Connecting Moneybird and posting your month

Prepare your Moneybird administration

Before you connect, it helps to get your administration ready so the connection can find everything. One distinction is crucial here - it’s exactly where people get confused:

A ledger account (grootboekrekening) determines where something is posted: your revenue, your chair rent, your commission, transaction fees, tips. A financial account (financiële rekening) - an interim account - shows how the money flows: your card interim account, an interim account for vouchers, your cash. They are two different things, in two different places. Mix them up and the entry won’t add up.

What you create yourself: the financial interim accounts for your payment methods. The wizard asks for four: one for card payments via SumUp, one for vouchers & credits, your cash (a cash book) and one for manual PIN - card payments outside your provider. You create them in Moneybird under Settings → Bank → Add → Add account without linking; the wizard shows the type and name to choose for each one. Moneybird doesn’t let an app create these accounts itself - that’s why this is the only part you do by hand. They hold the money that comes in through a payment method until it reaches its final destination.

What the wizard does for you: you don’t need to look up the twelve ledger accounts ZumFlo uses - service revenue (21% and 9%), sales commission, tips, chair rent, commission costs, transaction fees, and on the balance sheet the interim accounts for cash and vouchers, third-party funds, payments received in advance and the account for invoices still to be received. The wizard recognises them by their RGS code, and creates a missing account itself. This is the ideal moment to check in with your accountant if you have doubts about your chart of accounts.

Check your details in ZumFlo: before you can connect, ZumFlo checks that your business profile (business name, address, KVK and BTW numbers, IBAN and email) and the contact details of each host (contact person, address, email and phone number) are complete. That’s because the wizard records your hosts as contacts in Moneybird. Use a real email address: Moneybird rejects addresses whose domain doesn’t exist.

Post your closed month

As soon as a month is closed and locked, you can post it. Open the month in Overview, tap the host under Host Overview and expand step 5 of the settlement, Sync to Moneybird. Sync with Moneybird shows what will be prepared; tap Sync to Moneybird and ZumFlo builds a complete, balanced set of entries in Moneybird. In plain language, this is what happens:

A sales invoice for your revenue, neatly split per BTW (Dutch VAT) rate (21%, 9% and 0% where applicable). That split per rate is exactly what your BTW return needs. By default, your tips appear as a separate line at 0% BTW - their own income without BTW, separate from your taxable revenue.

Your payment methods are recorded the way the money actually came in: card, manual PIN, cash and voucher, each through its own interim account. That way, what was received matches what was invoiced.

Your costs and income with the host - chair rent, commission and what you receive from your host - are processed as a journal entry (memoriaalboeking). Third-party funds (your host’s products that you sell on) go to their own balance-sheet account, because they aren’t your revenue. The costs you still expect your host to invoice go onto a balance-sheet account for invoices still to be received. That is the bridge to the final step. Your transaction fees (from SumUp, for example) get a separate journal entry.

You don’t need to worry about double posting: the connection first checks whether the settlement has already been posted, and prevents duplicate invoices. So you simply post a month once. Afterwards, step 5 shows when it was synced, with an Open in Moneybird button - you or your accountant can open the entry and check it before the return goes out.

How your money flows: card, cash and the interim accounts

The connection posts this automatically, but it helps to understand what happens behind the scenes - this is exactly where the distinction from step 1 becomes concrete: a ledger account determines where something is posted, a financial account (interim account) shows how the money flows. An interim account always bridges the moment between “the client pays” and “the money is in your bank account”.

Card payments via SumUp or PayPal POS

When a client pays by card, that money doesn’t go straight to your bank account; it first stays with your provider. SumUp bundles a day’s payments and usually pays them out once a day as a single amount to your business account - minus the transaction fees. So on your bank statement you don’t see ten separate card payments, but one net credit.

In your bookkeeping it works like this: every card payment is revenue (ledger), with the card interim account as the contra entry - it builds up during the day with what your clients paid by card. When the daily payout lands in your bank account, you reconcile it against that same interim account. The difference between the gross daily revenue and the net credit is exactly the transaction fees, which you post to the transaction fees ledger account. After that, the interim account is back at zero and the whole chain adds up: client, provider, bank.

That is precisely why the interim account exists: it keeps the difference in timing and amount visible, instead of revenue and bank credits getting mixed up. The connection prepares these entries for you; reconciling the bank credit is something you do in Moneybird itself, just like with your host’s purchase invoice.

Cash: simply revenue - and what you do with it

This is separate from ZumFlo, but just as important for your administration. Cash you receive is full revenue. For tax and bookkeeping purposes it counts in full - including BTW and, through your profit, income tax - exactly like a card payment. There is no grey area: not recording cash revenue is not allowed, and a real risk in an audit. So the right and safe habit is: record every cash payment on the day itself.

In your books, cash gets its own financial account: Cash (Kas). You post every cash payment as revenue with Cash as the contra entry, so your cash balance grows with what you physically have in hand. In ZumFlo you record this by entering cash as the payment method in your daily log; when you post, it lands on that Cash account.

And don’t leave the money itself sitting in a drawer indefinitely: deposit it into your business account periodically, and reconcile that deposit against Cash - that way every euro can be traced from receipt to bank, and your cash balance matches reality. Keep business and private strictly separate: don’t pay private expenses directly from the cash, but take money out as a private withdrawal and post that separately. A muddled cash account is a classic reason why the books won’t balance at the end of the year.

Finally, the retention obligation: you keep your cash records and the underlying documents - like the rest of your administration - for seven years. If you’re unsure how best to handle cash in your situation, run it past your accountant; that short conversation saves a lot of digging later.

Frequently asked questions about the Moneybird connection