Average time to complete: 2-3 minutes
Estimated difficulty rating: Easy
Whenever a sales channel issues a payout, Link My Books gathers the relevant data to identify every transaction included in that payout.
We then categorise these transactions into clear groups, generating a simplified summary invoice that can be easily sent to Xero or QuickBooks.
Contents of this article
How to send my settlements to Xero or QuickBooks
Sending these summary invoices of your payouts to Xero or QuickBooks is quick and easy with Link My Books.
Option 1: Send from Settlements page
You can send settlements one by one from the Settlements page by clicking the action dropdown and selecting 'Send to Xero' or 'Send to QuickBooks':
Option 2: Send Automatically
On the Settlement Settings page turn on 'Auto Post Settlements' to automatically post settlements to your bookkeeping platform as soon as they are imported and ready to send in Link My Books.
👉 Tip: Use the Backdate Auto Posting date selection to automatically post historical settlements that are showing as ready to send in Link My Books:
Common Questions:
Why does the send sometimes take a few minutes to complete?
When you click Send to Xero or Send to QuickBooks manually or automated, the send is queued rather than posted instantly. Link My Books staggers sends in batches of 5-10 every 10 minutes to stay within Xero and QuickBooks's API rate limits. This stops Xero/QuickBooks rejecting the data when several settlements (or several line items in a single settlement) post at once.
What this means for you:
• The settlement status will move from Ready to Post to Posted in your accounting software within a few minutes, but it is not instant.
• If the page looks like it's loading or the status hasn't updated straight away, this is normal. You don't need to click Send again.
• If after roughly 30 minutes the settlement is still showing as Ready to Post, then refresh the settlement from the Action menu and check that your Xero or QuickBooks connection is healthy in Settings → Account Settings. If that doesn't move it, please contact support.
What if I want to view the details of a settlement before sending it?
You can easily review the full settlement details before sending it by visiting the View Settlement page.
Select the settlement you'd like to review, then click the View option from the action menu, as shown below:
Click the dropdown icon to show the full breakdown of an invoice as shown below:
Once you're happy with the details, click 'Back' to return to the Settlements page, where you can send the settlement to your bookkeeping platform:
👉 Tip: If you click the "Send Invoice" buttons on the view settlement page, you are only sending individual parts of the settlement.
This is especially helpful if a settlement spans two months, as Link My Books splits it into two summary invoices, one for each month.
In the screenshot below, you'll notice that instead of sending the entire settlement, you also have the option to send just the April or May portion, if you prefer:
What if I am using the Cost of Goods Sold Tracking?
If you are using our COGS tracking feature when you send a settlement from the dashboard or using the auto post feature, we will also send your COGS bill by default.
If you want to view your COGS bills before sending them you can do so by viewing the settlement and then clicking on the Cost of Goods Sold tab:
If you expand open a COGS bill you can check that the landed cost of each product SKU is accurate and update it if needed as shown below.
If you need to change the currency of your landed costs or update all of your products in bulk you can do so from the Product Costs page.
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].