Shopify → Moneybird connector

From order to invoice

One order, one invoice

On the left the order as Shopify finishes it. On the right the sales invoice as Moneybird receives it: line by line, shipping on its own line, the right VAT rate per line and the payment already registered.

Shopify Order #1042 Paid

Customer Marieke de Vries marieke@example.com · Netherlands

Items

Ceramic mug, matte black 2 x 14.95 €29.90 21%
Coffee beans, 1 kg 1 x 24.50 €24.50 9%
Shipping, PostNL Standard NL €4.95 21%

Total, incl. VAT €59.35

Paid by iDEAL

Moneybird Sales invoice 2026-0184 Booked

Contact Marieke de Vries Matched on email

Reference Shopify #1042

Lines, excl. VAT

Ceramic mug, matte black 8000 Revenue, standard €24.71 21%
Coffee beans, 1 kg 8010 Revenue, reduced €22.48 9%
Shipping, PostNL 8100 Shipping charged €4.09 21%

Subtotal €51.28

VAT 21% €6.05

VAT 9% €2.02

Total €59.35

Payment registered €59.35

Shipping sits on its own line, not hidden in the order total.
Two rates in one order stay two rates on the invoice.
The invoice is not left open: the payment is already on it.

Every order you process already holds everything the invoice needs: the lines, the amounts, the rates and the customer. Retyping it takes no judgement at all, only time. Schakel takes the part without judgement, and leaves you the bookkeeping underneath it.

Before and after

What your month looks like

Task	By hand	With Schakel
Entering invoices	Retyped per order	Created with the order
Crediting refunds	By hand, afterwards	Credit note for the refunded amount
Ticking off payments	Matched line by line	Already on the invoice
VAT per country	Worked out per order	The right rate, per line
Keeping contacts tidy	Clearing out duplicates	Matched on email, else created
Month-end	Catch up first, then close	The month is already current

What ends up in Moneybird

Not a monthly total. Each order arrives as its own document, on the ledger accounts you chose.

Sales invoices: Every paid Shopify order becomes a sales invoice with a line per product, in the order the customer put them in the basket. The order number goes in the reference, so you can get from the invoice back to the order and the other way round.
The contact: The customer is looked up in Moneybird before anything is created. If the contact is already there it is reused, so your relations list does not fill up with duplicates. If it is not, Schakel creates it from the address on the order.
Shipping as its own line: Shipping gets its own line on its own ledger account, at its own VAT rate. It does not disappear into the order total, so at the end of the year you can see what you charged for shipping.
VAT per line: Standard, reduced and 0% are set per line, not once over the whole invoice. An order with a book and a candle in it comes out with two rates, which is what it should do.
The payment: The invoice is registered as paid on the ledger account you point at. No row of invoices sits there open in Moneybird while the money has long since arrived.
Credit notes: A refund in Shopify becomes a credit note in Moneybird for the amount that actually went back. A partial refund credits only that part.
Sales inside the EU: Selling across the border is booked at the right rate, so your return does not have to be corrected line by line afterwards.
The log: Every run is in the log: which orders were booked, which were skipped and why. If something goes wrong you see it in the log, not months later in a gap in your revenue.

Your settings

What you set yourself

A bookkeeping link that decides everything for you is a link you end up correcting. These are yours to choose, and they stay chosen.

The revenue ledger

Per VAT rate you point at the account the revenue lands on. If you keep standard and reduced apart in your books, they stay apart here.
The shipping ledger

Shipping gets its own account, separate from product revenue, so it never has to be split out again later.
The VAT rates

You map the rates from your shop onto the rates in your Moneybird administration. Or you let Schakel follow the VAT the shop already put on the order.
The invoice reference

You decide how the reference is built, the Shopify order number with a fixed prefix for instance, so your invoices stay searchable.
The workflow

You pick the Moneybird workflow the invoice is created with, so it either waits as a draft or is final straight away.
The document style

The invoice takes the document style you set up in Moneybird yourself, so what a customer sees is still your own.
How far back to go

When you connect, you choose how many months of history come along. Switching mid-year does not mean walking through those months by hand.

Refunds

What happens when money goes back

This is the part that most often goes wrong by hand. A refund gets forgotten, or the whole order is credited while a single item came back. Both cost you a correction later.

In Shopify €14.95
You refund one of the two mugs. The rest of the order stays as it was.
In Moneybird €14.95
A credit note for 12.36 plus 2.59 VAT at 21%, the rate that line carried.
What does not happen €59.35
The original invoice is not edited and not deleted. The credit note sits next to it.

A partial refund credits only the part that was refunded, including the VAT that went over it.
A full refund credits the whole invoice, shipping included if you refunded that too.
A cancelled order that was already invoiced is handled the same way, with a credit note rather than a deletion.

Getting started

How you begin

01

Connect Shopify

You create a Schakel account and give it access to your orders and refunds. Nothing sits in your checkout, Schakel only reads what has already sold.
02

Authorise Moneybird

You sign in at Moneybird and grant access there. Your password is never asked for or stored, and you can withdraw the access again at any time.
03

Pick your administration

If you keep more than one administration, you choose which one the invoices land in. The ledger accounts and rates you see next come from that administration.
04

Set your defaults

Ledger accounts, VAT rates, the invoice reference, the workflow, the document style, and how many months of history to bring in.
05

Let the first run go

The first run books the history you chose. After that it keeps pace on its own schedule, and the log tells you what each run booked.

Set this up See the plans

Your connections are stored encrypted, and your Shopify and Moneybird passwords are never asked for or held. Access can be withdrawn from either side at any time.

What you need

A Shopify store on a paid plan
A Moneybird administration you administer
VAT rates and ledger accounts configured in Moneybird

Not sure how to get those keys? Step by step:

Shopify Moneybird

Where it runs

On app.schakel.app, with your own Schakel account. No webshop required.

Free to start

Then from €10 a month billed yearly, or stay on free. See the tiers

Set this up

Another pair

Connect a different pair

Shopify and Moneybird is one of many. Pick two systems and see what travels between them.

Common questions

Do my customers receive the invoice?

Only if you turn that on. By default Schakel creates the invoice without sending it.

Does this handle B2B and reverse-charge VAT?

Yes. Based on Shopify tags or sales channel you can apply different invoice rules, including reverse charge.

What happens on a partial refund?

You get a credit note for exactly the refunded amount, not for the whole order.

Can you connect Shopify to Moneybird?

Yes. Schakel connects through the official APIs of Shopify and Moneybird, so you install nothing on your own server and nothing travels outside those two parties.

Which VAT rate do my sales get in Moneybird?

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 Moneybird?

Yes. Commission, shipping and other fee types each land on their own ledger account in Moneybird, 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 Moneybird matches what was actually settled and you correct nothing by hand.

What does connecting Shopify and Moneybird cost?

You start free and only pay once the connector is really running. After that the same tiers apply as for any other connector, based on how much runs through it each month.

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