Collmex for WooCommerce — orders, invoices and stock

Collmex for WooCommerce puts a shop order in Collmex with one click: as a Kundenauftrag (sales order) or a Rechnung (invoice), together with the customer. Nobody types the order a second time, and stock, invoices and the books in Collmex work with the same data as the shop. The module talks to Collmex directly, through your own API user.

What the free version does

The order screen gets a Collmex box: the “Send to Collmex” button creates a Kundenauftrag or a Rechnung. For a Kundenauftrag Collmex itself finds or creates the customer from the address; for a Rechnung the module looks the customer up by e-mail or customer number. Prices go net or gross, following the customer’s price group in Collmex; lines go as text or by product number (Produktnummer = SKU). The document number can come from the Collmex numbering or from the WooCommerce order number plus an offset. After a Kundenauftrag is created the module compares the document total with the order total. There is no second document: pressing the button again changes the same one, and after an attempt that got no answer the module first looks for the document by order number. A connection test is included, and the password is kept encrypted. The storefront does not change.

What Pro adds

Orders go to Collmex on their own when they reach the status you choose: in the background, with five retries (after 5, 15, 60, 180 and 720 minutes) and a pause during the Collmex maintenance window (3:30–5:00 Berlin time). WooCommerce tax classes map to Steuerklassifikation, payment methods to Zahlungsbedingung, shipping methods to Versandart. Stock (STOCK_AVAILABLE_GET) and prices (PRODUCT_GET) are pulled by SKU: only what changed, plus everything once a day; Collmex can also tell the shop about changes through an address with a key. Payment confirmation (PAYMENT_CONFIRMATION) for the payment methods you choose. The tracking number from a Collmex delivery lands on the order, optionally with an e-mail to the buyer and completing the order. Bulk sending from the orders list, and a log with a button to send failed orders again.

Good to know before you start

• Revenue accounts (Erlöskonten) are not mapped: the Kundenauftrag and Rechnung records have no such field, so Collmex picks the account from the Steuerklassifikation and the customer.
• Refunds and credit notes (Gutschrift) are not sent.
• Collmex calculates the totals. If net/gross or the tax classification differ from the shop, the document total will differ; for a Kundenauftrag the module shows a warning about the difference. In Rechnung mode the document is posted to the books at once, and there is no total check for it.
• In “product number = SKU” mode an SKU unknown to Collmex stops the whole order, because Collmex refuses the whole upload.
• Payment confirmation is posted as an Anzahlung. If the same payment is also posted from a bank statement, it is booked twice, so payment methods are chosen by hand and none is selected by default.
• Price sync writes the Collmex price as it is: if “prices include tax” in WooCommerce is set differently, shop prices will be wrong. It is off by default.
• Collmex limits its API to 10,000 calls a day and up to 5 at the same time. Bulk sending goes one order every 10 seconds.
• Payment confirmation, tracking numbers and Collmex notifications are not available in every Collmex edition: ask Collmex about your plan.

How it works, step by step

1. In Collmex create a user “Nur für API” and note the customer number, user name and password.
2. In WooCommerce → Collmex enter them and press “Save and test the connection”.
3. On the Documents tab choose Kundenauftrag or Rechnung, prices and lines.
4. Open an order, press “Send to Collmex” and look at the document in Collmex.

Under the hood

• The password is kept encrypted with your site’s keys and never printed back on the page.
• The document number is saved on the order: sending again changes the same document.
• Automatic sending, retries and sync run in the Action Scheduler queue.
• HPOS and block checkout compatible; languages: English, Deutsch (de_DE, de_DE_formal, de_AT, de_CH).

How to install

1. Plugins → Add New → Upload Plugin: choose the zip and activate it.
2. WooCommerce → Collmex: enter the API user and press “Save and test the connection”.
3. On the Documents tab choose the document type.
4. Try one order.

The module is not on wordpress.org yet: the free version and Pro are one archive from this page. Without a key it works as the free version.