Manual for setting up Zapier to automatically get invoices from Recras in Moneybird. By: Harrie Kerssies. 13-08-2018.

Many Recras members have the need to automatically export invoices from Recras to their accounting software program. Recras does not make a direct connection with such packages, but Zapier can do this for you. This process is regulated in a so-called ‘Zap’.

Zapier

Zapier connects web services to each other according to the ‘If This, Than That‘ principle (IFTTT). Zapier ensures that an event (Trigger) with one web service results in an automatic reaction (Action) with the other web service.

How does this work?

In the case of invoices in Recras, it works as follows:

  • There is a new final invoice 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 in which categories the invoice should end up.

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 it from the Recras statistics.
  • All invoices are collected under one contact, named „Recras Invoices“, in Moneybird. The Zap cannot create new contacts.

What do I need for this?

  • A Zapier-account – You need a Zapier for Work account.
  • A Recras-account.
  • A Moneybird-account.

How to setup the Recras – Moneybird Zap?

Create an API key in Recras

Go to de support documentation when you are logged in into Recras. Go to the profile button in the upper right, then click on support. After that search for “api keys” , and follow the steps to create the api key. After you create the API key, you can setup the zap in Zapier

Check the Tax percentages in Recras

Make sure the VAT percentages that will be set up under step 2 also exist in your Recras. You can check this in your Recras via ‘settings’ -> ‘Other settings’ -> ‘VAT percentages’.

Steps to follow in Zapier

  1. Log in at Zapier.
  2. Go to “My apps”
  3. Add connection to “Recras”
  4. Add connection to “Moneybird”
  5. Go to “Zaps”
  6. Make or create a Zap

Step 1 – Setup Trigger Event

  1. Choose App: Recras
  2. Choose Trigger Events: Invoice sent
  3. Select the right Recras account (you can connect different Recras accounts to Zapier).
  4. Select Company. The Zap is triggered by new invoices in Recras from this internal company (if you work with multiple companies you will have to make a zap per internal company).

Step 2 – Generate code so Zapier knows on which category in Moneybird the turnover has to be booked The code ensures that the total amounts per VAT percentage are booked on the right category in Moneybird. Make sure you perform this step accurately.

  • Add another step via “+”
  • Type “Code by Zapier” and select this one
  • Choose Action Events: “Run Javascript”
  • Continue
  • Fill in the information below:
  • Copy the following into code: output = {taxTotal: [inputData.tax_total_0, inputData.tax_total_9, inputData.tax_total_21], description: ['Totaal 0', 'Totaal 9', 'Totaal 21'], percentages: [0, 9, 21], ledgers: ['XXXXXXX', 'XXXXXXX', 'XXXXXXXXX'] }; Example:
  • Fill in the ledger codes at the place of XXXXXXX. You have to look up the codes at the ledgers in Moneybird, Go to settings → categories and open the relevant category to which the turnover is to be booked.Most convenient is that you have the following categories in Moneybird: – Turnover 0 % – Turnover 9% – Turnover 21% In the URL bar you now see the Ledger number.
  • After this step it looks like below.
  • 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 right account
  5. Fill out all the fields that are mentioned below, fields that are not mentioned you can leave empty
    • Contact ID → Select the contact to which all invoices should be sent. The best way to do this is in Moneybird to create a Contact ‘ Recras-Invoices’ or something similar.
    • Reference: from step “1 Invoice sent in Recras”, select the invoice number
    • Invoice date: Select date from step “1 Invoice sent in Recras”.
    • Prices Are Incl Tax: True
    • Under “Details Attributes” fill out the following:
  6. Now the Zap is suitable to put invoices in Moneybird. However… now the invoices are in Concept. For that reason one more step is needed to get the invoices on final.

Step 4 – Set Invoice in Moneybird to final

  1. Choose app: “Moneybird”
  2. Choose Action Event: “Send Sales Invoice”
  3. Choose account: select the right account
  4. Continue
  5. Fill in the fields below:
  6. Continue
  7. Send Test
  8. If all goes well an invoice has now been created in Moneybird
  9. Turn on the Zap and from now on all invoices will automatically end up in Moneybird.