INTEGRATIONSMONEYBIRD + WOOCOMMERCEConnect Moneybird to WooCommerce
Your online store runs on WordPress with WooCommerce, your accounts in Moneybird. With an integration, orders, customers and payments land in your books by themselves, without CSV exports or retyping. Because WooCommerce is so customisable, most of the work is in the agreements: which order becomes an invoice, and when.
ISO 9001 & 27001
- Order to invoice comes from WooCommerce
- Customer to contact comes from WooCommerce
- Payment to payment status comes from WooCommerce
- Refund to credit note comes from WooCommerce
- Invoice number to the order goes to WooCommerce
Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman
You often choose WooCommerce because you already have a WordPress site and want to decide for yourself how your store works. You add plugins for payments, shipping, business customers or PDF invoices. You use Moneybird because it's clear for a business owner who does their own books, possibly with a bookkeeper alongside.
That freedom has a flip side. Every plugin can add fields to an order or change something about the VAT, and an order goes through statuses such as pending payment, processing, completed or refunded. The integration has to know at which status an invoice is created, and which plugin changed what.
For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.
- 01Order to invoiceWooCommerce → Moneybirdwhen the order reaches processing or completed
The order becomes an invoice or external sales invoice in Moneybird, with products, shipping costs, discounts and VAT per line. You agree beforehand which status is the trigger.
- 02Customer to contactWooCommerce → Moneybirdon the first order
Customer details become a contact in Moneybird. For guest orders without an account, the integration searches by email address first, or you'd get a new contact with every order.
- 03Payment to payment statusWooCommerce → Moneybirdwhen the payment has come in
The payment status from WooCommerce tells Moneybird the invoice has been paid. If the payment runs through a payment provider, the actual matching only happens at the payout.
- 04Refund to credit noteWooCommerce → Moneybirdat the refunded status
A full or partial refund becomes a credit note, linked to the original invoice.
- 05Invoice number to the orderMoneybird → WooCommerceafter the invoice is created
Moneybird's invoice number goes back to the order in WooCommerce, so the customer in their account and you in the back end see the same invoice.
Not always. If an existing integration for Moneybird and WooCommerce does exactly what you need, we'll tell you.
Moneybird's integrations overview lists several WooCommerce integrations from other parties; Moneybird doesn't build them itself. How they're described: when an order is placed, the integration creates an invoice or sales entry in Moneybird, takes over the customer details as a contact and can pass on the payment status.
For an online store with standard WooCommerce and a few common plugins, that's usually enough. If you have your own checkout, business pricing, subscriptions or a plugin that already creates invoices, test first in a sandbox administration exactly what comes in.
- A PDF invoice plugin already creates invoice numbers, and they need to stay the same in Moneybird.
- You have your own checkout fields, such as a business customer's VAT number or purchase order reference, that need to appear on the invoice.
- You sell subscriptions or prepaid bundles through a WooCommerce plugin.
- You have several WooCommerce stores or a multisite that need to land in one administration.
AI reads, sorts and prepares a suggestion. Where it matters, a person decides.
Orders that don't add up
AI checks orders before they become an invoice: a VAT amount that doesn't fit the country, a discount larger than the order, a business customer without a valid VAT number. Doubtful cases go onto a list with an explanation. You decide.
Outstanding business invoices
If you also sell on account to business customers, AI flags which invoices are past their terms and prepares a draft reminder. Sending it remains a human step.
One invoice number
If a WooCommerce plugin already creates invoices, the customer may see a different number from the one in Moneybird. Choose one source for the invoice number. If the plugin leads, post the order as an external sales invoice with that number as the reference.
The right order status
WooCommerce has statuses including pending payment, processing, on hold, completed, cancelled, refunded and failed. Don't invoice at pending payment: those orders haven't been paid yet.
Verifying webhooks
WooCommerce sends webhooks with a secret, so the receiver can verify they really come from your store. Check it, and build the integration so that a second notification for the same order doesn't produce a second invoice.
Keeping VAT settings in line
WooCommerce calculates VAT with its own tax settings, Moneybird with the rates in the administration. Align them and let the integration pick the Moneybird rate per line, rather than passing on only a total amount.
What goes where
Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Order to invoice, Customer to contact, Payment to payment status, Refund to credit note, Invoice number to the order.
Fields and rules
For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: One invoice number, The right order status, Verifying webhooks, Keeping VAT settings in line.
Testing with real cases
In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.
Live, with logging and monitoring
Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.
No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.
- Office on the Duivendrechtsekade in Amsterdam
- ISO 9001 and ISO 27001, certified by Kiwa
- 500 projects delivered
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At which order status should I create an invoice in Moneybird?
Usually at processing, because the payment has come in by then, or at completed if you only invoice after shipping. Don't invoice at pending payment, because those orders haven't been paid yet. Record the choice, so your bookkeeper knows which date is on the invoice.
I already use a plugin for PDF invoices. Can that work alongside Moneybird?
Yes, if you choose one source for the invoice number. If the plugin creates the invoice, post the order in Moneybird as an external sales invoice with the plugin's number as the reference and the PDF as an attachment. Otherwise, switch off the plugin and let Moneybird invoice.
Does the integration work with guest orders?
Yes. Because a guest has no customer account, the integration looks up the contact by email address before creating a new one. That keeps your contact list clean, even if the same customer orders as a guest several times.
How does the integration handle refunds?
A refund in WooCommerce becomes a credit note in Moneybird that refers to the original invoice. With a partial refund, only the refunded part goes across, with the right VAT rate. If the money runs through a payment provider, you'll also see the refund in the payout.
What does the integration need from WooCommerce and Moneybird?
WooCommerce has a REST API with keys you create in your store, and webhooks for events such as new orders. On the Moneybird side you use OAuth or a personal API token with only the scopes you need, such as sales_invoices.
Related services
- Connect Moneybird to ShopifyConnect Moneybird to Shopify: orders become invoices, VAT is right on sales to other EU countries, and Shopify Payments payouts are reconciled automatically.
- Connect Moneybird to MollieConnect Moneybird to Mollie: how to reconcile payments and payouts, post Mollie fees only once, and what you can't test in Mollie's test mode before going live.
- Connect Moneybird to PipedriveConnect Moneybird to Pipedrive: a won deal becomes a draft invoice, you see payment status on the customer in your CRM, and duplicate contacts are prevented.
- Connect Simplicate to MoneybirdConnect Simplicate to Moneybird: invoices and customer accounts go to Moneybird, payment status comes back, and you avoid errors with VAT and numbering.
- Connect ChatGPT to MoneybirdConnect ChatGPT to Moneybird with the official MCP server: ask questions about your figures, have draft invoices created, and what to set up beforehand.
- Connect Exact Online to WooCommerceConnect Exact Online to WooCommerce: post orders and refunds, align VAT settings, process payment provider payouts and keep stock levels up to date.
Sources
The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.