Synchronization of sales data with accounting software

Purpose

1.1. Enable seamless, automatic synchronization of sales transactions from gallery point-of-sale into accounting software, reducing manual entry, preventing errors, ensuring up-to-date financial records, automating tax compliance, and supporting transparent reporting for indigenous artwork sales.
1.2. Ensure end-to-end integrity in sales, revenue recognition, commission calculations, and cross-system compliance (local, national, indigenous governing bodies).
1.3. Support auditing, grant eligibility, and automated reconciliation for government or institutional reporting.
1.4. Update stock and inventory records concurrently with financial entries for each sale.

Trigger Conditions

2.1. New sale recorded in POS (specific transaction ID, timestamp, or payment confirmation).
2.2. Scheduled batch (e.g., nightly, hourly) data pull from sales system.
2.3. Manual initiation by staff for exceptional data, corrections, or off-cycle reporting.
2.4. Trigger from external accounting request, audit pull, or compliance review requirement.
2.5. Detection of inventory level change prompting financial sync.

Platform Variants

3.1. Square
• Feature/Setting: Use `/v2/orders` and `/v2/payments` APIs for order and payment data; configure webhook for "Order Created" or "Payment Completed."
3.2. Xero
• Feature/Setting: "Invoices" API endpoint; connect to POST new sales invoices; enable webhooks for "Invoice Created" event.
3.3. QuickBooks Online
• Feature/Setting: "SalesReceipt" API; configure for real-time creation/update of receipts from gallery transactions.
3.4. MYOB
• Feature/Setting: API "Sale/InvoiceItem" endpoint to push itemized sales; use scheduled refresh for compliance checks.
3.5. Sage Business Cloud Accounting
• Feature/Setting: “SalesInvoices” POST endpoint; set up webhook on new transaction event.
3.6. Shopify POS
• Feature/Setting: Admin API `/orders` and `/transactions`; webhook for "Order Paid."
3.7. Lightspeed Retail
• Feature/Setting: "Sales" endpoint API, configure for POST on new transaction; inventory sync enabled.
3.8. WooCommerce
• Feature/Setting: REST API `/orders` endpoint, trigger on "Order Completed" status.
3.9. Zoho Books
• Feature/Setting: "Sales Invoices" API for create; webhook integration for "Invoice Created" event.
3.10. Microsoft Dynamics 365 Business Central
• Feature/Setting: "salesInvoices" API; configure Power Automate trigger on new posted invoice.
3.11. FreshBooks
• Feature/Setting: Create invoice via API endpoint; listen for "New Payment" trigger.
3.12. Netsuite
• Feature/Setting: SOAP/REST API for "SalesOrder" and "CashSale"; schedule integration suite script for automation.
3.13. SAP Business One
• Feature/Setting: Service Layer API, use `/Invoices` resource for data sync; set scheduled job for batch updates.
3.14. Oracle NetSuite
• Feature/Setting: REST API for "transaction" endpoint; event-based processing on new sale entry.
3.15. Intuit QuickBooks Desktop
• Feature/Setting: Web connector sync using qbXML "SalesReceiptAddRq" request.
3.16. Gusto (Payroll for commissions or artists)
• Feature/Setting: Employee "payment" API, process commission payouts triggered by completed sales.
3.17. PayPal
• Feature/Setting: Instant Payment Notification (IPN) webhook to capture sales and push to accounting.
3.18. Stripe
• Feature/Setting: "Checkout.session.completed" webhook, retrieve session details API, sync with accounting entry.
3.19. Odoo
• Feature/Setting: "Account.invoice" model via XML-RPC/JSON-RPC API, listen for new sale entry.
3.20. Zoho Inventory
• Feature/Setting: "Sales Orders" API for create; synchronize with accounting for inventory-coupled sales records.
3.21. Clover
• Feature/Setting: "Orders" and "Payments" APIs; webhook integration for "Order Paid" event.
3.22. Vend (Lightspeed X)
• Feature/Setting: "Sales" endpoint, webhook on transaction close.
3.23. Wave Accounting
• Feature/Setting: "Invoices" POST API endpoint, triggered by POS sales.
3.24. SquareSpace Commerce
• Feature/Setting: API for "Order" object; push sales data on "Order Complete" event.
3.25. Square Invoices
• Feature/Setting: `/v2/invoices` endpoint, create invoice on POS sale.

Benefits

4.1. Eliminates manual reconciliation between gallery sales and finance records.
4.2. Maintains current, compliant tax reporting for indigenous art sales.
4.3. Reduces the risk of data entry errors and duplicated records.
4.4. Enhances transparency for governance, grants, and stakeholders.
4.5. Enables fast, accurate reporting and auditing for complex art transactions.
4.6. Supports proactive inventory management and artist payment workflows.
4.7. Scales for multi-location galleries and national-level compliance.