Your Settlements Dashboard shows a status badge on every settlement so you can see exactly where each one is in the process. This article explains what each status means, why you might be seeing it, and whether any action is needed from you.
💡 Quick overview
Most statuses are informational — they tell you where a settlement is in the pipeline. Statuses like Scheduled and Processing require no action. Statuses like Ready to Post mean the settlement is waiting for you to send it (or for auto-post to pick it up).
Scheduled
A Scheduled status means the marketplace (e.g. Shopify) has confirmed that a payout is planned but the funds have not been transferred yet. The payout date shown is the date the marketplace expects to release the funds.
Why am I seeing this?
Marketplaces like Shopify schedule payouts in advance — typically 1–3 business days before the funds are actually sent. During this window, Link My Books knows about the payout but cannot process it yet because the final transaction data is not available until the payout is completed.
Do I need to do anything?
No. Once the marketplace completes the payout, Link My Books will automatically pick it up and begin processing. The status will change to Processing and then to Ready to Post once the settlement is ready.
💡 Good to know
Scheduled payouts typically complete within 1–3 business days. If a payout remains in Scheduled status for longer than expected, check your marketplace dashboard to confirm the payout hasn't been delayed or cancelled on their end.
Processing
A Processing status means the payout has been received from your marketplace and Link My Books is currently importing and processing the transaction data. This includes matching orders, calculating fees, applying your settings, and building the summary invoice.
Why am I seeing this?
Processing happens automatically after a payout is received. For most settlements, this completes within a few minutes. However, processing times can vary depending on how busy the system is and how much data needs to be processed — settlements with a large number of transactions, or those requiring data from a third-party platform, can take longer.
Do I need to do anything?
No. The settlement will update automatically once processing is complete. The status will change to Ready to Post when it is ready to send to your accounting software.
⚠️ Settlement stuck on Processing?
Most settlements complete within a couple of hours. If a settlement has been stuck on Processing for significantly longer, first check whether your sales channel is still connected — a disconnected channel will show an orange banner at the top of the page. If the channel appears connected but the settlement is still not progressing, please contact support.
Ready to Post
A Ready to Post status means the settlement has been fully processed and the summary invoice is ready to be sent to your accounting software (Xero, QuickBooks, or Sage).
Do I need to do anything?
If you have auto-post enabled, the settlement will be sent automatically — no action needed. Otherwise, you can send it manually using the Action button on the settlement row, or by selecting multiple settlements and using a bulk action.
Posted
A Posted status (shown in green) means the settlement has been successfully sent to your accounting software. The date it was posted is shown in the tooltip when you hover over the badge.
If you need to make changes to a posted settlement, you can roll it back using the Action menu and then re-send it after making your changes.
Awaiting VAT Data
An Awaiting VAT Data status means the settlement is waiting for VAT transaction data from Amazon before it can be finalised. This applies to Amazon settlements where you have VAT processing enabled.
Why am I seeing this?
Amazon generates VAT transaction reports on the 5th of the following month (or 2–4 days after the settlement end date if you use the Amazon VAT Calculation Service). Until this data is available, the settlement cannot be completed.
Do I need to do anything?
No. The settlement will update automatically once the VAT data becomes available.
Failed
A Failed status means something went wrong while processing the settlement. Link My Books will automatically retry failed settlements.
Do I need to do anything?
If the settlement remains in a Failed state after automatic retries, please contact support. Include the settlement date range and marketplace in your message so we can investigate quickly.
Needs User Action
A Needs User Action status appears on Amazon settlements where the settlement report has been archived (typically after 90 days). You need to request the report from Amazon Seller Central before Link My Books can import the data.
For step-by-step instructions, see What does "Needs User Action" mean on my Amazon settlement?
Early Withdrawal
An Early Withdrawal status appears on eBay settlements that do not contain any transaction data. This happens when eBay processes an early or additional payout outside of the regular payout cycle.
Do I need to do anything?
No. The transactions for this period will be included in the next regular payout from eBay, and that settlement will be processed normally.
Locked
A Locked status appears on settlements that fall outside of the last 90 days while you are on a free trial. To unlock these settlements, subscribe to a paid plan.
Error
An Error status is shown on settlements that encountered a problem during processing. The error message is shown in the tooltip when you hover over the badge, and the Action dropdown may indicate what needs to be done to resolve it.
Common errors include:
Missing currency — the settlement currency is not enabled in your accounting software
Unknown marketplace — the settlement contains no sales or refunds, so the marketplace could not be determined
Missing product costs — there are SKUs without costs entered (if you use the COGS feature)
Payout amount mismatch — requires investigation by support
If the error is not clear or the suggested action does not resolve it, please contact support.
Hidden
A Hidden status means you (or another user on your account) chose to hide this settlement from view. Hidden settlements are not posted to your accounting software.
To un-hide a settlement, enable the Show Hidden toggle at the top of the Settlements page, then use the Action menu on the hidden settlement to un-hide it.
Related articles
• Navigating the Settlements Dashboard — a full overview of the dashboard, actions, and bulk operations
• How to automatically post settlements — set up auto-post to send settlements without manual intervention
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].