Mapping your accounts
Mapping tells Xaldro which ledger accounts an order posts against. You set it per site, per accounting system, in Settings. Owners and members can both change it.
The fields
| Field | Required | What it does |
|---|---|---|
| Organisation / company | When you have several | Which Xero organisation or QuickBooks company this site posts to. |
| Revenue account | Yes | Where product lines and the discount line post. |
| Shipping account | No | Shipping posts as its own line against this account. Without one it uses the revenue account. |
| Clearing / bank account | No | If set, Xaldro records a payment so the invoice posts paid instead of as an open receivable. Refunds of paid orders are paid out of it. |
| Default sales tax rate | No | The tax code for taxed orders. See Tax & VAT. |
| VAT code for orders without tax | QuickBooks outside the US | The 0% code QuickBooks needs on untaxed lines. See Tax & VAT. |
You pick accounts and tax codes from lists read from your Xero or QuickBooks company, so there is nothing to type.
The first time you save a mapping for a ledger on a site, Xaldro imports the last 90 days of orders again so they reach that ledger. Orders already posted are skipped.
QuickBooks posts through Items
Every QuickBooks invoice line needs an Item. Xaldro looks for an Item with the line's name (the product name, with the SKU in brackets when there is one, or "Shipping" or "Discount"). If none exists it creates one, of type Service, linked to the account you mapped. QuickBooks posts a line to its Item's income account, so an Item that already existed keeps the account it already had.
The clearing account, briefly
Webflow has already collected the money by the time an order reaches you, so the matching invoice should usually be paid, not an open invoice you chase. Map a clearing or bank account and Xaldro records the payment. Leave it unset if you would rather post open invoices and record payments yourself. See Payments & clearing.
Tax
Map a default sales tax rate if your store charges sales tax or VAT. Without one, any order that carries tax is held (not posted short by the tax) with a message. You can also map per-region tax rates for stores selling into several jurisdictions.
Each ledger is separate
Mappings are per accounting system, so your Xero revenue account and your QuickBooks income account can be whatever each chart of accounts calls them. Set both if you post to both.
Tip: the checklist on your Overview walks you through revenue, the clearing account and tax in order.