Install Moneybird Invoicing from the marketplace, either on a single account or across your whole company.
If you install at the company level, we're not told which account to activate. After install, you'll land on an "Activate account" screen where you enter the Location ID of the account you want to enable. You can find that ID in your CRM under Settings → Business Info. Repeat this step for every account you want to use the app on.
This requires your own separate, paid Moneybird account. You purchase and manage that directly with Moneybird; it isn't included in our pricing and isn't billed through us.
Open the app's Settings page and click Connect Moneybird. You'll be sent to Moneybird to confirm access, then brought back:
Right after connecting, we fetch that administration's VAT rates and invoice workflow. If a rate you need is missing, the Settings page warns you — add it in Moneybird and click "Refresh from Moneybird".
In any workflow, add the "Create Moneybird invoice" custom action right after the step where a payment or order completes. The action needs a single field, the transaction ID, which is filled in automatically via the {{payment.transaction_id}} merge tag.
From that point on, every time the workflow runs for a completed, live payment, Moneybird Invoicing creates the matching invoice automatically. Test payments are logged separately and never create a real invoice.
On the Settings page you map two custom fields from your CRM. The KVK number decides whether an invoice can go over Peppol: Moneybird routes Peppol on the contact's Peppol identifier, which for the Netherlands is the Chamber of Commerce number — not the VAT number. The VAT number is stored on the Moneybird contact for correct VAT treatment; Moneybird validates it itself.
If no KVK field is mapped, or a specific customer has no KVK number filled in, the invoice is created and sent by email instead, with a UBL attachment. You can also switch on "Disable email sending to individuals (B2C)" if you'd rather not automatically email invoices to consumers, in which case the invoice is still created and marked as paid, just not sent.
Every invoice attempt is logged on the dashboard with one of the following statuses:
For anything marked "Needs review" or "Error", the dashboard offers three actions: Retry (try again with the same settings), Send without VAT (B2C) (create the invoice without a VAT or KVK number, so no Peppol attempt, delivered by email), and Manually resolved (mark it as handled, for example if you created the invoice directly in Moneybird yourself).
If a payment comes from a wallet top-up (GHL SaaS Mode) rather than a regular order, it's also flagged as "Needs review". This kind of payment can't be invoiced automatically: your CRM doesn't include a VAT rate for it, and without one we can't reliably choose it ourselves. Since there's also no order to retry, the dashboard shows a VAT rate dropdown instead — pick the applicable rate yourself and click Create invoice to create the invoice with that rate and send it to Moneybird, using that payment's amount and contact details.
Add a notification email on the Settings page, and we'll email it automatically whenever an invoice needs your attention, such as an invalid VAT number, a missing email address, or a send failure. No workflow or automation setup required: it starts working the moment you save an email address, and stops if you clear the field. Each email links straight back to the relevant entry in your dashboard.
You can add more than one address by separating them with a comma, for example if you also want your bookkeeper to be notified.
Pricing for Moneybird Invoicing hasn't been finalised yet. Until it is, nothing is charged for using the app, and the dashboard shows "Plan unavailable" instead of a plan.
You do need your own separate, paid Moneybird account. You purchase and manage that directly with Moneybird; it isn't billed through us. Note that some Moneybird subscriptions have their own monthly invoice cap — if you hit it, the dashboard will say so and you'll need to upgrade with Moneybird.
Most issues show up directly on the dashboard as a "Needs review" or "Error" status with an explanation. If something looks wrong that the dashboard doesn't explain, or you have any other question, reach us at info@ydmdesign.be.
Version 0.1.0
First release. Invoices are created in Moneybird and delivered over Peppol or email, with an invoice log, retry actions, and automatic notifications when something needs attention.