The Link My Books dashboard may look a little intense at first sight but we tried to make it as intuitive and simple to follow as possible.
There are 4 main sections we'll break down below:
Searching
Settlement Status
Settlement Actions
Bulk Actions
Searching
If you are looking for a particular settlement and know either the Marketplace, Amount or Date then just start typing in the search bar and your settlements will instantly be filtered for that term. You can also filter by 'unsent' to help you, or find settlements you hid earlier!
Settlement Status
The Status column shows if the settlement is ready to send, sent, processing or has an error.
If there is an error the Action dropdown will indicate what needs to be done to resolve the error.
Here is a list of all of the potential statuses and required actions:
Ready to Send
Ready to send is shown when an invoice has been fully processed and is ready to be sent to Xero/QuickBooks.
Awaiting VAT
Awaiting VAT is shown when we are waiting for the Amazon VAT Report to finish processing an invoice. This is generated by Amazon on the 5th of the following month each month or 2-4 days after the end date of the settlement if you have the Amazon VAT Calculation Service turned on.
Sent
Sent is shown on invoices that have been sent to Xero/QuickBooks, along with the date which they were sent on.
Locked
Locked status is shown when a settlement is for a period outside of the last 90 days and you are still on a free trial with us. To unlock the settlement, subscribe to a paid plan.
Processing...
Processing is shown when the settlement data is being processed. For most settlements this completes within a few minutes. However, in some cases — such as when a settlement is being refreshed, or when data needs to be retrieved from a third-party platform (e.g. TikTok Shop, WooCommerce) — Processing can take significantly longer.
If a settlement has been stuck on Processing for more than 30 minutes, 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 for further assistance.
⚠️ Processing status can sometimes be stale
In some cases, the dashboard may continue showing a settlement as "Processing" even though it has finished and is actually ready to post. If you have settlements stuck on "Processing" and suspect they may be ready, try clicking into the individual settlement (via the Action menu → View Settlement). If the settlement shows a "Ready to Send" status when viewed individually, you can send it directly from that view. If you're unsure or the settlement won't open, please contact support and we can reprocess it for you.
Error
Error is shown on settlements that have failed to process. Usually, an error is accompanied by a required action in the Action dropdown, explaining what is needed to fix the error — for example, missing product mappings or a currency that needs to be added to Xero/QuickBooks.
Some errors can be resolved by following the on-screen action. Others — such as data integrity errors or a "Payout amount does not match calculated total" message — require investigation by the support team and cannot be fixed from the dashboard. If you see an error with no clear action, or if the action does not resolve it, please contact support.
Select Marketplace
Select Marketplace is shown when the marketplace for a settlement is unknown. This occurs when a settlement contains no sales or refunds. You will need to manually select the settlements marketplace. For more info on this error see this help article.
Missing Product Costs
This is shown if there are SKUs that have been sold as part of that settlement, that do not have product costs entered. This shows if you are using our COGS tracking feature.
Add missing currency
Add missing currency shows if the currency of the settlement is not available in your Xero/QuickBooks account. To resolve this you need to add the currency to Xero - you can do this by clicking the required action link in Link My Books. You will need the Premium version of Xero which includes multiple currencies. If you have QuickBooks follow the instructions here.
Settlement Actions
The Action dropdown contains all possible settlement actions.
View Settlement action. Clicking it will display that settlement's invoice (and bill if you have COGS turned on) and allow you to check them before sending to Xero. Learn more about the View Settlement page here.
Refresh action. You will generally only use this action if you have changed a settlement setting and want to reflect those changes on a settlement.
Send to Xero/QuickBooks action. This action sends the summary invoice for that payout to Xero or QuickBooks. COGS bills are also sent if you have that feature turned on.
Hide action. This action hides a settlement from your dashboard. You can also un-hide a settlement that was previously hidden by toggling the Show Hidden button at the top of the dashboard and then clicking on the un-hide action for the hidden settlement.
Bulk Actions
Bulk actions allow you to select multiple settlements at a time (or even all settlements) and apply one of the bulk actions to them.
You can refresh, hide and rollback settlements in bulk using this action.
To select multiple settlements hold the CTRL key on a PC or ⌘ on a MAC and then click all of the settlements you wish to apply a bulk action on.
Once you select at least 2 settlements you will see the bulk action options appear:
Then simply select the bulk action you want to use and you're done.
Processing times for bulk actions can take a while depending on how many settlements you include. Once a bulk action is complete you will receive a notification.
Troubleshooting
No new settlements appearing
If no new settlements have appeared for an unexpected period of time, check the following:
Disconnected sales channel — look for an orange banner at the top of the dashboard. If present, your sales channel has become disconnected and will need to be reconnected before settlements can be retrieved.
Sales channel set up under a different account — if your sales channel was originally connected under a different Link My Books account (for example a trial that has since expired), settlements will not appear in your current account. Contact support if you suspect this is the case and we can arrange a migration.
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].