If you have an online shop, it is very likely that someone on your team copies the orders into the invoicing software every week: client, products, amounts, VAT. It is slow, dull work where a mistake is costly. The good news is that it can almost always be connected.

What can be connected

Between a shop such as Shopify or WooCommerce and a program such as Holded, the usual things to sync are:

  • Clients: created or updated by themselves with each order.
  • Orders: they go to the accounts with their lines and taxes.
  • Invoices: generated in your invoicing software from the order.
  • Payments and refunds: recorded so that takings match.
  • Stock: if you manage inventory in both places, it stays the same in both.

Three ways of doing it

1. The official connector

Many invoicing programs have their own integrations with the best-known shops. It is the fastest option: you switch it on and it works. The limit is that it does what it does, without adapting to particular cases.

2. Automation tools

Platforms such as n8n, Make or Zapier connect applications through flows: “when an order comes in, create the invoice and send an email”. They allow rules made for you without developing from scratch.

3. Custom integration

When there is special logic (several warehouses, prices per client, marketplaces as well as the shop), a direct connection is programmed between each service’s API. It is the most flexible option.

Common mistakes

  • Duplicating clients. If the connection does not check whether the client already exists, you end up with five records for the same person.
  • Taxes mapped wrongly. Sales to other EU countries, surcharges or products with reduced VAT need clear rules.
  • Invoicing cancelled orders. The connection should wait until the order is paid, or deal with refunds.
  • Not alerting when something fails. Every integration should report errors so nobody discovers them at the end of the quarter.

A note on invoicing

The advisable approach is for the invoice to come from invoicing software adapted to Spanish regulations, not from a spreadsheet. With Verifactu, anyone who invoices with software will have to use an adapted program: according to the calendar in force when this article was published, from 1 January 2027 for companies and from 1 July 2027 for the self-employed. The integration does not change that: what it does is pass the data across so you do not type it yourself. The dates have moved before, so confirm with your accountant what applies to you.

Where to start

  1. See whether your invoicing software has a connector for your shop.
  2. Try it with real orders over a short period and compare with what you did by hand.
  3. If the connector falls short, note exactly what is missing: that is the scope of a custom integration.

If you would like us to look at it with you, we do that in integrations.