Billbee DATEV integration: Bring data cleanly into accounting

A Billbee DATEV integration sounds like an export topic at first. In practice, the work begins earlier: with the question of which orders are taken over at all. Which sales channels stay out, and do payment references really match exactly?

Billbee in particular bundles a lot of information from shops and marketplaces in one place. For Billbee accounting, that is convenient. True. But only as long as status, invoices, credit notes and payment data work together cleanly. But where do typical breaks occur? What has to be right before Billbee data becomes reliable posting data for DATEV? And when does Billbee DATEV become a dependable process? We show that here.

Test the Billbee DATEV integration

Billbee DATEV integration: What should be clarified before the first posting

Not every order from Billbee automatically belongs in the accounting. By default, AccountOne only takes over transactions with the status paid, shipped, completed or return. Invoice number and invoice date come along from Billbee. Provided they are stored there, of course. A further rule applies to the date of supply: The shipping date counts first. If the latter is missing, AccountOne falls back on the invoice date.

These details are decisive later on. That is why it is worth taking a quick look at status maintenance and invoice data before the first data retrieval.

Set up the Billbee DATEV integration now

How the Billbee connection works

The retailer first creates the password directly in Billbee, then selects Billbee in AccountOne and enters the access data. The country of dispatch serves as a fallback option: if this information is missing in the Billbee data, AccountOne uses the value from the integration setup.

After completion, the connection is active. This completes the technical setup. In the configuration, what matters above all are correct access data, the country of dispatch and appropriate permissions. The integration retrieves the corresponding data and prepares it.

If orders are missing later, it is worth checking the settings in Billbee: The API user must have access to all relevant shop connections. If you have questions, AccountOne support will help.

Which orders actually belong in Billbee accounting

Billbee bundles orders from various shops and platforms. For accounting, however, this data should not necessarily all end up in AccountOne a second time via the Billbee DATEV integration. On the contrary: that can lead to duplicate data. Directly connected channels such as Amazon, eBay, Shopify, WooCommerce or Kaufland are therefore excluded by default.

Which sales channels are actually taken over can be controlled specifically in AccountOne – even for certain periods if required. This prevents duplicate records without having to remove entire channels from the process permanently. In this way, the process can be adapted to the company's system landscape.

Invoice or credit note? Why the status makes a difference

The items remain recognizable as different documents.

In addition, when an order is cancelled, Billbee does not automatically create a credit note in every case. If it is missing, it must be created manually in Billbee. Otherwise, not just one document is missing, but an entire correction transaction in further processing.

Test the Billbee DATEV integration free of charge now!

When several sales channels come together

Billbee can bundle data from many shops. Separate revenue accounts can be stored for different shops or marketplaces, so that sales can be allocated separately even with several sales channels. This keeps it traceable where an order originally came from. That is why the order origin is made up of three details: the integration name, the respective platform and the name of the shop in Billbee.

This creates scope for account assignment. Different sales channels appear separately under the other debtors. In addition, different payment methods can be taken into account. A Shopify shop with PayPal therefore does not have to be treated according to the same rules as another channel with Klarna. The shared inventory management system remains. The accounting allocation is nevertheless precise.

In payment reconciliation, a single reference is sometimes decisive

For payment reconciliation, AccountOne compares three fields from Billbee with the payment provider's data: PaymentReference, OrderNumber and InvoiceNumber. Allocation only succeeds if the references match exactly.

“4587” and “RE-4587” therefore do not produce a match. The same applies to additional descriptions or spaces. The reconciliation does not follow an approximate logic, but a 1:1 match. With PayPal, Klarna or Stripe in particular, it is therefore worth taking a close look at the references passed on. After all, missing payments have not really disappeared – sometimes a deviating reference simply prevents the allocation.

Billbee DATEV export: Review first, then pass on

Before the export, it is worth looking at two things: Are all accounts stored, and do revenue and payment data match? Only then should the data be passed on – by export or via the DATEV Buchungsdatenservice. The DATEV-compliant export file can be checked for errors and anomalies. Missing account assignments stand out there, for example, through empty fields in the “Konto” or “Gegenkonto” columns.

Cent amounts also deserve attention. Small differences can arise between Billbee and AccountOne due to different rounding times. The Billbee DATEV export should therefore be reviewed before a month is finalized. The data can then be exported and transferred via batch processing or via the DATEV Buchungsdatenservice.

What is still left at the end of the month

At the end of the month, only the cases that really require a decision should be left for the tax consultant. Unresolved payment references, small rounding differences or transactions whose tax treatment has to be reviewed. This is where the task of the Billbee DATEV integration ends.

As a professional partner, the tax consultant can classify open posting cases, while AccountOne provides the sales and payment data in a structured way. Automation removes routine from the month-end closing – the important questions remain visible.

Set up the Billbee DATEV integration now

What our customers say: