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Connect WooCommerce to Invoice Office so webshop orders become invoices on their own — the API key, the order webhook, document settings and VAT mapping.

Updated 7 min read

The WooCommerce connector turns every order in your shop into a document in Invoice Office — an invoice, order confirmation, quote or packing note — so nobody types an order in a second time. The customer and the products on the order come across with it, and the VAT lands on the rate you chose for each WooCommerce tax class.

Before you start

  • A licence that includes the WooCommerce connector. The card on the Integration connectors page carries a License Required badge; without the licence its switch stays off.
  • Administrator access to your WordPress site, to create an API key and a webhook in WooCommerce.

1. Create an API key in WooCommerce

  1. In WordPress go to WooCommerce → Settings → Advanced → REST API and click Add key.
  2. Give it a description, such as Invoice Office, choose the user it belongs to and set Permissions to Read/Write.
  3. Click Generate API key. WooCommerce shows a Consumer key (ck_…) and a Consumer secret (cs_…) — once only, so keep this page open for the next step.

Read access is enough to import orders. Read/Write is needed if Invoice Office should also send product changes back to your shop (see Let Invoice Office manage your products).

2. Connect WooCommerce in Invoice Office

  1. In Invoice Office go to Settings → Integration connectors.
  2. Find the WooCommerce card and click Settings.
The Integration connectors page in Invoice Office settings showing the connector cards; the WooCommerce card, with its License Required badge, has its switch and Settings button outlined in red
  1. On the Connect tab, switch Active on and fill in:
    • Client Id: the WooCommerce Consumer key.
    • Client secret: the WooCommerce Consumer secret.
    • Api url: your shop’s address, for example https://shop.yourcompany.com.
  2. Click Save, then Test to check that Invoice Office can reach your shop. Save first — the test only works once the connector is saved and active.

The same tab shows a read-only Webhook url. Copy it for step 3.

The WooCommerce connector settings in Invoice Office, Connect tab, with Active switched on and the Client Id, Client secret, Api url and read-only Webhook url fields filled in; the Active switch, the Webhook url and the Save button are outlined in red

3. Add the order webhook in WooCommerce

The webhook is how your shop tells Invoice Office that an order came in. Without it, no orders arrive.

  1. In WordPress go to WooCommerce → Settings → Advanced → Webhooks and click Add webhook.
  2. Fill it in:
    • Name: for example Invoice Office orders.
    • Status: Active.
    • Topic: Order created.
    • Delivery URL: the Webhook url you copied from Invoice Office.
    • Secret: paste your Consumer secret — the same one you entered as Client secret. Invoice Office uses it to check that each message really comes from your shop, and ignores messages that do not match.
    • API version: WP REST API Integration v3.
  3. Click Save webhook.

Optionally, add webhooks with the same Delivery URL and Secret for Customer created, Customer updated, Product created and Product updated. Customers and products then stay current in Invoice Office between orders, not only when someone buys.

4. Choose what each order becomes

Open the Configuration tab.

The Configuration tab of the WooCommerce connector in Invoice Office with Invoice ticked under Document type and Document status set to Draft, both outlined in red, above the Document email template, Document term, Sync accounts and contacts, Sync product data and Manage products in Invoice Office settings
  • Document type — tick the document each order should become: Invoice, Quote, Order Confirmation or Packing Note. Nothing is ticked at first, and until you tick one, orders create no documents. Tick one type.
  • Document status — Draft leaves each document as a draft for you to check and finalize; Finalize numbers and finalizes it straight away, which also updates your stock and your accounting. Start with Draft and move to Finalize once the first orders look right.
  • Document email template and Document term — the e-mail template and the document term used for the documents the connector creates. The lists show the invoice templates and terms you set up under Settings.

Click Save.

5. Match WooCommerce tax classes to your VAT codes

Open the Sync VAT tab and click Sync now. Invoice Office fetches your shop’s tax classes — typically standard, reduced-rate and zero-rate — and lists them with their Key and Description. Pick the VAT code each one should use; every choice is saved as you make it.

The Sync VAT tab of the WooCommerce connector in Invoice Office listing the standard, reduced-rate and zero-rate tax classes, each mapped to a VAT code; the Sync now button and the three VAT code selects are outlined in red

Order lines then carry the VAT code you mapped to their tax class. For a class you leave unmapped, Invoice Office picks the VAT code itself. Run Sync now again whenever you add a tax class in WooCommerce.

Bring in your existing products

Under Sync product data on the Configuration tab, click Sync now to import the products already in your shop — name, SKU, description, price, stock, dimensions, weight and categories. After that, the product webhooks (or the next order) keep them current.

Let Invoice Office manage your products

Switch on Manage products in Invoice Office to make Invoice Office the place where you maintain products. Creating, changing or deleting a product in Invoice Office then updates your shop, matched on SKU, and products get a Sync to WooCommerce action as well. This needs an API key with Read/Write permission.

Invoice Office sends the regular price; a sale price set in WooCommerce is cleared when a product is updated from Invoice Office. Leave this switch off if you run sales from the shop.

What comes across with an order

In WooCommerceBecomes in Invoice OfficeDetails
OrderDocument of your typeDated on the order date; the WooCommerce order number is kept as a reference
Billing detailsCustomerMatched on email address, otherwise created, with billing and shipping address
Order lineDocument lineSKU, name, quantity and price; the product is imported or updated too
Tax classVAT codeFrom your mapping on the Sync VAT tab
ShippingShipping costsOne amount, including the shipping tax

A few things to know:

  • Only new orders come across. Orders placed before the webhook existed are not imported.
  • Every new order is imported, whatever its status in WooCommerce — including orders that are still pending payment. Documents from the shop are marked as paid. Keeping Document status on Draft lets you catch the ones that never were.
  • Refunds and cancellations are not sent across. Handle them in Invoice Office, for example with a credit note.
  • Coupon discounts show in the line prices rather than as a separate discount line.

If it stops working

If orders stop appearing, check in WooCommerce → Settings → Advanced → Webhooks that the webhook is still Active — WooCommerce disables a webhook after repeated failed deliveries — and that its Secret still matches the Client secret in Invoice Office. If you generated a new API key, update the Client Id and Client secret in Invoice Office and the Secret on every webhook.

For help with your configuration, contact us.

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