Marketplace E-Invoice Integration

How does marketplace e-invoice integration work?

A marketplace e-invoice integration links the path from order to invoice and from invoice to marketplace into one flow. It has four steps, and your accounting routine changes in none of them.

Two jobs need to be kept apart. The first is carrying the order into the ERP completely: customer details, line items, amounts, VAT, shipping, payment details and the marketplace order number. If any of these is missing, the invoice either cannot be issued or is issued wrongly. Bulutegra writes orders to Nebim V3, Logo, Mikro or SAP with these fields, and because the marketplace order number is a unique key, the same order is never written twice and never invoiced twice. The second job is getting the issued invoice to the marketplace. People often think invoice integration is only the second job, but it only works when the first one is right.

First, the order is collected from the marketplace and written to your ERP with customer, line items, carrier and payment details. Next, the invoice is issued in your ERP or by your e-invoice provider under your own series and rules. Third, Bulutegra reads the issued invoice from the e-Arşiv provider and matches it to the order. Finally, the invoice is delivered the way each marketplace accepts it: uploaded to the order on Trendyol, Hepsiburada, Çiçeksepeti, Pazarama, PttAVM and Temu, or sent to the order's masked e-mail address on N11 and idefix.

The flow runs continuously. Nobody downloads and re-uploads anything; your team only sees the exceptions: a rejected upload or an order with no invoice.

Why matching matters

The main risk is an invoice landing on the wrong order. An invoice uploaded to the wrong order carries another customer's details, and one uploaded to a cancelled order leaves a gap between your books and the marketplace that is hard to explain.

Bulutegra therefore matches on two keys: the order's masked e-mail address and the amount. Before upload, the marketplace name written on the invoice is checked, so an invoice issued for a Trendyol order cannot go to another channel. Cancelled orders are skipped.

Because amount is a key, the order must reach your ERP with the right amount. How marketplace coupons, seller discounts and shipping fees appear on the invoice is defined per channel during setup; when the invoice total equals what the customer paid, the match follows.

Catching orders that were never invoiced

The invoice that was never issued is easy to miss. The order has shipped, perhaps even been delivered, but nobody issued the invoice, and it usually surfaces only when the customer asks or the marketplace flags it.

Bulutegra continuously compares shipped and delivered orders with issued invoices. Orders without an invoice are kept in a separate list, your team issues them from there, and an alert is raised for any order that waits several days. On N11 and idefix, where invoices travel by masked e-mail rather than upload, Bulutegra's job is to check that every shipped order has an invoice; any gap lands on the same list. A build-up of missing invoices on one channel usually points to the cause, such as a batch waiting to be issued, incomplete customer details or an invoice rule not yet defined for that channel.

Invoice security and preparation checklist

An invoice carries the customer's name and address. If links could be guessed by stepping through invoice numbers, anyone could download someone else's invoice. The invoice links Bulutegra gives to marketplaces are signed and non-guessable. In the panel, Admin, Content, Warehouse, Returns, Accounting and Reporting roles limit each user to their own work, and sign-in uses two-step verification. A user with the Accounting role works only with the order, invoice and settlement screens.

Before setup, settle a few points. Today Bulutegra works with QNB eFinans; other providers are discussed before setup. Define in your ERP how shipping fees, discounts and coupons appear on the invoice. Make sure the marketplace name is written on the invoice, since it is checked before upload. Keep order lines matched to the right products by SKU and barcode. Decide document types with your accountant, as they depend on the buyer and current regulation.

Finally, settlements: marketplace payout reports arrive per order. When the invoice, any return and the payout line share the same order number, reconciliation becomes straightforward, and lost payouts or returns whose commission was not refunded are tracked separately.