Diesen Artikel auf Deutsch lesenWith the Billbee connection, you can automatically import orders from Billbee into Komfortkasse. Komfortkasse compares open invoices with your bank transactions, marks orders that have been paid and can automatically update the order status in Billbee.
1. Prerequisites
- An active Billbee account.
- An active Komfortkasse account.
- Invoices must have an Invoice number in Billbee - orders without an Invoice number will be skipped during import.
2. Create Billbee API credentials
- Log in to your Billbee account.
- Navigate to Settings → Users (or Settings → User).
- Scroll to the API password section. If no API password has been assigned yet, click on Generate new password.
- Make a note of the following values - you will need them in the next step:
- Username (e-mail address) - the e-mail you use to log in to Billbee.
- API password - the password you have just generated (not your login password!).
Note: The APIkey from Komfortkasse is already specified in the connection. You only need the username and API password from Billbee.
3. Set up Komfortkasse
- Log in to Komfortkasse.
- Go to Settings → Shops.
- Click on Add shop and select Billbee as the shop system.
- Enter the API credentials:
Field in Komfortkasse Value Username Your Billbee login e-mail address API password The API password from Billbee (see step 2) - Configure the Payment codes assignment (see section 4).
- Click on Save.
4. Assign Payment codes and statuses
Komfortkasse supports three Payment codes groups. For each group, assign the appropriate Billbee payment codes and the respective order status:
4.1 Prepayment / Bank transfers
| Field | Description |
|---|---|
| Payment codes Prepayment | Select the Billbee payment code(s) that correspond to prepayment / Bank Transfer (e.g. Bank Transfer, Prepayment). Multiple selection possible. |
| Open" status | The order status that open prepayment orders have in Billbee (e.g. Ordered). |
| Paid" status | The order status to which Komfortkasse should set the order when the payments have been recognized (e.g. Paid). |
| Status "canceled" | (Optional) The order status for orders cancelled. |
| Refunded" status | (Optional) The order status for refunded orders. |
4.2 Invoice / Buyer on invoice
| Field | Description |
|---|---|
| Payment codes Invoice | Select the Billbee payment code(s) for purchase on invoice. |
| Open" status | Order status for open purchase on account orders. |
| Paid" status | Target status for recognized payments. |
| Overdue" status | (Optional) Status for overdue invoices. |
| Refunded" status | (Optional) Status for refunds. |
4.3 Cash on delivery
| Field | Description |
|---|---|
| Payment codes Cash on delivery | Select the Billbee payment code(s) for Cash on delivery(COD). |
| Open" status | Order status for open Cash on delivery orders. |
| Paid" status | Target status for recognized payments. |
| Overdue" status | (Optional) Status for overdue invoices. |
| Refunded" status | (Optional) Status for refunds. |
Tip: Payment codes and order statuses are loaded directly from your Billbee configuration and displayed as a drop-down selection. You do not need to enter any IDs manually.
5. Import shipment numbers (optional)
If you specify shipment numbers (tracking numbers) in Billbee, Komfortkasse can import them automatically.
- Activate the Import tracking numbers option in the Komfortkasse shop.
- Komfortkasse reads the tracking information (shipment number) from the shipments attached to the order in Billbee.
6. Invoice PDF
Komfortkasse can retrieve invoice PDFs from Billbee, e.g. for e-mailing to customers for payment reminders.
- The PDF is automatically created and downloaded via the Billbee API
(CreateInvoice) if anInvoicenumber is available.
7. Functionality at a glance
| Function | Description |
|---|---|
| Reading orders | Komfortkasse regularly reads all orders from Billbee that correspond to the configured Payment codes and the status "open". The last two months are taken into account. |
| Payment reconciliation | Open orders are compared with your imported bank transactions. If there is a match, the order is marked as paid. |
| Update status | Komfortkasse sets the order status in Billbee to the configured "paid" status (e.g. Paid). Before the update, the system validates whether the current status in Billbee still corresponds to the "open" status. |
| Payment reminders | Komfortkasse can automatically send payment reminders by e-mail for overdue, open orders (if configured in Komfortkasse). |
8. Imported data
The following data is imported from Billbee and displayed in Komfortkasse:
| Dates | Order details |
|---|---|
| Order number | Billbee ordernumber (OrderNumber) and the internal Billbee order ID |
| Invoice number | Composed of prefix + number + postfix (e.g. RE-12345) |
| Amount & currency | Total amount and currency of the order |
| Order date | Date of order creation |
| Invoice date | Is used as the Due date |
| Payment codes | Payment codes ID and name from Billbee |
| Order status | Current Billbee order status |
| Customer data | Name, E-mail address, Customer number |
| Billing address | Name, company, street, zip code, city, country, telephone number |
| Delivery address | Name, company, street, zip code, city, country, telephone |
| Order items | Article items of the order |
| Shipment numbers | Tracking numbers (if activated) |
| Link to the orders | Direct link to the order in the Billbee interface |
| Language | Language code of the order (for language-dependent payment reminders) |
9. Troubleshooting
Connection test fails
- Check that the username (e-mail) and API password are entered correctly.
- Make sure it is the API password and not your normal Billbee login password.
- Validate that your Billbee plan includes API access.
Orders are not imported
- Orders without an Invoice number are skipped - make sure that invoices have been created in Billbee.
- Check that the correct Payment codes are assigned.
- Validate that the status "open" matches the actual order status in Billbee.
- Orders older than 2 months are not included in the full reconciliation.
Status is not updated in Billbee
- Validate whether the configured "paid" status is a valid Billbee order status.
- If the current status of the order in Billbee already corresponds to the target status, no update is executed.
- If the order has been manually set to a different status in Billbee in the meantime (e.g. canceled), the update may fail.
Rate limiting / API throttling
- The Billbee API is allowed approx. 2 requests per second. Komfortkasse automatically takes this limit into account and repeats requests if necessary.
- If you have a large number of orders, the first import may take a little longer.