Connect VirtuaGym with e-Boekhouden and automatically process membership administration and payments in your accounting. Save time on your gym administration.
Table of contents
1. Connect to Virtuagym
To connect with Virtuagym, you need multiple API keys. These can be found within Virtuagym.
Note: Each Club in Virtuagym has its own set of credentials. Therefore, you must install a separate integration for each Club.
Find the API details in Virtuagym
Log in to Virtuagym.
Then navigate to System Settings (located at the bottom left of the menu).
Next, go to Company Information.
4. Scroll down and click on Advanced.
5. Copy the API key and Club key
You will now see the Club key and the API key.
Copy both values.
Log in to Combidesk
Then log in to Combidesk.
Install the Virtuagym integration
Search for the desired Virtuagym integration in Combidesk.
Click on Install this integration.
You will be prompted to connect to Virtuagym.
Paste the previously copied API key and Club key into Combidesk to complete the integration:
2. Connect to e-Boekhouden.nl
Om verbinding te maken met e-Boekhouden.nl, moet eerst een API-token worden aangemaakt in je e-Boekhouden account.
Klik op 'Verbind je e-Boekhouden account'
Maak een API-token aan in e-Boekhouden.nl
Log in op je e-Boekhouden.nl account.
Ga bovenaan naar 'Beheer' en in het linker menu onder 'Inrichting' op 'Koppelingen'.
Klik op 'API' en dan op e-Boekhouden API > Verder.
Klik op 'Toevoegen +' en maak een API-token aan:
Plak de token en klik op 'Opslaan'
Je e-Boekhouden.nl account is nu verbonden
3. Configuration of the integration
For the integration to work properly, it must be configured correctly. In the paragraph below, we'll go through all the steps of the integration in sequence. Before starting the installation, we recommend that you first carefully read through these steps.
Configure these Virtuagym steps:
Export existing invoices
Do you want to export existing invoices from Virtuagym?Add club ID to invoice number
Do you want to add the club id to the invoice number?
Configure these e-Boekhouden.nl steps:
Debtor ledger account
Select the debtor ledger accountCounter account
Select the counter account where the revenue should be booked. Note: A counter account must be a Profit and Loss account.
If you use multiple general ledger accounts for revenue bookings, make sure these accounts are available in both systems. The integration will automatically ensure that the revenue is booked to the correct general ledger account. For more details on this process, refer to this article.e-Boekhouden.nl VAT mapping
Connect the VAT categories of Virtuagym to your e-Boekhouden.nl accountHow do you want to handle VAT for orders to individuals in other EU countries (One-Stop Shop, OSS)?
Do you ship to individuals in other EU countries? Then you can pick one of the VAT arrangements below. If you want to keep using the rules of before July 1, 2021, select "Charge VAT based on the webshop's country", then the regular VAT of your country will be charged.
For more information, please see this E-boekhouden article (Dutch).Specific EU VAT ledger accounts
In this step, you link the correct VAT ledger account for each EU country.
These ledger accounts are used to correctly process VAT per country. This helparticle explains how to create VAT ledger accounts in e-Boekhouden.Debtor number for guest orders
Do you make use of guest orders in Virtuagym and do you want to book these orders in e-Boekhouden.nl as well? Then please enter the debtor number of the debtor on which these orders should be booked.Service level
Pick a Service level matching your needs. You can always change the it at a later time, and the price will be adjusted accordingly.
4. The Combidesk customer dashboard
How does the dashboard work?
If you've created a new Combidesk account or installed a integration, you'll receive an email with access to your Combidesk account. When you log in to combidesk.com, you'll arrive at the dashboard. This is where your integration is located. From here, you can easily adjust your integration and account settings, view the integration logs (history), and access support.
What can you view via your Combidesk account?
From your Combidesk dashboard you also have access to your account settings, connected accounts, billing and support.
5. What can you expect from Combidesk?
We understand you're busy or perhaps have little software experience. That's why our specialized team is always ready to help. Take advantage of our installation packages to save yourself even more time.
Installation appointment
If you're short on time or would like us to handle the entire installation, take advantage of our remote implementation support. We'll take care of everything for you right away and deliver a fully functional connection. For most connections, installation support costs a fixed fee of €150, while others cost €300. If you decide not to continue with the connection after the trial period, there's no charge. Schedule an installation appointment below and schedule it right away.
Explanation of service level (SLA) subscriptions (Basic, Pro, Premium)
To help you use our integration effectively, we offer three service levels: basic, pro, and premium. You can always change the service level in your integration. The price will be adjusted for the next billing period.