Send invoices from Recras to Moneybird

Guide to setting up Zapier to automatically get invoices from Recras into Moneybird.

Send invoices from Recras to Moneybird

 

Many Recras members have the need to automatically export invoices from Recras to their accounting software. Recras does not interface directly with such packages, but Zapier can do this for you. This process is handled in a so-called "Zap.

Zapier connects Web services to each other according to the "If This, Than That" principle (IFTTT). Zapier ensures that an event (Trigger) in one Web service results in an automatic response (Action) in another Web service.

Table of contents

  1. How does the Recras-Moneybird linkage work?
  2. What do I need for this?
  3. How do I set up the clutch?
  4. Setting up Recras-Moneybird coupling
    1. Zapier trigger setting
    2. Generate code for revenue category
    3. Adding an invoice in Moneybird
    4. Invoice in Moneyboard on final

How does this work?

For invoices in Recras, it works as follows:

  • There is a new final bill in Recras.
  • This forms the "Trigger" for the Zap in Zapier.
  • The "Action" then creates an invoice in Moneybird.
  • In the Zap, you can determine which categories the invoice should go into.

Important to be aware of

You can only register on one category per VAT rate in Moneybird. If you want to know at any time how much of your turnover is in certain products or product groups, you can easily retrieve this from the Recras statistics. All invoices are collected under one contact called "Recras Invoices" in Moneybird. The Zap cannot create new contacts.

What do I need for this?

  • A Zapier for Work account
  • A Recras account
  • A Moneybird account

How do I set up the Recras - Moneybird Zap?

  1. Create an API key in Recras
  2. Go to the support documentation if you are logged into Recras.
  3. Go to the profile button at the top right and then click on support.
  4. Then search for "api keys" and follow the steps to create the api key.
  5. After you create the API key, you can set up the zap in Zapier

 

Check Tax Rates in Recras

Make sure that the VAT rates you set under step 2 also appear in your Recras. You can check this in your Recras via 'settings' -> 'Other settings' -> 'VAT percentages'. Steps to follow in Zapier:

  1. Log in to Zapier.
  2. Go to "My apps"
  3. Add connection to "Recras"
  4. Add connection to "Moneybird"
  5. Go to "Zaps"

Create or create a Zap

Step 1 - Set trigger event

  1. Choose App: Recras
  2. Choose Trigger Events: Invoice Sent
  3. Select the appropriate Recras account (you can link several Recras accounts to Zapier).
  4. Select Company.

The Zap is activated by new invoices in Recras from this internal company (if you work with multiple companies, you will have to create a zap for each internal company).

Step 2 - Generate code so Zapier knows which category in Moneybird the revenue should be posted to.

The code ensures that total amounts by VAT percentage are posted to the correct category in Moneybird.

Be sure to perform this step accurately.

  1. Add another step via "+"
  2. Type "Code by Zapier" and select it
  3. Choose Action Events: "Execute Javascript"
  4. Continue

Please fill in the information below:

Kopieer het volgende naar code: output = {taxTotal: [inputData.tax_total_0, inputData.tax_total_9, inputData.tax_total_21], omschrijving: [‘Totaal 0’, ‘Totaal 9’, ‘Totaal 21’], tax_ledgers: [‘XXXXXXX’ , ‘XXXXXXX’, ‘XXXXXXX’], categorie_ledgers: [‘XXXXXXX’, ‘XXXXXXX’, ‘XXXXXXXXX’] };

Example:


Enter the general ledger codes in the place XXXXXXX. You need to look up the codes in the ledgers in Moneybird.
For VAT rates, go to Administration Settings → VAT and open the relevant VAT rates in the Sales Invoice section. In the URL bar, you will now see the General Ledger number.

 

For general ledger categories, go to Administration settings → categories and open the appropriate category to which revenue should be posted.

Most conveniently, you have the following categories in Moneybird:

  • Turnover 0%
  • Turnover 9%
  • Turnover 21%

In the In the URL bar, you will now see the General Ledger number.

After this step, it looks like this:

Send test

Step 3 - Add invoice in Moneybird

  1. Via "+" you can add another step
  2. Choose app: "Moneybird"
  3. Choose Action Event: "Create Sales Invoice"
  4. Choose account: select the appropriate account
  5. Please fill in all the fields below, fields not listed can be left blank
  • Contact ID → Select the contact to which all invoices should be sent. The best way to do this is to create a contact 'Recras-Invoices' or something similar in Moneybird.
  • Reference: from step "1 Invoice sent in Recras," select the invoice number
  • Invoice date: Select date from step "1 Invoice sent in Recras".
  • Prices include tax: where
  • Under "Attributes Details," enter the following:

Now the Zap is capable of putting invoices into Moneybird. But ... now the invoices are in Draft.

For that reason, one more step is needed to get the invoices finalized.

Step 4 - Set Invoice in Moneybird to final

  1. Choose app: "Moneybird"
  2. Choose Action Event: "Send sales invoice"
  3. Choose account: select the appropriate account
  4. Click 'Continue'
  5. Fill in the fields below:

6. Continue

7. Send test

If all goes well, an invoice has now been created in Moneybird. Turn on the Zap and from now on all invoices will automatically appear in Moneybird.