Clearbooks
The Clearbooks app enables merchants to export orders from their ShopWired website directly into their Clearbooks accounting system as sales invoices. It supports synchronising customer data, payments, and detailed order information including products, shipping, discounts, and taxes.
To install the app:
- Navigate to Apps in your ShopWired account
- Locate the Clearbooks app and select
install this app - Enter your Clearbooks API key and email address in the app settings to connect your ShopWired account to Clearbooks
- Enable the exporter by selecting the
enable the exporteroption and save changes
Exporting orders
Exporting orders
- Orders are automatically exported to Clearbooks when they are finalised (e.g., completed or paid)
- You can manually export orders for a specific date or reference range via the app interface
- The app enforces a daily export limit of 500 orders per app
- Updates to orders, including payment status changes, are synchronised automatically
- Deleted orders in ShopWired remove the corresponding record from the app database but do not delete them from Clearbooks
Customer synchronisation and matching
Customer synchronisation and matching
- Customers from ShopWired are synchronised to Clearbooks as contacts
- Matching logic is configurable by the user, allowing matching by:
- ShopWired customer ID (
external_id) - Billing email address (
email) - Company name (
company_name) - If no match is found, a new customer is created in Clearbooks
Payment export
Payment export
- Payments for orders can be exported automatically or manually
- Payments can be recorded in Clearbooks as either payments linked to invoices or as bank statement lines
- Partial payments are supported and exported as separate payments
- ShopWired payment processing fees can be exported as negative bank statement lines if enabled
Data mapping details
Data mapping details
- Orders: Exported as sales invoices with fields mapped from ShopWired order data
- Products: Each product in an order becomes an invoice line item with details such as description, unit price, quantity, VAT rate, and comments
- Shipping: Exported as an additional invoice line item with description, price, and VAT rate
- Discounts: Exported as negative line items with the highest VAT rate among affected products
- Customer/contact: Mapped from billing address fields to Clearbooks contact fields
- Payments: Mapped from order payment details to Clearbooks payment fields, with user-configured bank account mapping
Synchronisation timing and processing
Synchronisation timing and processing
- Exports are triggered by webhooks on order finalisation and updates
- All exports are processed asynchronously using background jobs to respect API rate limits and maintain UI responsiveness
- Error notification emails can be configured to be sent daily for failed exports
Error handling and troubleshooting
Error handling and troubleshooting
- Export errors are logged and visible in the app interface
- Users can retry failed exports or mark errors as ignored
- Common failure reasons include API errors, data mismatches, and rate limiting
- Daily error notification emails can be sent to a configured email address
- Partial exports are tracked to identify which parts succeeded or failed
User-configurable settings
User-configurable settings
- API credentials (API key and email)
- Enable/disable exporter
- Payment account mapping for different payment methods
- Customer matching logic
- Project assignment for invoices
- VAT treatment selection
- Option to export ShopWired payment fees
- Option to link payments to invoices or record as bank statement lines
- Error notification email address
Limitations and considerations
Limitations and considerations
- No two-way data sync; data flows only from ShopWired to Clearbooks
- Products are not synchronised as separate entities, only as invoice line items
- Only one partial payment per order is supported
- Discounts other than offers may not be fully supported
- VAT rates other than standard rates default to "GB_STANDARD" in Clearbooks
- Customer matching may create duplicates if data is inconsistent
- Payment fees export is limited to ShopWired payment processing fees
- Project assignment applies to all exported invoices uniformly
Examples
Examples
- An order with products, shipping, and discounts is exported as a Clearbooks invoice with corresponding line items
- Partial payments and payment fees are exported as separate payments or bank statement lines
- Customer details are matched or created in Clearbooks based on configured matching logic
