1. General information

As a customer of Recurly, you can immediately send all your booked invoices to your environment to get them paid. These invoices can be paid through a Direct Debit, a payment link or even a regular transfer.

For more information about managing your invoices, see Managing your invoices.

2. Configuring your integration

To set up your Recurly integration:

• Navigate to Settings > Integrations and click on Recurly.
• Enter the following information:
  • Domain: your domain name at Recurly.
  • API key: your API key for Recurly.
  • Template to use when importing: choose the template you want to use to book your invoices.
    
• Click Save.

3. After the configuration

When the configuration is completed, we suggest to do an import of your invoices from the last 90 days. This way, the client database from Recurly is also created in our system. You will then have a one-to-one link for every client between the two platforms.

To do this, please take the following steps:

• Navigate to the Invoices screen
• Click on Find in CRM
• Adjust the number of days to 90
  
• Click Confirm

Establishing this one-to-one link is important for the update of the status of your invoices in Recurly. You can easily delete the import afterwards if needed.

4. Managing your invoices from Recurly

Your invoices will now be imported from Recurly into your environment. In case the option Automatically import booked invoices is on, this will happen automatically.

In case this option is off, you have to import your invoices manually. You can do this by taking the following steps:

• Navigate to the Invoices screen
• Click on Find in CRM
• Specify the number of days for which you want to import your invoices
• Click Confirm
• After the import, you will receive an overview by mail
• When the status of the invoice changes, both your environments will automatically be updated

Please note that previously imported invoices cannot be imported again.

5. Import or update customers

You can import new Recurly customers and update existing customers in Twikey.
To do this, please take the following steps:

1. Navigate to the Customer import screen
2. Source: Select Recurly

Synchronization Options

The import tool serves two functions: it creates new customers and keeps existing ones synchronized.

• Default Behavior: Twikey automatically imports new customers and updates existing ones that were modified in Recurly within the last 14 days.
• Synchronize all customers: Select this option to update all existing customers in Twikey with their latest Recurly data, regardless of when they were last changed.
• Use Case: This is helpful to ensure delivery details (like Peppol addresses) match your CRM data before a large billing run.

After importing or synchronizing customers, you'll receive an email notification with the details of the import/update only if there were any updates.

6. PDF in UBL for Peppol

When sending Recurly invoices via Peppol, the PDF document is included in the UBL file automatically.

For Recurly invoices, this profile option still decides whether Twikey retrieves the PDF from Recurly and adds it to the UBL file. The "(not for invoices sent via Peppol)" part of the label only means that the notification email sent after a Peppol delivery never carries the PDF as an attachment.

If you need to include the PDF for invoices that were already imported, you can generate or retrieve the PDF first and then resend the invoice via Peppol. Twikey will then build the UBL with the PDF included.

7. VAT compliance and invoice import behaviour

Twikey validates the VAT calculation of each imported Recurly invoice against the Belgian e-invoicing rules.

When the calculated VAT total does not match the total specified by Recurly:

• The individual invoice lines are ignored.
• The invoice is imported as a receipt (total amount only, without line detail).
• This is logged and visible in the import report you receive by email.

This behaviour ensures that only compliant Peppol documents are sent and that direct debit collection is not blocked by incorrect line-level data.

Credit notes:

• Discounts on credit notes are recorded as absolute values.
• Credit notes without VAT are not imported.