[Setup] Step 4: Review and send your first payout summary to Xero or QuickBooks

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

Sending settlements to Xero or QuickBooks one by one

Sending settlements automatically

Viewing a settlement's detail before sending it

Using Cost of Goods Sold tracking

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':

This is a screenshot from the "Link My Books" application, displaying the "Settlements" page. The main section shows a list of settlements from various Amazon marketplaces (Amazon.co.uk, Amazon.es, Amazon.de, Amazon.fr, Amazon.se, Amazon.nl, Amazon.it), each with its flag icon, amount, date (Sep. 14-28, 2021), and status. For Amazon.co.uk, Amazon.es, and Amazon.de, the status is "Ready to send," while others show "Sent Oct 13, 2021." At the top of the "Settlements" section, there's a toggle for "SHOW HIDDEN" settlements and instructions for bulk selection. Each settlement entry has an "ACTION" dropdown button on the right. For the Amazon.co.uk entry, this "ACTION" dropdown is open, revealing options: "Refresh" and "Send to Xero." A red arrow points to the "Send to Xero" option, which is highlighted by a red rectangle. The top navigation bar of the application includes "Settlements" (active), "Inventory," "Accounts & Taxes," and "Settings." On the far right of the top bar, "Amazon EU Demo (AMAZON EUROPE)" is visible within a dropdown. A pagination control is at the bottom, showing page "1" of "3" selected.

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:

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:

This image is a screenshot from the "Link My Books" application, displaying expanded "Settlement Details" for an Amazon.de invoice. At the top left, a "← Back" link with a red arrow pointing to it is visible. The "Settlement Details" page has "Sales & Fees" (selected) and "Cost of Goods Sold" tabs. A message indicates that "1 Sales & Fees invoice have been created for this settlement totaling €400.25," with applied account and tax rate preferences, and prompts the user to check, adjust, and export to Xero. The main table shows the invoice details for Amazon.de, dated Apr 14, 2021, covering the period Apr 14-28, 2021, with a "Ready" status and a total of "€400.25." A "SEND INVOICE TO XERO" button is present. Below the summary, the invoice details are expanded to show individual line items: * "Amazon Sales - shipped to UK" with an "Invoice Amount" of "€561.00," "Account Name" "LMB1: Amazon Sales," and "Tax Rate" "20% (VAT on Income)." * "Amazon Sales - shipped outside UK" with an "Invoice Amount" of "€150.00," "Account Name" "LMB1: Amazon Sales," and "Tax Rate" "Zero Rated Income." * "Amazon Fees" with an "Invoice Amount" of "€-250.75," "Account Name" "LMB3: Amazon Seller Fees," and "Tax Rate" "Reverse Charged Expenses." * "Amazon Refunds - shipped at UK" with an "Invoice Amount" of "€-50.00," "Account Name" "LMB10: Amazon Refunds," and "Tax Rate" "20% (VAT on Income)." * "Amazon Refunds - shipped outside UK" with an "Invoice Amount" of "€-10.00," "Account Name" "LMB10: Amazon Refunds," and "Tax Rate" "Zero Rated Income." A note at the bottom states: "Note: Simplified line data for this example." The top navigation bar shows "Settlements," "Inventory," "Accounts & Taxes," and "Settings," with "Amazon EU Demo (AMAZON EUROPE)" on the far right.

👉 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:

This screenshot from the "Link My Books" application's "Settlement Details" page, under the "Sales & Fees" tab, illustrates a split settlement. A message at the top indicates that two sales and fees invoices, totaling €400.25, have been generated, prompting the user to review and send them to Xero, with a linked query "Why is this settlement split?". Two distinct invoice entries are displayed: the first, dated April 28, 2021, covers April 28-30, 2021, for €100.00, and the second, dated May 1, 2021, covers May 1-11, 2021, for €300.25. Both invoices are marked "Ready" with prominent "SEND INVOICE TO XERO" buttons. The application's main navigation and the active "Amazon EU Demo" account are visible at the top, consistent with the clean, white interface.

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:

This screenshot from the "Link My Books" application displays the "Settlement Details" page, with the "Cost of Goods Sold" tab selected. A red arrow points to this tab, highlighting it. At the top left, a "← Back" link is visible. The main content area begins with a message: "2 Cost of Goods Sold Bills have been created for this settlement totaling €72.50." It also includes a linked question "Why is this settlement split?" and states: "All SKUs sold during this settlement period have landed costs assigned to them. You can update them below or on the Product Costs Settings page." Below this message, two distinct "Cost of Goods Sold Bill" entries are displayed, both for Amazon.de: 1. **Bill Date:** Apr 27, 2021 | **Bill Total:** €22.00 | **Action:** "SEND COGS BILL TO XERO" button 2. **Bill Date:** Apr 27, 2021 | **Bill Total:** €50.50 | **Action:** "SEND COGS BILL TO XERO" button The top navigation bar of the application includes "Settlements" (active), "Inventory," "Accounts & Taxes," and "Settings." On the far right, "Amazon EU Demo (AMAZON EUROPE)" is visible within a dropdown. The overall design is clean with a white background.

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.

This screenshot from the "Link My Books" application shows the "Settlement Details" page, with the "Cost of Goods Sold" tab selected. A "← Back" link is present at the top left. A message indicates: "2 Cost of Goods Sold Bills have been created for this settlement totaling €72.50," with a linked query "Why is this settlement split?" It further states that "All SKUs sold during this settlement period have landed costs assigned to them. You can update them below or on the Product Costs Settings page." Two "Cost of Goods Sold Bill" entries are displayed for Amazon.de. The first bill summary shows "Bill Date: Apr 27, 2021" and "Bill Total: €22.00," with a "SEND COGS BILL TO XERO" button. The second bill entry, also for Amazon.de and dated Apr 27, 2021, with a "Bill Total: €50.50" and a "SEND COGS BILL TO XERO" button, is expanded to show line-item details: * **SKU-1:** FBA 40, MFN 0, Non-Amazon 0. "Landed Cost (Per Unit)" is "€1.00" (highlighted by a red rectangle), and "Total Cost" is "€40.00." A refresh icon is next to the "Landed Cost (Per Unit)" field. * **SKU-2:** FBA 11, MFN 0, Non-Amazon 0. "Landed Cost (Per Unit)" is "€0.50" (highlighted by a red rectangle), and "Total Cost" is "€10.50." A refresh icon is also present. The top navigation bar of the application includes "Settlements," "Inventory," "Accounts & Taxes," and "Settings." On the far right, "Amazon EU Demo (AMAZON EUROPE)" is visible within a dropdown. The overall design is clean with a white background.

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].

What data do you send to Xero/QuickBooks?

Navigating the Settlements Dashboard

Review and send your first Amazon settlement summary to Xero

Review and send your first Amazon settlement summary to QuickBooks

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