Integration data sheet
| What | Direction | When |
|---|---|---|
| Orders | Store → Contabilium | When confirmed, and again if edited and saved; the status travels as Accepted or Cancelled |
| Price and stock | Contabilium → Store | When a product is saved, when Contabilium notifies by webhook (up to a minute of delay) and with "Update all products"; a full daily sync as backup |
| Price lists | Contabilium → Store | A main list plus additional lists assigned to customers; the list code in the store must match the name in Contabilium |
| Discounts and surcharges | Store → Contabilium | Discount per line or as a general line; payment and shipping surcharges as extra lines |
| Products | Not created or deleted | Only price and stock travel: name, description, categories and photos stay as they are in the store |
| Requirements | An active Contabilium FULL plan; integration ID, account email and API key. Warehouse and price list by exact name (blank = general stock and default list). | |
| Cost | Included in the VentasxMayor plan: no separate module or integration fee. | |
| Activation | With support included; same business day reply. | |
What do you gain by integrating Contabilium with your store?
- Automatic orders: Every sale in your store goes straight to Contabilium. Zero manual entry.
- Prices always up to date — per customer: Change a price in Contabilium and it's automatically reflected in your online store. Connect your main list or multiple price lists to assign special pricing to distributors and VIP wholesalers.
- Real-time stock: Contabilium inventory syncs with your site. Never sell what you don't have.
How does the integration work?
Orders
- When a customer buys from your store, the order is sent automatically to Contabilium (Sales → Integrations → eCommerce → SEARCH).
- If you edit an order in your store before it's processed in Contabilium, changes sync automatically when you save.
Stock
- Stock is managed exclusively in Contabilium. Your store updates automatically.
- Any change in stock levels is reflected on your website in real time.
Prices
- Prices are managed only in Contabilium and automatically sync with your store.
- ⚠️ Do not modify prices directly on your website after activating the integration.
Discounts
- Discounts applied by your customers in the store are reflected in the order in Contabilium.
- You can choose how they are sent:
- Item discount (recommended): the discount is detailed per product.
- General discount: a single "discount" item is sent with the total amount.
Multiple price lists: different prices per customer type
If you handle different types of customers (retailers, distributors, large wholesalers), you can sync multiple price lists from Contabilium and assign them to each customer in your store.
How it works
- A main list syncs with the price all customers see by default.
- You activate secondary lists (as many as you need) for special customers.
How to set it up (3 places where the name must be identical)
- In Contabilium → your already-created lists (e.g.:
PRINCIPAL,Distribuidor). - In VxM → Settings → Products → Price Lists → register each secondary list. The Code field must be identical to the list name in Contabilium. The Name is what your sales team sees and can be free text.
- In VxM → Settings → ERP → Contabilium Integration → enter the main list with its exact name and the secondary lists separated by commas. Check the box for each secondary list you want to sync.
Common mistakes to avoid
- Different uppercase/lowercase:
mayorista≠Mayorista. Won't match. - Double internal spaces:
Lista Mayorista≠Lista Mayorista. Won't match. - Renaming the list in Contabilium without updating the code in VxM → breaks the sync.
- Leading or trailing spaces: yes, those are tolerated and trimmed automatically. ✓
6 things you need to know before getting started
- Use the same SKU, price and stock When creating products in your store, use exactly the same SKU, price and stock you have in Contabilium. This is key for synchronization to work from day one.
- Daily security sync In addition to real-time sync, a daily bulk synchronization of prices and stock runs to prevent any errors.
- Sync when creating or editing products Every time you create or edit a product in your store, the updated price and stock is automatically requested from Contabilium.
- Contabilium rules: prices and stock are only edited there Once the integration is active, prices and stock are modified only in Contabilium. Changes are automatically reflected in your store.
- Be careful when changing the status in Contabilium When an order arrives in Contabilium and you change its status (invoice, edit data, convert to quote), it can no longer be modified from your store. Make sure to review everything before changing the status.
- You need the FULL plan in Contabilium The integration requires your Contabilium account to have the FULL plan active. If you have a lower plan, we can help you upgrade.
How do you activate it?
Activation includes dedicated support. We take care of everything: we configure the integration to your needs and make sure it works perfectly from day one. To learn about pricing, contact us on WhatsApp.
Configuration options
When activating the integration, we define these parameters together with you:
- WAREHOUSE: The exact name of the warehouse in Contabilium from which stock information will be taken.
- PRICE LIST: The main Contabilium price list linked to the price all customers see in your store. Supports multiple lists to assign special prices to specific customers (distributors, VIP wholesalers, etc.). See the "Multiple price lists" section above for details.
- SYNC PRICES: Yes or No. If you choose Yes, prices sync automatically between both systems.
- SYNC STOCK: Yes or No. If you choose Yes, stock syncs automatically.
- PRICES WITH VAT: Are order prices sent to Contabilium with VAT included or without VAT?
- FINAL PRICE: Does your store use the "Final Price" (with VAT) or the "Base Price" (without VAT) from Contabilium?
- SEND DISCOUNT: Choose how discounts are sent: per item (recommended) or as a general discount on the order total.
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FAQ
What syncs between Contabilium and the store?+
Orders travel from the store to Contabilium as soon as they are confirmed; stock and prices travel from Contabilium to the store in real time, with a daily bulk sync as a backup. Order discounts are sent per item or as a single general item.
Can I use multiple price lists?+
Yes. A main list sets the price everyone sees and secondary lists are assigned to specific customers (distributors, VIP wholesalers). The list code in the store must be identical to the list name in Contabilium.
Which Contabilium plan is required?+
The integration requires an active Contabilium FULL plan. Activation on the store side includes configuring the warehouse, price list, VAT and discounts with our team.
Can I edit prices or stock in the store after activation?+
Better not: Contabilium is the master system. Prices and stock are edited there and the store updates on its own; a manual change on the web gets overwritten at the next sync.
How much does the integration cost?+
Nothing beyond the plan: the ERP integration is included in VentasxMayor's fixed monthly price, with no module or extra charge.
How long does activation take?+
With the credentials at hand, the setup is done from the admin and checked with "Verify configuration"; our team walks you through the activation and replies the same business day.
Does it work with several warehouses?+
You enter the exact name of the warehouse the stock is read from; if blank, the store uses the general stock. Customers with their own list get the price from their additional Contabilium list.
