Connecting Moneybird

With the connection, every invoice you send lands in Moneybird with your own PDF. As soon as your customer pays, you see it in meetpiloot. Read Connecting your accounting software first for how connecting and booking fit together.

Connecting

1. Open Moneybird.

   Go to IntegrationsAccountingMoneybird and click Connect Moneybird.

2. Sign in to Moneybird and choose Allow.

   Moneybird asks whether meetpiloot may access your sales invoices, settings and bank lines. The bank lines are only used to link a payment from meetpiloot to the right line.

3. Choose your administration.

   If you have several administrations, you choose which one meetpiloot uses.

4. Check the settings.

   Choose the Moneybird rate for each VAT rate, the revenue account and how a customer is added as a contact in Moneybird.

5. Switch booking on.

   Choose Automatically on sending or Book yourself, and from which date invoices go across.

Revenue per VAT rate

Does your accountant book revenue per rate on its own account, for example 8000 for 21%, 8010 for 9% and 8020 for 0%? Then pick the revenue account for each rate under the VAT codes, at Revenue per VAT rate. Your VAT return then reconciles per account. If you leave Same as above, that rate goes to the revenue account you pick at the top, as before. A deposit deducted on the final invoice goes to the account of its own rate. You can only pick an account for a rate that has a VAT code, and the list only shows revenue accounts.

Payments

When your customer pays the whole invoice in Moneybird, Moneybird tells meetpiloot straight away and you see it within minutes. meetpiloot picks up a part payment every hour. Payments show up on the connection says which of the two works. If it says Every hour, webhook not active, Moneybird's notifications are not getting through. Connect again. If it says Every hour, until the first notification from Moneybird arrives, the webhook is registered but Moneybird has not reported a payment yet. That changes with the first paid invoice.

meetpiloot only counts money as paid: a payment through the bank, cash or Mollie. If you lower an invoice in Moneybird, settle it against a credit note you make in Moneybird, or write an amount off, meetpiloot does not mark the invoice as paid. The invoice shows Check, with the amount Moneybird settled another way.

It also works the other way round. Turn on Book payments from meetpiloot in Moneybird to put payments you record in meetpiloot on the invoice in Moneybird as well. That covers payments through Mollie, deposits and invoices you mark as paid by hand. Refunds on a credit note go along. meetpiloot never books more than is still open in Moneybird.

Under Book payments in you choose the account in Moneybird the payment goes on, for example your Mollie account. It is optional: without a choice Moneybird books the payment itself. meetpiloot does not book Mollie fees. They are on your Mollie settlement, and your bookkeeper books them from there.

We put a payment from meetpiloot straight onto its bank line in Moneybird, so your bookkeeper has nothing left to link. We look for the line from Mollie or your bank with exactly the amount, in the account you choose, that names your invoice number or our reference. Only when there is exactly one such line do we link it. We never link on amount and date alone: the risk of picking the wrong customer is too high.

If the line is not there yet, the payment waits up to three days. The invoice then shows Waits for the bank line. If no line comes in that time, or two fit, we put the payment on the invoice with our reference. Moneybird then links it itself once the line comes in, or lets your bookkeeper choose. Only then can Moneybird show a task Payment not linked to a bank transaction. If this money never comes in through an account in Moneybird, that task means the payment is there and only needs an account.

If you connected Moneybird before 7 October 2026, the connection asks you once to reconnect, so meetpiloot may read bank lines. Until you do, we book payments as before: on the invoice, without a bank line.

When you turn it on, you can also book the payments that are not in Moneybird yet. If payments are still outstanding later, you see that under the switch, with a Book now button.

Credit notes

A credit note from meetpiloot goes into Moneybird as a negative invoice. If the invoice it corrects is still open, meetpiloot settles the two in Moneybird, up to what is still open on the invoice. If the invoice is already paid, the credit note is money back for your customer. That refund goes along when Book payments from meetpiloot in Moneybird is on.

If settling does not work, the invoice shows Settlement needed. Then register a payment on the invoice in Moneybird and choose to settle it against the credit invoice.

After booking, meetpiloot reads the total and the VAT back from Moneybird. If either differs from your invoice, the invoice shows Check, with the difference. If Moneybird works out the VAT per rate a cent differently from your invoice, meetpiloot puts that cent on an Afrondingsverschil (rounding difference) line at your administration's 0% tax rate, never on a reverse-charge, ICP or export rate. If your administration has no 0% rate, add one in Moneybird.

What the connection does not book

• Invoices with reverse-charge VAT or an intra-EU supply. Book those yourself in Moneybird; meetpiloot never books them on an ordinary VAT rate.
• Invoices in pounds. The connection only books in euros.

A business customer with a VAT or company number goes into Moneybird as a company, with those numbers. A private customer goes in with first and last name.

If your bookkeeper deletes a contact in Moneybird or merges it with another, meetpiloot notices at the next invoice. After a merge we use the contact Moneybird kept. If the contact is gone, we look your customer up again by email address, or create them again. The invoice goes through as usual.

Switching administration

When you connect again, meetpiloot stays with the administration your invoices are already booked in. If your new login cannot reach it, meetpiloot refuses the connection: log in to Moneybird with an account that has that administration and connect again. That way a booked invoice never ends up in another administration.

If nothing from meetpiloot is in your administration yet, you can choose another one. The VAT rates, contacts and payment account of the old administration do not apply there: choose them again, then turn payment booking back on.

Disconnecting

When you disconnect, new invoices no longer go to Moneybird and meetpiloot no longer sees payments. Whatever is already booked stays in Moneybird. meetpiloot removes its access in Moneybird.