Case study · Integrations
FinanceSync QuickBooks & Xero reconciliation hub
Built reliable QuickBooks/Xero reconciliation workflows with operator dashboards finance teams trust at month-end close.
- INV-2041QB → Bank−£420
- INV-2048Xero → BankMatch
- INV-2052QB → XeroRetry
Project context
Client labels may be portfolio names. Signed-off numeric outcomes appear only on FleetFlow in this redesign.
Context
Silent drift, then a finance team that stopped trusting the sync.
Problem
QuickBooks and Xero sync drifted silently across entities, finance stopped trusting automated accruals before month-end.
Research
Three cycle reconciliations, connector log forensics, and controller interviews in US and UK entities.
Challenges
Partial accounting schemas, rate limits, and multi-entity mapping across UK/US books.
Approach
Reconcile before close, not after the fire drill.
Idempotent QuickBooks/Xero sync workers, anomaly surfacing before close, and triage UI with human-readable deltas.
- QuickBooksUK booksRunning
- XeroUS booksRunning
- BankFeedRunning
- INV-2052QB → XeroRetry
- INV-2048Xero → BankMatch
- INV-2055Bank feedQueued
Queue
- INV-2041QB → BankOpen
Source
- QBInvoice£420
- BankNo match0
QuickBooks and Xero workers that can be trusted to retry.
Idempotent QuickBooks/Xero sync workers designed for multi-entity UK/US books and rate limits.
Exceptions before close, not after.
Anomaly surfacing before close, with triage UI that shows human-readable deltas.
Remediation steps, not raw JSON.
Discrepancy cards with remediation steps, optimized for outsourced finance teams.
UX / UI decisions
Discrepancy cards with remediation steps, no raw JSON in the operator view.
Interface choices
Discrepancy cards with remediation steps, no raw JSON, optimized for outsourced finance teams.
Solution
Opaque logs, then reconciliation operators can act on.
Idempotent QuickBooks/Xero sync workers, anomaly surfacing before close, and triage UI with human-readable deltas.
Before
Silent sync drift across entities; controllers lost trust in automated accruals before month-end.
After
Idempotent workers, anomaly surfacing before close, and discrepancy cards with remediation steps.
Mar close.xls
| Ref | Status |
|---|---|
| INV-2041 | ? |
| INV-2048 | ok |
| INV-2052 | ? |
- INV-2041QB → Bank−£420
Illustrative Before / after pattern · no client data shown
Engineering
Workers, canaries, and alerts finance can act on.
Queue-based workers, canary deployments, PagerDuty alerting with executive rollup views.
Frontend
- Operator dashboards
- Discrepancy cards
Delivery
- Queue-based workers
- Canary deployments
- PagerDuty alerting
Accounting
- QuickBooks
- Xero
Outcome
What shipped for month-end trust.
Idempotent QuickBooks/Xero sync workers, anomaly surfacing before close, and triage UI with human-readable deltas.
Measured outcome metrics are not published on this case until signed off. The narrative above is from the verified case source.
Where this work lives