With the Moneybird integration, you connect your Artwin Live account to your Moneybird administration. Artwin Live transfers invoices to Moneybird and keeps track of which invoices have been synchronized. When an invoice in Moneybird is fully paid, Artwin Live can also automatically process that payment on the corresponding invoice.
You can find the connection via Account settings > Integrations and AI > Moneybird. Only the account owner who is logged in can connect, reconnect, or disconnect the link.
What is synchronized?
During synchronization, debtor and invoice data is sent to Moneybird. This includes customer details, invoice lines, amounts, VAT, and external invoice references. An invoice from Artwin Live is created in Moneybird as a external sales invoice.
Artwin Live uses the invoice number as a reference and includes the invoice date, due date, and currency. The invoice lines are transferred separately. Lines with an amount of zero are not sent.
Connecting Moneybird
You need an active Moneybird account and access to the administration you want to work with. Click on Connect Moneybird and complete the authorization in Moneybird. After connecting, you will see the linked Moneybird administration, the selected Administration, the time of Last synchronized, and the status of the Payment webhook.
Click on Renew connection when you want to retrieve the available VAT rates and general ledger accounts from Moneybird or check the connection. With Reconnect Moneybird, you authorize the connection again. Choose Disconnect if you want to stop the connection for this account; afterward, no new invoices or payment notifications will be synchronized.
Synchronizing invoices
An invoice is automatically sent to Moneybird when you send it from Artwin Live, as long as the connection is active and the invoice has not been synchronized to Moneybird before. You can also open an invoice and choose Synchronize with Moneybird in the actions.
On the invoice, you can see under Moneybird whether the invoice has been synchronized. If synchronization fails, the error message will be displayed there. A synchronized invoice cannot be sent again as a new external sales invoice. Therefore, check the debtor, invoice lines, VAT, and settings before synchronizing.
General settings
- Register payment on invoice: automatically creates a payment line in Artwin Live as soon as Moneybird reports that the linked invoice is fully paid. If you disable this, payment notifications from Moneybird will not be processed on the Artwin invoice.
- Send payment confirmation: sends the configured payment confirmation from Artwin Live after the payment on the invoice has been recorded. This option is only available when Register payment on invoice is enabled.
- Use date of performance as invoice line period: sets the month of the performance as the period in Moneybird for invoice lines linked to a booking. Moneybird uses that period for revenue distribution in reports. Lines without a linked booking do not receive a period.
General ledger accounts and VAT
Under General ledger accounts, you choose which general ledger account Moneybird should use for the transferred invoice lines. If you leave the choice on Use Moneybird default, Moneybird will determine the general ledger account itself.
With Advanced, you can choose a separate general ledger account per type of invoice line:
- General is the default account and is also used when no account has been chosen for a specific type.
- Total fee, Fee artist, Commission, Extra costs, and Production fee can be assigned separately.
- Buma, CLC-Vecta, and Deposit can also be assigned separately when these rule types appear on your invoices.
Under VAT, you can choose Moneybird rates for High, Low, 0%, EU, and International. If you leave a choice empty, Artwin Live will automatically try to use a suitable active Moneybird rate based on the VAT percentage. Explicitly link the rates if your Moneybird administration contains multiple rates with the same percentage or if you want to enforce a specific rate.
How payments are processed
After connecting, Artwin Live registers a payment webhook with Moneybird. As soon as Moneybird marks a linked external sales invoice as fully paid, Artwin Live receives a notification of this. If Register payment on invoice is enabled, a payment for the outstanding amount will be created on the Artwin invoice with the payment date from Moneybird. The invoice status will therefore be updated according to the amount paid.
If you want to check the payment status yourself, open the synchronized invoice and choose Synchronize Moneybird payment status. Artwin Live will then read the current status from Moneybird. If the invoice is fully paid, Artwin Live will process the payment in the same way. A partially paid status will not be taken over as a separate partial payment from Moneybird.
The payment confirmation will be sent at most once for this Moneybird payment. If the payment webhook is not registered or a webhook status with an error is displayed, use Renew connection and then check the status again.
Good to know
The connection is focused on transferring Artwin invoices to Moneybird and reporting complete payments back. Changes that you then make directly in Moneybird to the external sales invoice will not automatically be reflected back to the invoice lines in Artwin Live.