This guide is for you if both Shopify and Fortnox are connected and the settings page feels overwhelming. It gives the shortest safe path to a basic setup: which flows to turn on, which settings you must fill in, how to test one order and how to start syncing.
You do not need to fill in every setting. Start with the ones marked as required, test, and refine later.
What a Shopify + Fortnox integration syncs
A basic setup for bookkeeping: everything goes from Shopify to Fortnox.
- Ordersorders and invoices
- Refundscredit invoices
- Payoutsinvoices marked as paid
Stock and products can also be synced, but aren't needed for the bookkeeping.
Before you start
Both systems show Connected under Get Started → Connect Systems.
Fortnox is prepared: an integration user, your currencies, VAT rates, payment methods (betalsätt) and the articles refund_discrepancy and refund_fee. See Prepare Fortnox for integration.
If a choice list in the settings is empty, it is almost always the connection, not the setting. Check that the system is connected, then click Clear Cache on the settings page.
Step 1 — Choose your flows
Go to Get Started → Select flows. For a basic setup, these are the flows to consider:
Flow | Turn on? | What it does |
|---|---|---|
Export Orders to Fortnox | Yes | Sends Shopify orders to Fortnox, where they become orders (and invoices). |
Export Refunds to Fortnox | Recommended | Creates a credit invoice in Fortnox when you refund in Shopify. |
Export Payouts to Fortnox | Optional | Books Shopify payouts and marks the invoices as paid. |
Export Stocks to Shopify | Optional | Sends stock levels from Fortnox to Shopify. Only if Fortnox keeps your stock. |
Transform Fortnox orders to Invoices | Only if needed | Creates the invoice later, for example when the order is fulfilled. See Step 2. |
You can leave the other flows off. You can come back and turn on more flows at any time.
Step 2 — Fill in the settings
Go to Configure → Settings. Required settings are marked. Below are the required ones for each flow, plus the few that most often matter. Click the ? next to a setting for more detail.
Orders: required settings
Setting | What it means | What to consider |
|---|---|---|
Default Terms of Payment in Fortnox | The terms of payment set on new customers in Fortnox. | Choose from the terms that exist in your Fortnox. |
Order Default Terms of Payment in Fortnox | The terms of payment set on orders, when the payment method is not mapped. | This is the fallback. You can map payment methods to different terms later in Map Terms of Payment. |
Update customer information in Fortnox | Whether existing customers in Fortnox are updated with the details from each new order. | No leaves existing customers as they are. |
Shipping fee as an Order Line | Whether the shipping fee is added as its own order row. | Default Yes. The row uses the article in Default Article number used for Shipping Fee (default frakt). |
Create missing articles in Fortnox | Creates an article with minimum data if an order contains one that doesn't exist in Fortnox. | Default Yes. If No, the order fails until the article exists. |
Activate disabled articles | Re-activates an inactive article in Fortnox when an order contains it. | Default Yes. The risk is reactivating articles you deactivated on purpose. |
Add VAT on order rows | Whether the VAT rate is sent on each order row. | If unsure, choose No and let Fortnox apply VAT from its own setup. |
How are prices sent to Fortnox? | Whether the prices on the order rows are Including VAT or Excluding VAT. | It must match how prices come from your shop. Getting it wrong gives double VAT or missing VAT on every invoice. Check with whoever does your accounting. |
Orders: the settings that most often matter
Transform new orders to Invoice in Fortnox — the biggest choice. Yes creates an invoice as soon as the order arrives, whether or not it is paid or shipped. If you only want invoices when orders are fulfilled, choose No and turn on the Transform Fortnox orders to Invoices flow instead. Give that flow a filter that only lets fulfilled orders through, and run it on a schedule or on order updates. Without the filter it invoices orders on its next run. See Shopify and Fortnox: when an order is sent, invoiced and updated.
Book keep converted invoices — required when the setting above is Yes. Default Yes: the invoice is booked (bokförd) when it is created.
Shopify Order Statuses — which status an order must have in Shopify before it is sent.
Add Order number to Fortnox — which Fortnox fields get the Shopify order number. The ? shows the recommended setup. Payouts use this later to find the right invoice.
Order exclusion date — under Order Settings you can set a start date, so old orders are not synced on the first run.
Sales Account mapping & OSS VAT — only if you sell to consumers in other EU countries. Use the sales accounts you prepared in Fortnox.
Refunds: required settings
Setting | What it means | Default |
|---|---|---|
Send credit invoices | Whether the credit invoice is sent to the customer. | No |
Book keep credit invoices | Whether the credit invoice is booked (bokförd) in Fortnox. | Yes |
Both have defaults, so you can usually keep them.
Payouts: required settings
Payout Reference Field — which Fortnox field holds the reference used to find the invoice for each payout transaction. It must be the field your order number goes into (see Add Order number to Fortnox). If it is wrong, payouts can't be matched and invoices are never marked as paid.
Booking Accounting Settings for Settlements — add the payment provider Shopify and fill in:
Payment Method — the payment method in Fortnox for this provider.
Account Number Bank Costs — the provider's fees. Usually 6570.
VAT account for provider fees — usually 2641 in Sweden. Shopify Payments fees have no VAT, so nothing is booked here, but the field must be filled in.
Account Number for Penny rounding — small differences between invoice and paid amount. Usually 3740.
Accounts are for whoever does your accounting to decide.
Stock: required setting
Sync Webshop Articles only — Yes sends only Fortnox articles marked as Webshop Article (Webshopartikel). Choose Yes if you have articles in Fortnox that shouldn't be sold online.
Step 3 — Test one order
Test with a single order before anything runs on its own.
Use Export One on the Flows page (or the test step in Get Started) and enter the ID of one order.
Check Tasks to see that the task completed, and Logs for warnings or errors.
Open the order or invoice in Fortnox and check it yourself: the customer, the order rows, the VAT, the terms of payment and the shipping row.
If something is wrong, adjust the settings and test again. The most common causes are missing article numbers, a wrong VAT setting, or a currency that isn't enabled in Fortnox. A completed task is not proof — what you see in Fortnox is.
If refunds are on, test one refund the same way.
Step 4 — Start syncing
When the test looks right, go to Get Started → Start Syncing:
Switch off onboarding mode under Configure → Settings → General.
Add a schedule for each flow you turned on. Typical choices:
Flow | Typical schedule |
|---|---|
Orders, refunds | Every 5 or 15 minutes |
Stock | Every 5 or 15 minutes |
Payouts | Once a day, for example at 23:00 |
Orders and refunds can also be triggered by webhooks, for near real-time sync. You can keep a schedule as a safety net.
For the first days, check the Dashboard and Logs now and then.