Link My Books turns each Shopify payout into a bank-matched summary entry in Xero or QuickBooks Online, which fixes reconciliation and tax mapping for multi-channel sellers. It does not file your returns, replace order-level detail, or rescue a badly structured chart of accounts.
A payout is not revenue. It is revenue minus refunds, minus processing fees, minus shipping labels, minus app charges, and it still contains tax you owe somebody else. Book it as one number and you have not recorded a sale. You have recorded a guess.
Every sales channel a Shopify merchant adds multiplies the distance between what the store sold and what the bank received, and that distance is where margin quietly disappears. One store on Shopify Payments is manageable. Shopify plus Amazon plus TikTok Shop plus a Square terminal at pop-ups is four different payout schedules, four fee structures, four refund patterns, and four tax treatments, all landing in the same bank account as lump sums that match nothing.
Here is the shape of it. A merchant sells $5,800 in a payout period. Shopify deducts processing fees, a prorated subscription, app charges billed through Shopify, shipping labels bought through Shopify Shipping, and refunds processed in that window. The bank receives roughly $4,200 two to five days later. Book that $4,200 as revenue and you have understated sales by $1,600, recorded zero fee expense, hidden your refund rate, and put tax you collected into the wrong place. Do it weekly for a year and your gross margin is fiction.
This is not an exotic problem. It is the default state for most stores that connect Shopify straight to an accounting platform and let the deposit flow through. The symptom shows up later, usually as a P&L that says the business is fine while the bank account says otherwise. We covered the wider version of this in the guide to what Shopify’s native reports do and do not show about real profit, and the accounting side of it is the same failure in a different room.
This is worth writing about in 2026 rather than two years ago because channel count is climbing for reasons merchants did not choose. Agentic surfaces, marketplace expansion, and social commerce have made three- and four-channel operations normal for brands that used to run one. The reconciliation problem scales with channel count, not revenue, which is why a $900K merchant across four channels often has messier books than a $4M single channel brand.
Link My Books is a reconciliation layer that sits between your sales channels and your accounting ledger, converting each payout into one summary entry in Xero or QuickBooks Online that matches the bank deposit exactly. It is not accounting software. It does not replace Xero. It translates a marketplace settlement file into journal entries an accountant will accept.
It supports eight channels: Amazon, eBay, Etsy, Shopify, Walmart, TikTok Shop, WooCommerce and Square. On the ledger side it connects to Xero, on every plan except Cashbook, and to QuickBooks Online. QuickBooks Desktop is not supported, and neither are Sage or NetSuite.
The company is British, based in Stanley in County Durham, and trades as PDLC Tech Ltd. Daniel Little and Peter Moran founded it in 2017; they were Amazon sellers who competed in the same niche before becoming business partners. Little was the detail person with a bookkeeping problem he could not solve with any tool on the market. Moran was a software engineer who had already written something to fix his own books. Both sold their Amazon businesses and built the tool instead. That origin matters more than most founder stories do, because it explains why the product is organized around settlements rather than orders. People who have personally reconciled an Amazon disbursement build differently from people who have not.
In January 2025, Visma acquired the company, which puts it inside a European B2B software group serving over two million customers. The numbers published on its own site claim $4 billion in payouts processed across roughly 12,700 users in more than 40 countries. On the Shopify App Store the listing carries a 4.8 rating across 41 reviews, which is a small sample; the larger review bases sit on the Xero and QuickBooks marketplaces where the product has been listed for longer. Pricing starts at $21 per month for 200 orders on one channel.
Link My Books fetches each payout, splits it into gross sales, refunds, fees, shipping and tax by jurisdiction, and posts a single summary invoice that matches the deposit to the penny, so bank reconciliation becomes one click instead of an afternoon. That is the entire core mechanic, and the narrowness is the point.
Setup runs through a guided wizard that maps each component to an account in your chart of accounts. Once mapped, you can leave it on autopilot from a date you choose, and entries post without you having to touch them. Gateway coverage matters for Shopify merchants because most stores aren’t pure Shopify Payments. PayPal, Klarna, and Clearpay settle on their own schedules with their own fee structures, and each one creates a separate reconciliation puzzle. Those are handled in the same flow.
The feature I would want demonstrated live on a trial is the rollback. Entries can be reversed and reposted in bulk, which sounds like housekeeping until you need it. Any merchant who has discovered a mapping error three months deep knows that the problem is never finding the error. It is unwinding ninety days of wrong entries without corrupting a filed VAT return. A tool that can roll back and replace affected settlements turns a multi-day cleanup into an afternoon.
Historical data has limits worth knowing before you sign up. The 14-day trial imports 90 days of settlements. Paid plans reach back up to 24 months depending on tier, and anything further is a one-off purchase you have to ask for. If you are cleaning up two years of neglected books, price that conversation in before you commit, because catch-up work is exactly when merchants discover their plan does not cover the period they need.
The tax mapping, not the reconciliation, is where a tool like this earns or loses its keep, because one wrong product tax code applied across thousands of orders compounds into a five-figure error in either direction. Reconciliation errors are annoying. Tax errors are expensive and they carry a filing deadline.
Link My Books handles this through a guided tax wizard and a product grouping feature that lets you apply different treatments to different groups: standard rated, reduced rated and zero rated goods, across multiple VAT registrations including PAN-EU setups. For UK and EU sellers this is the strongest part of the product, and it is where the tool is meaningfully ahead of most alternatives.
Their own published case study is the most useful thing on their site, and it cuts both ways. Marc Dady of DadyBros, running roughly 41,000 orders a month across Amazon and eBay, was hit when Amazon changed the file structure for bulk product uploads. His uploads stopped assigning product tax codes, Amazon applied its default code to everything, and mixed rate goods were suddenly being treated as standard rated at 20%. He estimated around £10,000 in overpaid VAT across a two month window. The fix was a bulk re-upload into Link My Books, regrouping products to the correct rates, then rolling back and replacing every affected settlement in Xero. It took about an hour, and the next return recovered £8,829.
