is made from the order itself.
- Standard rate Chosen by The rate Shopify put on the line
- Reduced rate Chosen by The rate Shopify put on the line
- Zero rate Chosen by Sales outside the EU
- Reverse charge Chosen by A business order, recognised by its order tag
Selling into other EU countries through Shopify Markets? The line is booked at the destination country rate, which is what your OSS return needs. Business orders stay apart because you steer on an order tag, so nothing depends on us guessing what a company name looks like.
In your administration
What arrives in e-Boekhouden.nl
In its own vocabulary, not in ours: mutaties, grootboekrekeningen, BTW-codes and relaties.
A VAT code per line
Standard, reduced and zero get the code you assigned, the way e-Boekhouden.nl uses them for your return. Selling to another EU country through Shopify Markets books the line at the destination country rate.
Relations kept tidy
Customers are looked up as a relation by email and reused on the next order, so your relation list does not fill up with the same person four times. Business customers can be recognised by name or VAT number.
Refunds booked back
A refund in Shopify is booked back for the amount actually refunded, so a partial return does not need a correction entry of your own.
B2B reverse charge
A business order with a valid VAT number, recognisable by its order tag, gets the reverse charge code instead of a rate, which is what keeps your intra EU sales defensible.
Several stores, one administration
More than one Shopify store can feed the same e-Boekhouden.nl administration, each with its own ledger accounts if you want to keep the revenue apart.
Before and after
What Sunday looks like
| Task | By hand | With Schakel |
|---|---|---|
| Getting orders into your books | Typed over per order | Posted as a sales entry |
| Choosing the VAT code | Looked up per line | From the four codes you assigned |
| Shipping charged on | Folded into revenue | Its own ledger account |
| The relation list | Fills up with duplicates | Reused, looked up by email |
| A partial refund | A correction entry by hand | Booked back for the amount refunded |
| A business order with a VAT number | Spotted afterwards, if at all | Reverse charge code, on its order tag |
| Selling into another EU country | Sorted out at the return | Destination country rate on the line |
How you start
Four steps, then it runs
Nothing is posted for real until you have seen the first entries and agreed with them.
- 01
Connect Shopify
You install Schakel on your store and grant access to your orders and refunds. Nothing sits in your checkout: Schakel only reads what has already sold.
- 02
Grant access to e-Boekhouden.nl
You connect Schakel to your administration through the link e-Boekhouden offers for it. Your password is never asked for or stored, and one set of credentials reaches one administration.
- 03
Assign ledgers and codes
You point at the ledger account for revenue, a separate one for shipping, and the four VAT codes from your own administration. To keep business orders apart, you name the order tag you steer on.
- 04
Check the first entries, then let it run
You see the first entries in an overview before they are final. Once the codes and the accounts look right, new orders and refunds follow along and every posting shows up in the log.
Ready to stop entering Shopify orders one at a time?
Connect the store, connect the administration, point at your codes. That is the whole setup.
Your credentials are stored encrypted and your e-Boekhouden.nl password is never asked for or held. Access can be revoked from either side at any time.
What you need
- A Shopify store on a paid plan
- An e-Boekhouden.nl account you administer
- A revenue account and a debtors account in your chart of accounts
Not sure how to get those keys? Step by step:
Where it runs
On app.schakel.app, with your own Schakel account. No webshop required.
Another pair
Connect a different pair
Shopify and e-Boekhouden.nl is one of many. Pick two systems and see what travels between them.
Common questions
Do my customers receive the invoice?
No. Schakel creates and posts the invoice but does not email it to your customer. Shopify already sends its own order confirmation.
Can the same order be posted twice?
No. Every invoice carries a fixed reference, and e-Boekhouden refuses a second posting with that same reference. So even if something goes wrong on our side, an order cannot end up in your books twice.
Does this handle sales inside and outside the EU?
Yes. An EU consumer gets the distance-sales code, a business customer with a VAT number gets the reverse-charge code, and a sale outside the EU gets the export code.
Can I still post older orders?
Yes. You set a start date in the past and Schakel fetches that period after all, a week at a time.
Can you connect Shopify to e-Boekhouden.nl?
Yes. Schakel connects through the official APIs of Shopify and e-Boekhouden.nl, so you install nothing on your own server and nothing travels outside those two parties.
Which VAT rate do my sales get in e-Boekhouden.nl?
The rate is set per line: 21%, 9% or 0%. Sales to Belgium and other EU countries get the rate of the destination country, ready for your OSS return.
Are commission and fees booked separately in e-Boekhouden.nl?
Yes. Commission, shipping and other fee types each land on their own ledger account in e-Boekhouden.nl, rather than in one lump sum, so your margin stays readable.
What happens on a refund or partial cancellation in Shopify?
It comes across, so e-Boekhouden.nl matches what was actually settled and you correct nothing by hand.