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.
Founder & CEO
How the Sync Works
Every morning, SalesToBooks runs a sync for each of your connections. Here's what happens behind the scenes:
- Pull sales data — We connect to 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 make sure the numbers balance.
- Apply your mappings — Each POS category and tender is mapped 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 was created successfully 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 — typically between 6:00 AM and 9:00 AM in your timezone. You don't need to do anything.
Choosing Your Sync Start Date
During onboarding, you'll choose a sync start date. This is 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 sync going forward only.
Backfilling is great if you're behind on your books — SalesToBooks will create entries for every day in the range, one at a time.
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 the full detail: every line item, the exact entry created in your accounting software, and the raw POS data.
What If a Sync Fails?
Failures happen occasionally — an API timeout, an expired token, a rate limit. Here's how we handle them:
- You get an email notification
- Our monitoring system creates a support ticket automatically
- A developer investigates the root cause
- Most failures are resolved 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? From the report detail page, click Re-sync. SalesToBooks will re-create the accounting entry with your current mappings. The old entry is replaced — no duplicates.