What syncs where
Every Webflow order becomes one invoice per connected and mapped accounting system. Here is how each part of an order maps, so you know why an invoice looks the way it does.
One order, one invoice
Each Webflow order posts as one invoice in Xero, and one in QuickBooks if both are connected. The invoice is created approved (AUTHORISED in Xero), not as a draft. In Xero its due date is the order date, because the customer paid at checkout.
The field-by-field map
| Webflow order | Xero invoice | QuickBooks invoice |
|---|---|---|
Order ID (for example c30-62d) |
Reference | Memo (private note), and the invoice number when the company uses custom transaction numbers |
| Customer name + email | Contact (matched by email) | Customer (matched by email) |
| Each product line | One line: description, quantity, unit price | One line: Item, quantity, unit price |
| Shipping | A "Shipping" line, to your shipping account | A "Shipping" line |
| Discount | One negative "Discount" line | One negative "Discount" line |
| Tax | Your mapped tax code on each line, with the order's tax split over the lines | Your mapped tax code, with the order's tax total stated |
| Order currency | Invoice currency | Invoice currency |
| Order date | Invoice date | Invoice date |
| What the customer paid | A payment marking it Paid (if a clearing account is mapped) | Same |
Line items
Every product line becomes its own invoice line. The description is the product (or variant) name, with the SKU in brackets when there is one. In QuickBooks each line also needs an Item: Xaldro uses the Item with that name, or creates one (see Mapping your accounts).
Amounts are posted the way your store charged them: with the tax added on top, or with the tax included in the prices. Xaldro states the tax the customer paid on the invoice instead of letting the ledger work it out. See Tax & VAT.
Shipping
If an order has shipping, it posts as its own line (described "Shipping") against the shipping account you mapped. Without a separate shipping account it uses your revenue account. In QuickBooks the line uses the "Shipping" Item, which posts to that Item's account.
Discounts
Order discounts, including shipping discounts, post together as one negative line (described "Discount") against your revenue account, so the invoice total matches what the customer paid and your revenue shows the discount.
Customer
The order's customer is matched to a contact by email, and reused if it already exists. See Customers & contacts for name clashes and orders without an email.
The Reference field
The Webflow order ID goes into the invoice Reference in Xero and the invoice memo in QuickBooks, so you can trace an invoice back to its order. In QuickBooks it is also the invoice number when your company uses custom transaction numbers (Settings, Account and settings, Sales; on by default in a new US company), because QuickBooks then numbers nothing itself. With that setting off, QuickBooks gives the invoice its own number. The Orders screen links to each invoice. See Finding your invoices.
Before an invoice counts as posted, Xaldro reads it back. If its total or tax differs from what the customer paid by more than 1 cent, Xaldro voids it and holds the order with the reason. See How syncing works.