Smartaccounts integration for WooCommerce

If your shop orders still have to be copied into the accounting software by hand, it eats time every week and mistakes creep in: wrong VAT rate, duplicate customers, payments that cannot be matched to an invoice. We connect your WooCommerce shop (or an ordinary WordPress site) to Smartaccounts so that invoices are created from orders and your accountant finds them in the right place.

Smartaccounts is the main system covered here. Other systems such as Fortnox, Xero, Directo and Merit are separate jobs with their own pages, for example Merit Aktiva and Directo, because each has a different data model and API.

What the work includes

• Review of the current setup. We look at your Smartaccounts accounts, VAT rules and numbering, and at what already works in the shop.
• Choice of approach. After the review we decide whether a ready-made plugin fits or a connection built directly on the Smartaccounts API is better. It depends on your order flow, not on a plugin’s marketing.
• Invoices from orders. A sales invoice is created at the right moment (for example when payment arrives or the order is completed) with the correct number, date and due date.
• Customers. Private customers and companies are told apart, registry code and VAT number are passed on, and a returning customer does not create a duplicate.
• Products and services. Shop products are matched to Smartaccounts articles by SKU, with sales accounts and units. Shipping and discounts appear as separate lines.
• VAT mapping. The Estonian standard rate, reduced rates, zero rate, EU sales and sales outside the EU are mapped to the right Smartaccounts VAT codes.
• Payment matching. Bank-link, card or transfer payments mark the invoice as paid, so the accountant does not confirm receipts by hand.
• E-invoices and sending. The customer receives a PDF or an e-invoice where required and where your plan supports it.
• Refunds and credit notes. A cancelled or refunded order produces a credit note.
• Error handling. If an invoice cannot be created (for example a missing article), the order is flagged and you can resend it in one click.

What we need from you

• Smartaccounts API keys and the plan you use.
• Administrator access to WordPress and WooCommerce.
• Your accountant’s requirements: when the invoice is issued, which accounts to use, whether e-invoices are needed.
• Sample orders covering odd cases (foreign customer, discount, refund).

Typical problems we solve

The usual trouble spots are VAT for foreign customers, product names that differ between shop and accounting program, and invoices issued before the payment has arrived. We test each with test orders before going live.

What is not included

• Setting up the chart of accounts and accounting rules: that is your accountant’s job.
• Other accounting systems are separate jobs.
• Payment and delivery setup in the shop: see payment and shipping integrations.

Who this suits

It suits a shop that receives orders regularly and where manual invoicing has become a chore. If you do not have a shop yet, start with adding a WooCommerce shop. For an unusual order flow we can build the connection as a custom plugin.