Connect Billbee

Billbee collects the orders of all your shops and marketplaces. Connect it to Deskwoot, and every conversation shows the customer's Billbee orders with status, payment, delivery, items and tracking. Fynn tells customers where their order is, and Copilot knows the orders too. Deskwoot only reads Billbee: it never changes, cancels or refunds an order there. Your team sees Billbee orders on every plan. Fynn's answers about orders come with every paid plan, and a 7 day trial includes that too.

Each workspace connects one Billbee account. Billbee shows its menus in German only, so this article names them in German.

Turn on the API in Billbee

1. In Billbee, open Einstellungen and then Billbee API.
2. On the tab Allgemeine Einstellungen, turn on the API.
3. Set an API password: at least 12 characters, with an upper case letter, a lower case letter, a number and one of these characters: ! @ $ % ^ & * + #. Do not use a colon.
4. Save, and keep the password. Billbee never shows it again.

Already use the Billbee API with another tool? Use the API password you set for it. A new API password stops your other tools until you enter it there too.

Connect Billbee in Deskwoot

1. Go to Settings > Integrations and click the Billbee card under Shops and payments.
2. Click Connect Billbee.
3. Under Billbee username, enter the email address you log in to Billbee with. For an employee account, enter its username.
4. Under API password, enter the password from the step above, not your Billbee login password, and click Connect.

Deskwoot checks the login with Billbee right away. You need the permission to manage integrations in Deskwoot; administrators have it. Deskwoot stores the username and the API password encrypted and never shows the password again.

Connecting with an employee account? In Billbee, open Einstellungen > Mitarbeiter, edit the employee, and on the tab Shopverbindungen tick ohne Shopverknüpfung. Without it, Billbee leaves the orders that belong to no shop out of that employee's lists, and they are missing from the Orders section.

What your team sees

In a conversation, the Orders section of the Details tab lists up to 10 Billbee orders of the contact's email address, newest first, with number, status, date and the shop or marketplace the order came from. Above them, a line names the Billbee customer and how many orders Billbee counts for them. Open an order to see:

• Whether it is paid (Paid on a date, or Not paid yet) and whether it shipped (Shipped on a date, or Not shipped yet).
• The items with quantity and price, and the total.
• Each tracking code with the shipping provider and Track shipment. A parcel the customer sent back shows as Return.
• Ship to with the delivery address, read from Billbee when you open the order.
• Open in Billbee, which opens the order in Billbee.

Billbee orders have no Refund, Cancel order or Mark shipped in Deskwoot. Change the order in Billbee with Open in Billbee. When Fynn links an order to the conversation, it shows on top as Linked order. A contact without an email address has no orders to look up.

If Billbee cannot be reached, the section shows the Billbee orders Deskwoot already has, each with the time it was last read from Billbee.

Copilot reads the same orders, so you can ask it, for example, whether 2 orders of a customer ship together.

What Fynn does

• Someone who gives an order number and the postal code of the delivery address hears the status of that one order, and its tracking when Fynn shares tracking links is on. Fynn shares no items, totals, payment or addresses before the customer is verified. After 3 wrong tries in a conversation, he stops looking up orders there for 15 minutes.
• A verified customer, for example after confirming the link Fynn sends to their email address, can ask about their 3 newest orders.
• Shipped means the parcel left the shop. Fynn says it arrived only when the tracking says so.
• An open payment on a shipped order is normal for a purchase on invoice, and Fynn never calls it a problem. A payment reminder or a demand note (Mahnung) is different: Fynn never says that payment is fine, and hands questions about it to your team.
• Fynn never changes an order. When a customer wants to cancel, change the address or the payment, get a refund or send something back, he hands the conversation to your team.

The What Fynn does with Billbee section on the Billbee page shows Fynn may read orders and Fynn shares tracking links. Both come from the data access of your bot: change them with Change under Bots.

When Deskwoot reads Billbee

Only when needed: when someone opens a conversation or an order, asks Copilot or fills a WhatsApp template, when a customer gives Fynn an order number, and each time Fynn answers a customer who confirmed their email address, whatever they ask. Once a day Deskwoot checks that the connection still works. Nothing else runs in the background, so orders from before you connected show up as soon as someone asks about them.

When the connection needs you

• Login refused: Billbee no longer accepts the username or the API password, for example because the API password was changed in Billbee. Enter the new one with Replace login.
• Access refused: the API is turned off in Billbee, or your Billbee account is not active. Turn the API on under Einstellungen > Billbee API, then click Check connection. When you save the switch, Billbee asks for the API password again: enter the one Deskwoot has. If you enter a new one, also enter it in Deskwoot with Replace login.
• Out of date: Billbee did not answer for a while. Conversations show the orders Deskwoot already has until Billbee answers again.

Disconnect

Disconnect on the Billbee page stops Deskwoot reading Billbee and deletes your username, the API password and the Billbee orders Deskwoot stored. Contacts stay in Deskwoot, and nothing in Billbee changes. The API password keeps working in Billbee: to end access for every tool that uses it, set a new one under Einstellungen > Billbee API. Other tools that use it then need the new one.

Frequently asked questions

Which plan do I need?

Every plan. Your team sees Billbee orders on every plan, the Free plan too, and Fynn's answers about orders come with every paid plan, starting with Startup, the 7 day trial included.

Billbee says the username or the password is wrong.

Use the API password from Einstellungen > Billbee API, not your Billbee login password. For an employee account, use its username.

Can Deskwoot change my orders?

No. Deskwoot only reads orders and customers. Fynn hands requests to cancel, return or change an order to your team, and you change the order in Billbee.

Is the API password limited to reading?

No. Billbee has no limited API access: the API password opens your whole Billbee account. Deskwoot only reads orders and customers, and its code cannot call anything else.

What does Deskwoot keep from an order?

Number, dates, total, state, payment and shipping, items, tracking codes, the customer's name and email address, the shop it came from, and the postal code and country of the delivery address. Phone numbers, companies, VAT IDs, comments, payment details, the invoice address and the order history are dropped as soon as Deskwoot reads an order. The street and city of the delivery address are shown and never stored.

Can I connect more than one Billbee account?

Each workspace connects one Billbee account. Billbee already holds the orders of all your shops and marketplaces.