Give every financial record an owner.
An order, invoice and payment-provider payout describe different things. Decide where the invoice is issued, which system supplies the tax and shipping detail, and who handles corrections. Avoid two systems issuing a numbered invoice for the same sale.
Write down the supported handover: data direction, trigger, timing and stable source identifier. If an interrupted job is retried, that identifier should let the connector recognize an existing transfer rather than create a second sale. Ask the supplier how failed transfers become visible.
Separate the sale from the money received.
A payout can group several payments and subtract provider fees. Its bank amount therefore need not equal one order total. Reconcile sales, refunds, fees and payouts using the underlying records instead of changing the order to match the bank.
For a fictional example, a customer pays €72 including the configured tax and delivery. A later refund is €18. If a provider deducts €1.20 in fees and pays the remaining amount together, the arithmetic is €72 − €18 − €1.20 = €52.80. The fee does not turn the original sale into a €52.80 order. These amounts illustrate the relationship, not tax treatment.
Follow one purchase and one correction.
Use the actual tax configuration and a test method agreed with your accountant. Check the document, transferred entry and provider record together.
| Event | What to find | Question |
|---|---|---|
| Paid order | One sales record with the source order ID | Are discount and shipping represented correctly? |
| Partial refund | A traceable correction | Does it refer to the original transaction? |
| Repeated transfer | The same source identifier | Does retrying avoid a duplicate? |
| Provider payout | Payment, fee and refund detail | Can the final amount be explained? |
Choose a supported connection, not a logo.
A provider listing can refer to a third-party connector. Moneybird’s WooCommerce guidance, for example, describes a connection through Combidesk. That is a specific external solution with its own scope and support responsibility. It does not establish a native connection from every shop tool.
Ask which order states, currencies, tax arrangements and refund types are supported. Confirm the treatment and timing with your accountant before relying on automation. Keep an exception visible until someone has checked the result; a completed job is not proof that every accounting choice is right.