Sync store orders into invoices
Turn Shopify and WooCommerce orders into issued invoices with the customer matched or added and the payment recorded, every hour or on demand.
Order sync brings your online orders into your books. Each order from a connected Shopify or WooCommerce store becomes a document in Invoices & Payments — usually an invoice — with the customer matched or added, the items matched to your item records, and the store's payment recorded. It runs every hour, and you can run it at any time.
Before you start:
- Seeing the Order sync tab needs Can browse the store under Online stores. Changing its settings, Sync now and Retry need Full control.
- Set up Invoices & Payments first. Synced orders become its documents.
- If you don't see this yet, the owner applies the waiting workspace upgrade — see Upgrade your workspace.
Turn it on
- Open Marketplaces, click the store and open the Order sync tab.
- Switch on Import orders from this store.
- Set Import orders placed on or after. Older orders are never imported, so a store with years of history does not flood your books.
- Choose the Document type the orders become, for example Invoice, and the Business profile if you have more than one.
- Optional switches:
- Also import unpaid orders (cash on delivery) — otherwise only paid orders come in.
- Leave documents as drafts (don't issue) — to check each one before it gets its number.
- Don't record the store's payments — if you record the money some other way, for example from your bank statement.
- Click Save. You see "Sync settings saved". Click Sync now to run it straight away.
What each order becomes
- The customer is found by email (else phone) among your customer records, or added with their name, email, phone and state.
- The items are matched to your item records by SKU. A line whose SKU is not found comes in as a plain description line and is flagged on the order, so you can add the item.
- The document carries the store order number as its reference (for example "Shopify order #1001"), the store's order date as its date, and the shipping state as the place of supply, so CGST + SGST or IGST is worked out as usual. Prices that include tax in the store are split into taxable value and GST. Shipping and fees become lines.
- The payment: for a paid order, a payment for the document total is recorded once, so the invoice shows as paid. Running the sync again never records it twice.
The period lock applies: an order dated in a locked period is refused and shows up as needing attention.
When an order changes in the store
- An order you left as a draft is issued on the next run (unless Leave documents as drafts is on).
- Cancelled or fully refunded in the store: a draft is deleted, an unpaid document is cancelled, and a paid one gets a credit note.
- A partial refund is not applied automatically. The order is flagged so you can raise a credit note yourself.
The orders list
Under the settings, every synced order is listed with Order, Total, Document (click to open it) and Status:
| Status | Meaning |
|---|---|
| Issued | The document was issued. |
| Draft | Imported as a draft. |
| Cancelled | Cancelled in the store, and the document was cancelled. |
| Credited | Refunded in the store, and a credit note was raised. |
| Needs attention | It could not be imported. The reason is shown. |
Any flags — an unmatched SKU, a store total that did not match the document — show under the order.
Fix an order that needs attention
- Read the reason on the row, and fix the cause (for example add the missing item, or the customer's state).
- Click Retry. You see "Order applied", or "Still failing" with the new reason.
Failed orders are also tried again on every hourly run.
Good to know
- The sync runs with the permissions of the person who connected the store. If they leave the workspace, it stops with a message saying so.
- The line under the settings shows when it last ran and what it did. A very busy store may say more orders remain; the next run continues.
- Nothing is written back to the store.