Managing one Webflow store’s books is a chore. Managing ten is a business: a separate setup per client, and a month-end where you re-check everything because you cannot tell what posted cleanly.
This post lays out a workflow for a portfolio of Webflow stores.
The real pain of a Webflow client portfolio
- Every client has a different chart of accounts, different tax treatment, and often a different accounting system.
- Orders, refunds, shipping and fees have to land in the correct ledger for the correct client, every time.
- You are accountable to each client for numbers that have to tie out, but you rarely have time to check each one line by line.
- More than one person on your team touches the books, and you need to know who did what.
One overview, every client’s detail underneath
You open a single combined Overview and see every client site at once: what was invoiced this month, which sites have orders waiting, and which need attention. From there you open any one site for its orders, mappings and held orders.
Each client posts to their own ledger
A client’s orders must post to that client’s own books. In Xaldro you connect each Webflow site and pin it to that client’s own Xero organisation or QuickBooks company. Site A’s orders post into Client A’s Xero, site B’s into Client B’s. They never cross.
Per-client pinning gives you:
- Revenue, shipping, payment and tax accounts chosen per site, matching each client’s chart of accounts.
- Tax rates and per-region rules per site, because their jurisdictions differ.
- Refunds posted in the right client’s books: a credit note in Xero (a credit memo or refund receipt in QuickBooks) against the original invoice.
Because each client’s documents live in their own ledger, they are the client’s records. If a client leaves, or you stop using Xaldro, the invoices, payments and credit notes Xaldro posted stay in their ledger.
Held orders, each with a reason
Xaldro reads every invoice back after posting. If its total or tax differs from what the customer paid by more than 1 cent, Xaldro voids the invoice it just created and holds the order with a reason. Orders are also held, not guessed, when a tax code is not mapped or the client’s ledger cannot take the order’s currency (for example a Xero organisation without multi-currency).
So the “needs attention” list is your to-do list for each client, and every item tells you why it is there and which client it belongs to.
A month-end across a portfolio
- Open the combined Overview.
- Look at the “needs attention” list.
- For each held order, read the reason: an unmapped account, a tax code that needs picking, a currency the ledger cannot take.
- Fix the cause and press Retry. The order posts.
Team roles: owner and member
Each person on your team gets their own sign-in. Xaldro has two roles.
Members do the day-to-day work:
- Setting up and adjusting account mappings, tax rules and sync rules.
- Retrying held orders and importing past orders.
- Pausing and resuming a site.
The owner keeps the actions with consequences:
- Billing and the subscription.
- Inviting and removing team members.
- Removing a site from the account, and disconnecting a ledger.
- Deleting entries from, or clearing, the activity log.
- Exporting the account’s data and deleting the account.
An activity log
Changes to the account are recorded in the Activity log, with the person who made them. Members can read the log but cannot delete it; only the owner can remove entries, and clearing the log is itself logged.
Flat pricing for a portfolio
The Agency plan is $199 per month (VAT included where it applies) and includes unlimited orders, unlimited sites and 25 team seats, with Xero or QuickBooks per site. You add clients and stores and the price does not change.
Conclusion
Bookkeeping for many Webflow clients needs one overview across every client, each client’s orders posting into their own ledger, refunds posted as credit notes, a read-back check on every invoice, team roles and an activity log. That is how Xaldro is built.