What the integration does
The integration automatically transfers your completed WooCommerce orders to Netvisor as sales invoices. For each invoice, it also keeps the related customers and products up to date in Netvisor and records the payment for orders paid in the online store. You don't need to enter webshop sales into Netvisor by hand. The integration is included in the Netvisor Professional package at no extra cost.
Getting started
You enable the integration in the Netvisor Store. You'll need:
the address of your WooCommerce store
WooCommerce REST API keys (consumer key and consumer secret) with read/write access. You can create them in WooCommerce under Settings → Advanced → REST API.
a default payment method in Netvisor, used when a WooCommerce payment method isn't known in Netvisor (see Payments and invoice status)
an email address for the integration
When you enable the integration, it connects to your store and automatically adds a webhook in WooCommerce. A webhook is a notification your store sends to Netvisor whenever an order changes. Don't delete it, or orders stop being transferred automatically.
When orders are transferred
An order is transferred as soon as its status changes to "Completed" in WooCommerce.
Orders in any other status (pending payment, processing, on hold, cancelled, refunded…) are not transferred.
In addition, a check runs every evening at 23:00 and transfers recently completed orders that weren't transferred for some reason.
Each order is transferred only once. Before creating an invoice, the integration checks whether Netvisor already has an invoice for that order, so you don't get duplicates.
Tip: Mark an order as completed only when it's ready to be invoiced. Changes made to an order after it has been transferred (for example a credit or an edited row) are not updated to Netvisor. Make those corrections in Netvisor.
What the sales invoice contains
On the invoice | Comes from the WooCommerce order |
Invoice date and due date | Order date |
Customer name | Company name, or first and last name if no company is given |
Billing address | Billing address |
Delivery address | Shipping address, if given |
Products | Order rows: product, quantity, price and VAT |
Shipping costs | Separate row "Toimituskulut" |
Other fees | Separate row "Muut kulut" |
Currency and total | Order currency and total |
Shipping costs and other fees are booked to their own products. The integration creates them in Netvisor automatically the first time they're needed:
"Toimituskulut" (product code Toimituskulut) for shipping costs
"Muut kulut" (product code Muut kulut) for other fees, such as payment or handling fees
The internal comment of each invoice shows the WooCommerce order number and your store's address, so you can always find the original order.
Customers
Every invoice always shows the buyer's own name and billing address from the order. Each invoice is also linked to a customer in your Netvisor customer register, found or created like this:
Order | How the customer is found in Netvisor | If no customer is found |
Registered customer (has an account in your store) | By name. The customer's name and address are updated from the order. | A new customer is created |
Guest order with a Business ID | By Business ID | The order is booked to the shared webshop customer |
Guest order without a Business ID | The shared webshop customer is used, if it exists | A new customer is created from the buyer's name and address |
Shared webshop customer: the integration creates it in Netvisor automatically when it's first needed, with the name "Verkkokauppa-asiakas" and the customer number Woo999. Its name and address are updated to the latest guest buyer's details on each order.
The Business ID isn't saved to the customer register. It's only used to look up a customer that already exists. To get business customers' invoices linked to the right customer, add the customer with their Business ID to Netvisor yourself. After that, their guest orders are linked to them automatically.
Matching by name: a registered customer is linked to the first Netvisor customer whose name contains the buyer's name. If you have customers with similar names (for example "Matti Virtanen" and "Matti Virtanen Oy"), check that the invoices are linked to the right one.
The Business ID is read from the Y-tunnus field (_billing_ytunnus) that common Finnish checkout plugins add. If your store collects the Business ID some other way, contact us.
Products
Products are matched between WooCommerce and Netvisor by SKU. The WooCommerce SKU must be the same as the product code in Netvisor.
If the product doesn't exist in Netvisor yet, it's created automatically. If it exists, its details are updated from WooCommerce: name, short description, price and product group (from the product category).
Products without a SKU are booked to a shared product. The integration creates it in Netvisor automatically the first time it's needed, with the name "Verkkokauppatuote" and the product code Woo999. Give all your products a SKU to see your sales per product in Netvisor.
Product variations (e.g. size or colour) are handled as their own products, using the variation's SKU.
Because product details are updated from WooCommerce, keep product names and prices up to date in WooCommerce rather than in Netvisor.
VAT
Orders to Finland are booked as domestic sales, with the VAT rates from the WooCommerce order.
Orders to other countries in euros are booked as EU sales with 0% VAT.
Make sure your VAT settings are correct in WooCommerce. The integration uses the rates calculated there.
Payments and invoice status
How the invoice is handled in Netvisor depends on the payment method chosen at checkout:
Payment method in WooCommerce | Invoice in Netvisor |
Online payment (card, online bank, mobile payment…) | Created and marked as paid. The payment date is the date the order was paid. |
Direct bank transfer | Created as an open invoice without a payment. The payment is matched when it arrives in your bank account. |
Cash on delivery, or an invoice payment method (identifier contains "lasku") | Created as unsent, so you can check it and send it from Netvisor |
For paid orders, the payment is recorded under the WooCommerce payment method's name. If Netvisor doesn't recognise that payment method, your default payment method is used instead.
Things to check before you start
Every product has a SKU, and it matches the product code in Netvisor
Your VAT settings in WooCommerce are correct
If you sell to companies: your checkout collects the Business ID, and your regular business customers are in Netvisor with their Business ID
A default payment method is chosen in Netvisor
In your order workflow, an order is set to "Completed" when it's ready to be invoiced
If something goes wrong
If an order can't be transferred (for example because of incorrect product or customer details), no invoice is created for it. You aren't notified automatically, so compare your completed orders with your Netvisor invoices regularly.
Once the problem is fixed, the order can be transferred again. Contact Netvisor customer service and give them the WooCommerce order number.
If you change your WooCommerce API keys or store address, update the integration settings in the Netvisor Store. Otherwise transfers stop.
Data transferred
The integration transfers order and customer data from your WooCommerce store to Netvisor: customer names, billing and delivery addresses, products, prices, VAT and payment information. Your WooCommerce sign-in details are stored encrypted and only used for the transfer.
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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