Who this is for
A bookkeeper, operations lead or developer whose sync posts invoice or expense lines with account codes written into code or a spreadsheet and who has seen lines land in the wrong account or runs fail after the chart of accounts changed.
An account was archived, renamed or reused and the next run fails or posts to a default account, or a new product category quietly lands in the general sales account.
The result
Each of up to 25 source categories maps to exactly one active account in a reviewed table keyed by the account's stable identifier, and a category without a mapping or whose account is archived stops that line, names the category and account, and posts nothing to a default.
What is included
- One sync, one source of categories and one Xero organisation or QuickBooks Online company
- A mapping table of up to 25 source categories to account identifiers, with tax type or tracking fields only where the sync already sets them
- A check of the table against the live chart of accounts before each run, filtering out archived and unsuitable account types
- A held-line list for unmapped categories and unusable accounts, with no fallback account
- Tests on a demo or sandbox file that archive and rename mapped accounts
You receive
- The change as a pull request or exported configuration with the mapping table in a form your bookkeeper can read and edit
- A test log for the unmapped, archived and renamed cases, redacted
- A one-page procedure for adding a category and for what to do when a line is held
What is not included
- Designing or restructuring your chart of accounts, or choosing which account a category belongs in
- Tax rate set-up or tax treatment of any category
- More than 25 categories, or several unrelated syncs, without a new quote
- Moving history that was posted to the wrong account: your accountant decides
- Bookkeeping, tax, audit or any accounting advice, including deciding how a transaction should be treated in your accounts
- Changing posted, reconciled or locked-period transactions: your accountant or account holder decides and performs those
- Live changes: your authorised account holder applies any agreed change and holds the production keys
What we need from you first
- Roughly how many source categories exist and how they reach the sync
- A few invented categories with the account each should use
- What happened when an account was last archived or renamed
- Do not send credentials, bank details, invoices, customer records or confidential code in the first enquiry
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- Every one of the agreed categories resolves to exactly one active account identifier in the table, and the table shows account name and code beside each.
- A source line with a category that has no mapping posts nothing and appears in the held list with the category name.
- Archiving a mapped account in the demo or sandbox file before a run holds the affected lines naming the category and the account, and the rest of the batch still posts.
- Changing a mapped account's code in the test file does not change where its category posts, because the table uses the identifier.
You inspect the named test evidence and sign off before payment. Your authorised account holder performs and verifies any live change, and decides what happens to records already posted.
When we would stop or decline
- The intended mapping is unknown and nobody can decide it; the first step is your accountant's decision
- The sync posts through a closed connector that cannot take a mapping table
- The chart of accounts changes daily by design, which needs a different approach
Questions
Will you decide which account each category uses?
No. That is an accounting decision for your accountant or bookkeeper. The job builds the table, checks it and records their decisions.
What happens to lines that were posted to the wrong account before?
They are not touched. Correcting history is for your accountant, who can use the held and mapped lists as a starting point.
Why not a default account as a safety net?
A default hides errors. Holding the line makes the gap visible the same day, which is easier to fix than a month-end surprise.
Price and terms
£345 · untested offer price. £345 after the agreed checks pass and you sign off. No payment before sign-off.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.