Billy's Billing integration

Shoporama can be integrated with Billy's Billing so that your orders are automatically transferred to your accounting system. Products are synchronized, customers are created, and payments can be posted automatically—without any manual entry.

Setup

1. Go to Integrations → Accounting System in the admin panel
2. Select Billy's Billing as the provider
3. Enter your API key from Billy's Billing
4. Select the account where your products should be created (typically "Sales")
5. Select a shipping product —first create a product called "Shipping" in Billy
6. Select a discount product — used to post discounts and gift cards
7. If you sell items with 0% VAT, also select “Product for shipping with 0% VAT ” and “Product for discount with 0% VAT.” First, create these two products in Billy in an account without VAT. See the section on items with 0% VAT below
8. Save the settings

When are orders transferred?

You can choose when orders should be transferred to Billy:

• When the order is paid — The order is transferred as soon as the payment is registered
• When the order is shipped — The order is transferred only after it is marked as shipped

What is transferred?

When an order is transferred to Billy, the following information is automatically created:

• Contact — The customer’s name, address, email, and phone number. Business customers are created with their CVR/EAN number
• Invoice — Including all order lines, item numbers, quantities, and prices
• Shipping line — Shipping costs are added as a separate line
• Discount lines — Promotional discounts and gift cards are recorded as separate lines

Orders with items at 0% VAT

If an order contains items with 0% VAT—such as newspapers or items in the “VAT-Exempt” category—Shoporama allocates shipping, discounts, and points based on the items’ respective VAT rates, so that each rate receives its share. If a customer buys a newspaper at 0% and a cup at 25%, the shipping cost will therefore be subject to 0% VAT on one portion and 25% VAT on the other. Read more about the rates in VAT Categories.

On the invoice in Billy, shipping and discounts are then listed with one line per rate. The portion subject to VAT is posted to your standard shipping and discount product, and the 0% portion is posted to the two products you select in the fields:

• Product for shipping with 0% VAT
• Product for discount with 0% VAT

Both products must be in a non-VAT account in Billy. The same applies to the actual items with 0% VAT. Shoporama creates your items in the account you selected during setup (Account where your products should be created), so move them in Billy to a non-VAT account. If you haven’t selected the two 0% products, shipping and discounts will be posted as before to your regular products, and you’ll receive a message in the admin panel prompting you to select them. Orders where all items have the country’s standard VAT rate will be processed as usual.

Billy only separates the 0% portion. Shipping and discounts with a different reduced rate—for example, 6% on an order to Sweden—are posted to your regular shipping and discount products using the VAT rate assigned to them in Billy. Consult with your accountant on how to handle this.

Automatic Posting of Payments

You can enable automatic posting of payments. When this feature is turned on, payments are automatically posted in Billy once the order is paid. You choose which account the payments should be posted to (e.g., your bank account).

Product synchronization

Shoporama automatically syncs your products to Billy’s Billing with the item number, price, and currency. Synchronization occurs continuously in the background, so new products are always available when orders are transferred.

Credit Notes

When you create a return or credit memo in Shoporama, it is automatically transferred to Billy as a credit memo linked to the original invoice.

Order prefix

You can add a prefix to the order numbers transferred to Billy. This is useful if you have multiple sales channels and want to distinguish between orders in your accounting.