Connect Visma to Shopify — order, customer and invoice automatically
Do you have a Shopify store but keep your books in Visma eEkonomi or Administration? Then someone probably spends time each week transferring orders by hand. With a connection, a customer and invoice data are created automatically when an order is placed — with the right articles, VAT and payment.
Quick overview
In short: Connecting Shopify to Visma means that every order in the store automatically creates a customer and a set of invoice data in Visma eEkonomi or Administration — with articles, VAT and payment in place, without manual entry.
How to get started:
- Decide what an order should become in Visma: an invoice, a cash note or an order — and how often it should be created.
- Map articles, VAT rates and payment methods between Shopify and Visma so the figures add up.
- Build the flow against Visma's API, test it with a few real orders and reconcile against the accounts.
GDPR: customer details flow from Shopify to Visma — map what is transferred, sign a data processing agreement and keep the flow in the EU or self-hosted in Sweden.
Why connect Shopify to Visma?
A Shopify store that sells well quickly generates more orders than anyone can face booking manually. Copying customer name, address, articles and amounts from the store into Visma takes time, and every transfer is an opportunity to make a mistake. As volume grows, it becomes unsustainable to do by hand.
A connection means that every order in Shopify automatically lands as invoice data in Visma eEkonomi or Administration. The customer is created if it doesn't already exist, the lines are filled in with the right articles and VAT, and the payment is matched. You keep both Shopify and Visma — you just get them to talk to each other.
Both Shopify and Visma have open interfaces for this. Shopify sends events (webhooks) when something happens in the store, and Visma's API receives customers, articles and invoices. Read more about the principle in our guide on system integration.
What gets synced between the systems?
A well-considered connection is about more than just "order in, invoice out". Several data types need to hang together for the accounting to add up. These are the most common parts to set up:
- Order → customer + invoice data: a new order creates a customer (if missing) and invoice data in Visma.
- Articles and stock: article numbers in Shopify matched against articles in Visma, so the lines land correctly.
- Payments: payment method (card, Klarna, Swish) matched against the right account and payment status.
- VAT: the right VAT rate per line, including 25/12/6 % and VAT-exempt sales.
- Returns and credits: a refund in Shopify becomes a credit note in Visma.
Which of these you need depends on the business. A small store may get by with order and payment, while one that sells many articles with different VAT needs full mapping from the start.
Map articles, VAT and payment methods
The part that determines whether the accounting comes out right is the mapping. Here you connect how data looks in Shopify with how Visma wants it. It isn't difficult, but it needs to be done carefully once so you avoid correcting things afterwards.
| Data in Shopify | Equivalent in Visma | Things to consider |
|---|---|---|
| Product / SKU | Article with article number | Match on SKU; create missing articles or use a collective article |
| VAT rate per line | VAT code / VAT rate | 25/12/6 % and VAT-exempt must be correct per article |
| Payment method | Payment account / payment status | Card, Klarna and Swish may need different accounts |
| Customer (name, email) | Customer register | Avoid duplicates — match on email or reg. number |
A common choice is whether each order should become a separate invoice, or whether you'd rather collect a day's sales in a single aggregated entry. For pure B2C sales with card payment the latter is often enough, while B2B with invoice purchases needs real customer invoices per order.
Visma eEkonomi or Administration?
Visma has several products, and the connection looks a little different depending on which you run. Visma eEkonomi is the cloud-based service with a modern API that suits automatic flows well. Visma Administration (500/2000) is desktop software that is often integrated via Visma's own API or an intermediate service.
Whichever you have, it's possible to build a stable flow from Shopify. The difference lies mostly in how the connection is technically set up and how near-real-time it becomes. If you run eEkonomi, orders can land almost immediately; if you run Administration locally, the transfer often happens at intervals. If you're unsure what you have, we'll help you work it out before anything is built.
GDPR and data in Sweden
When an order flows from Shopify to Visma, personal data comes with it: name, address, email and purchase history. That means GDPR applies to the connection itself, not just to the systems separately. You need to know where the data passes on the way between store and accounting.
Shopify operates outside the EU, while Swedish Visma services are kept within the EU. The intermediate layer — the integration itself — is something you can control. Practical advice:
- Map which personal data is transferred from order to invoice.
- Run the integration flow in the EU or self-hosted in Sweden when the data is sensitive.
- Sign a data processing agreement with the providers in the chain.
- Transfer only what is needed for the accounting — no more.
Getting started with the connection
Start small and verify against the accounts. The most important thing is that the first real orders land correctly in Visma before you release the whole flow. A broken VAT mapping that has run for a month is tedious to correct afterwards.
- Decide whether an order should become an invoice, cash note or aggregated entry.
- Map articles, VAT rates and payment methods between Shopify and Visma.
- Build the flow, run a few real orders and reconcile against the accounts.
- Turn on the full flow and add returns and credits.
Want the whole order flow automated without switching systems? See how we think about how to automate the business, or get in touch and we'll look at your Shopify and Visma setup together.
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