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 do I install my Zap?

Log on to Zapier and follow these next steps:

Step 1

  • Choose a Trigger application and search for ‚Recras‘.
  • Log on to Recras (if you later change your Recras password, you will need to do the same for Zapier).
  • Choose ‚New Invoice‘ as the Trigger.
  • Select ‚Save and Continue‘.
  • Test.
  • Then select an internal company (please note: if you have several internal companies in Recras, you will have to create a Zap per company), which you can simply copy after your first Zap.
  • Select ‚Fetch and Continue‘.

Step 2

Step 2 is a little more complicated. You will need to convert some code so that Moneybird understands how to interpret the Recras invoice.

  • Search for ‘Code by Zapier’.
  • ‚Run Javascript‘.
  • ‚Edit Template‘, here enter the information below when you ‚Input Data‘.

    Text to be copied:
    output = {taxTotal: [inputData.tax_total_0, inputData.tax_total_6, inputData.tax_total_21], description: [‚Totaal 0‘, ‚Totaal 6‘, ‚Totaal 21‘], percentages: [0, 6, 21], ledgers: [‚XXXXXXX‘, ‚XXXXXXX‘, ‚XXXXXXXXX‘] };
  • You will need to look up the codes for the ledgers in Moneybird:
    Go to Settings -> Categories and open the relevant category where the turnover has to be booked.

    It is advisable to have the following categories in Moneybird (Dutch):
    – Revenue 0 %
    – Revenue 6 %
    – Revenue 21 %

    You can now see the Ledgers number in the URL bar. You have to search for this number for 0%, 6% and 21% VAT and note these down.
    The sales from Recras will then be placed under the correct category in Moneybird.

Step 3

Step 3 is the Action. This ensures the invoice to be placed in Moneybird in the correct fashion.

  • Select ‚Moneybird‘.
  • ‘Create a New invoice’.
  • Select and then Test ‚Account Moneybird‘
  • Fill in the fields below in the correct way (fields that are not mentioned do not need to be filled in):
    • Administration ID -> select the correct administration.
    • Contact ID -> select the contact on which all invoices need to be placed. You can create a Contact for this in Moneybird, ‚Recras invoices‘ for example.
    • Reference: Via plus -> New invoice in Recras -> select the Invoice number.
    • Invoice date: Via plus -> New invoice in Recras -> choose the Invoice date.
    • Prices are including tax -> ‚yes‘.
  • Under ‚DETAILS ATTRIBUTES‘ enter the following:


Now the Zap is ready to place invoices in Moneybird. However, the invoices are still in ‚Concept‘, so a fourth step remains needed to make these invoices ‚Definitive‘.

Step 4

Step 4 is required to make the invoice ‚Definitive‘ in Moneybird.

  • ‚Choose App‘ -> Moneybird
  • Click on ‘Show less common options’
  • Then select ‘Send sales invoice’ -> ‚Save and continue‘
  • Select the correct Moneybird account
  • Fill out the entry fields, like has been done below:

The zap is now ready to be tested!