Docs Sync & Operations

Sync & Operations

How data flows between your store and your accounting software.

Understanding Sync Statuses

Every transaction in LedgerPort has a status that tells you exactly where it is in the sync pipeline.

Synced

Successfully written to both source and destination. Verified on both ends.

Pending

Queued for sync. Waiting for the next cycle or processing in order.

Failed

Sync attempted but encountered an error. Check the audit log for details.

Skipped

Excluded by a sync rule or filter. Not an error — intentionally omitted.

View all statuses in Dashboard → Sync Log. You can filter by status, date range, store, or order ID.

Auto vs Manual Sync

LedgerPort supports two sync modes. You can switch between them at any time without data loss.

Auto Sync

Events from your store (new order, refund, inventory change) trigger an automatic sync to your ledger. On Growth and Scale plans, this happens in real-time via webhooks. On the Starter plan, auto sync runs on a scheduled interval.

Manual Sync

Click Sync Now in the dashboard to trigger a sync on demand. LedgerPort will process all pending transactions since the last sync. Useful for:

  • Initial testing after setup — verify mappings before going live.
  • End-of-day batching if you prefer to review before posting.
  • Catching up after a paused connection.

Note: Manual sync does not disable auto sync. If auto sync is on, it continues running alongside manual triggers.

Handling Refunds & Returns

LedgerPort automatically detects refunds and returns from your e-commerce platform and creates the correct reversal entries in your accounting software.

What Gets Synced

  • Full refunds: A credit memo or reversal journal entry is created for the entire order amount.
  • Partial refunds: Only the refunded line items and amounts are reversed. The remaining balance stays intact.
  • Store credits: Tracked as a liability in your ledger until redeemed.

Refund Timing

Refunds are synced using the same mode as your orders (auto or manual). If you issue a refund in Shopify, LedgerPort picks it up on the next sync cycle and posts the reversal to QuickBooks or Xero.

Refund entries are linked to the original transaction in the audit log, so you always have a clear paper trail.

Order Modifications After Purchase

When an order is edited after it’s been placed (line items added or removed, discount applied, shipping address changed), LedgerPort handles the update intelligently.

How It Works

  1. LedgerPort detects the edit event from your platform.
  2. It compares the new order state against the previously synced version.
  3. Only the diff is applied — adjusted line items, updated totals, or new tax calculations.
  4. The original and modified entries are linked in the audit log.

Heads up: If the accounting period for the original order is already closed, LedgerPort will create the adjustment in the current period instead and flag it for your review.