Connect Moneybird
Send each day's takings, your Stripe payouts and your Verimly invoice to Moneybird by itself. What you need, how to connect and start sending, what Verimly sends, and what to do when something fails.
On this page
With the Moneybird connection Verimly sends your takings to Moneybird every day, so you no longer export a file and import it. You connect once, choose the Moneybird accounts and pick the first day to send. Other accounting packages are not connected: for those, use the CSV of the accounting journal.
Before you start
- The connection needs the Pro or Business plan, see Plans and what they include. On another plan, Settings › Accounting shows an upgrade button instead of Connect Moneybird. Only the owner can upgrade.
- Connecting and setting up need the Ledger codes permission. Owners, managers and the Accountant role have it, see Roles and permissions.
- You need a Moneybird login with access to the administration that should receive your takings. You sign in at Moneybird while you connect.
- One administration receives everything of the business, from all locations.
- Ask your accountant which Moneybird accounts to use. Verimly can suggest them from your Moneybird account list.
Connect Moneybird
- In the back office open Settings › Accounting.
- In the Moneybird card, on the row Send every day automatically, select Connect Moneybird. If the row shows Not available yet, the connection is not switched on for you yet.
- Sign in at Moneybird and allow access. You come back to Verimly.
The status now shows Setting up, and the Set up sending card shows three steps. If connecting does not work, the message tells you what to do:
- Moneybird did not get access. Try connecting again and allow access.
- The connection link has expired or is not valid or was already used. Start again with Connect Moneybird.
Choose the accounts and start sending
Do the three steps of Set up sending in order. A step waits for the one before it.
- Choose your administration. Select Choose, pick the administration and save. It lists the administrations of your Moneybird login, and one that is stopped is marked Suspended in Moneybird. Selecting Change later clears your accounts, because they belong to the old administration. That is only possible until the first day was sent.
- Choose your Moneybird accounts. Select Use suggestions to fill in accounts from your Moneybird account list, then check them under Accounts in Moneybird and save. Every line needs an account, and every sales line also a VAT rate, so that turnover and VAT reach your VAT return. The step shows how many accounts you have chosen, for example "5 of 12 accounts chosen", and All accounts chosen when you are done. The numbers under Ledger numbers for the export are only for the CSV export.
- Start sending. Select Start sending and fill in First day to send: today, or up to 31 days back. Earlier days stay out of Moneybird. You cannot change the start date afterwards. The button works when all accounts are chosen.
When you have started, the status shows Sending and the row Last sent shows the last day that went out.
What Verimly sends
| What | When | What you get in Moneybird |
|---|---|---|
| Sales and VAT of a business day | Per location, two hours after the day closes | One external sales invoice per location with a line per VAT rate, paid at once |
| The money side of that day | Together with the invoice | One journal entry: cash, card payments (Stripe), gift cards, tips, open orders, cash differences and cash movements |
| A Stripe payout | Per payout | One journal entry: the Stripe fees, the Verimly fees and the payout |
| Your Verimly invoice | Once a month | A purchase invoice. The Verimly fees that were already deducted are settled, the rest stays open for your bank payment |
Bank postings are not sent. Moneybird's bank feed brings the bank side, so you only match it there. The day that Verimly sends is the day you see under Reports › Journal, see The accounting journal.
Check what was sent
Open Settings › Accounting. The Sent to Moneybird card lists what went out. Each row shows the kind (Day, Correction, Payout fees or Verimly invoice), the location, the amount and the status: Waiting, Sent, Failed or Nothing to send. Use the Filter to show All or only Failed, and Show more for older rows. Before the first send it reads "Nothing sent yet. A day is sent after it has ended."
Corrections
Verimly never changes a document it has sent. When a day changes later, for example because of a refund, the difference goes to Moneybird as a Correction, dated the day it is sent and not the day it belongs to. That keeps closed periods and VAT returns that are already filed as they were. Ask your accountant where the VAT of a correction belongs.
When something fails
A failed send shows in Sent to Moneybird with its reason and a Retry button. Verimly also emails the owners, and Reports › Journal shows Not everything was sent to Moneybird with Failed and a count, and Review to open the list.
| Reason in the list | What to do |
|---|---|
| Moneybird refused the connection. Reconnect, then retry. | Select Reconnect, see below, then Retry. |
| This day is in a period locked in Moneybird. Unlock it there, then retry. | Ask your accountant to unlock the period in Moneybird, then select Retry. |
| A line has no account or VAT rate yet. Choose it below, then retry. | Under Accounts in Moneybird choose the missing account or VAT rate, save, then select Retry. |
| Moneybird is busy. Verimly tries again by itself. | Nothing. Check again later. |
| Moneybird did not accept this booking. | Select Retry. If it fails again, contact support and name the day and the location. |
| Sending failed. Retry in a moment. | Wait a moment, then select Retry. |
Disconnect or reconnect
Reconnect. When Moneybird refuses access, for example because the access was withdrawn in Moneybird, the status shows Needs reconnecting and the card says "Moneybird refused the connection". Nothing is sent until you select Reconnect, sign in at Moneybird and allow access. Then retry what failed.
Disconnect. In the Moneybird card select Disconnect and confirm. Verimly stops sending. What was already sent stays in Moneybird, and your account choices are kept for when you connect again.
Common questions
Why an invoice and not a journal entry for the turnover?
Moneybird builds the VAT return from invoices. Turnover that is booked on a journal entry does not reach the VAT return. So the turnover with its VAT goes as an external sales invoice per day, marked paid so it does not stay open in your receivables, and the rest of the day goes on the journal entry.
Can I change the start date?
No. You choose it once, and you cannot change it afterwards. Choose it carefully: today, or up to 31 days back. For earlier days, export the journal as CSV, see The accounting journal, or book them in Moneybird yourself.
Can each location use its own administration?
Not yet. One administration receives the whole business, and each location sends its own invoice and journal entry to it. Different administrations per location are not supported.
Where are the card fees?
On the payout. Each Stripe payout goes to Moneybird as a journal entry (Payout fees) with the Stripe fees, the Verimly fees and the payout itself. Your monthly Verimly invoice arrives as a purchase invoice (Verimly invoice), where the fees that were already deducted are settled. See Fees on card payments and Invoices, cards and cancelling.
Does Verimly send the bank side?
No. Moneybird's bank feed brings your bank transactions, and you match them there. See Match a payout to your sales for the payout figures.
Can I still export the CSV?
Yes. The export keeps working, and the Ledger numbers for the export are in the same place. See Export your data to CSV.