Understanding Your Daily Sales Sync
How SalesToBooks pulls your POS sales data every morning and turns it into accounting entries. What gets synced, when, and how to review it.
How the Sync Works
Every morning, SalesToBooks runs a sync for each of your connections. Here's the sequence:
- Pull sales data — We hit your POS API and fetch yesterday's sales, broken down by category and payment type.
- Aggregate and validate — We total up sales by category, calculate tax, tips, and discounts, and verify the numbers balance.
- Apply your mappings — Each POS category and tender maps to the right account in your accounting software.
- Create the entry — We post a Sales Receipt (QuickBooks) or Manual Journal (Xero) with line items for each category.
- Confirm success — We verify the entry landed and mark the report as synced.
When Does It Run?
Syncs run automatically every morning. The exact time depends on your POS provider's API availability — typically between 6:00 AM and 9:00 AM in your timezone. You don't need to be awake for it.
Choosing Your Sync Start Date
During onboarding, you pick a sync start date — the first day SalesToBooks will pull sales data for. You can go back up to 90 days to catch up on historical data, or start from today and move forward.
Backfilling is worth it if you've fallen behind on your books. SalesToBooks processes each day in the range, one at a time, until you're caught up.
The Reports Page
Navigate to Reports in the sidebar to see every daily report. Each row shows:
- Date — The business day being reported
- Status — Pending, Synced, Failed, or Skipped
- Total Sales — The day's total from your POS
- Category Breakdown — How sales split across categories
- Tender Breakdown — How customers paid
Click any report to see every line item, the exact entry created in your accounting software, and the raw POS data.
What If a Sync Fails?
It happens occasionally — an API timeout, an expired token, a rate limit. When it does:
- You get an email notification
- Our monitoring system opens a ticket automatically
- A developer (the person who built the sync) investigates the root cause
- Most failures resolve within hours
You can also retry any failed sync manually from the Reports page with one click.
Re-Syncing a Day
Changed your mappings and want to update a past entry? Click Re-sync on the report detail page. SalesToBooks re-creates the accounting entry with your current mappings. The old entry gets replaced — no duplicates.