Read that story honestly and the lesson is not that the software prevented the problem. It did not. An upstream change at Amazon caused it, and the error ran undetected until a human noticed. What the software provided was the ability to correct thousands of historical entries quickly. That is genuinely valuable, and it is a different claim from the one the marketing makes. If you are VAT registered, the mapping review is the part of setup you should not delegate to a wizard alone; our guide to UK VAT registration and Making Tax Digital for Shopify sellers covers what your accountant should be checking before you switch on autopilot.
Link My Books now exposes a read-only MCP server in beta, meaning a reconciled ledger can answer plain-language questions from an AI assistant instead of sitting inside a report nobody opens. Their MCP terms of use, last updated 3 August 2026, are the only public documentation I can find, which tells you how early this is.
The design decisions in those terms are worth reading if you care about this layer. Access is strictly read-only, so an agent cannot create, modify or delete anything in your account. Authorization runs on a scoped, time-limited token issued through your login, never your password, and you can revoke it from account settings. Fields that can carry an individual’s identity are removed or pseudonymized before data leaves the server. The data exposed is settlement figures, identifiers, mapping data, SKUs, and tax codes.
Two warnings in the same document deserve equal weight. It is a beta with explicit exclusion of uptime commitments, and it can be withdrawn or changed without notice. And they tell you plainly not to run it alongside MCP servers you do not fully trust, because a compromised tool in the same client session can read what this one returns. That’s unusually candid for a vendor to put in writing, and it is correct.
Here is why this matters beyond novelty. Most merchants pointing an AI assistant at their business data are pointing it at raw Shopify exports, which means the assistant inherits the payout problem and confidently answers margin questions using numbers that were never reconciled. An agent reading a properly decomposed ledger can answer what your blended fee percentage was on TikTok Shop last quarter. An agent reading unreconciled deposits will answer the same question and be wrong. If the protocol layer itself is new to you, start with what MCP is and why Shopify built it into every store. The short version for finance: the quality of the answer is capped by the quality of the books underneath it, and almost nobody is treating reconciliation as AI infrastructure yet.
Link My Books is the wrong tool for merchants under roughly 50 orders a month on a single channel, for anyone on QuickBooks Desktop, Sage or NetSuite, and for anyone who expects order-level detail in their general ledger. Those are not edge cases, they are large groups of stores.
Start with the summary model, because it is a genuine trade-off rather than a flaw. This tool posts one entry per payout. Your individual customer orders will not appear in Xero. That is correct accounting practice for high volume ecommerce, and it is also the thing that surprises merchants who expected to search their ledger for a customer name. If you need transaction-level records in the GL for legal, audit or subscription billing reasons, this architecture is wrong for you and no configuration fixes it.
Second, it is not a tax engine. It applies the treatments you map during setup. It does not determine where you have nexus, does not monitor registration thresholds, and does not file anything. Merchants who need that layer are looking at Avalara or TaxJar alongside this, not instead of it. Wrong mapping in produces wrong VAT out, on autopilot, at scale, which is precisely how the DadyBros error ran for two months.
Third, the pricing model deserves scrutiny at your specific volume. You are billed on orders across all channels, calculated on a rolling average that becomes a 12-month average the longer you stay. Exceed your tier and you are notified by email and auto-upgraded seven days later. That is fair, and it also means a low AOV store doing 15,000 small orders pays materially more than a high AOV store doing 1,500 large ones on identical revenue. Prices move too. A UK increase took effect on 1 July 2026, and a three-year customer left a public review on the Shopify App Store complaining specifically about repeated annual increases. Model the cost at your projected volume 18 months out, not today’s.
Open your last three Shopify payouts and write down four numbers for each: gross sales, total fees, refunds, and the amount that actually hit your bank. If you cannot produce those four numbers in under ten minutes, you have the problem this category solves, and the size of the gap tells you how urgent it is.
What you do next depends on your stage. Under 50 orders a month on one channel, do nothing yet and revisit when you add a second channel. Between $500K and $2M across multiple channels, run a 14-day trial against real payouts rather than a demo account, and have your accountant review the tax mapping before you turn on autopilot, because that review is the whole game. Above $5M or with any VAT registration outside your home country, treat this as a finance decision rather than an app install, and compare at least two of the three tools above with your actual 12 month order projection in hand.
One habit is worth adopting regardless of which tool you land on, or whether you buy one at all. Once a quarter, pick a single payout at random and trace it end to end, from the channel settlement report through to the entry sitting in your ledger. It takes twenty minutes. It is the only check that catches a mapping error while it is still a small number, and it is the difference between finding a problem yourself and having your accountant find it in March.
Link My Books takes each Shopify payout and splits it into gross sales, refunds, fees, shipping and tax, then posts one summary entry to Xero or QuickBooks Online that matches the bank deposit exactly. That single entry is what makes reconciliation a one-click action rather than manual detective work. It handles Shopify Payments plus other gateways including PayPal, Klarna and Clearpay, and it can connect seven other channels including Amazon, eBay, Etsy, Walmart and TikTok Shop to the same ledger. It is not accounting software itself. It is the layer that feeds your accounting software correctly structured data.
Pricing starts at $21 per month for 200 orders on one sales channel and scales with order volume, reaching roughly $176 per month at 20,000 orders, with an enterprise tier for practices handling up to 250,000 orders. You are billed on total orders across all connected channels rather than per channel, calculated on a rolling average that extends to 12 months the longer you stay. If you exceed your tier you are emailed and upgraded automatically seven days later. Prices are published through a calculator rather than a fixed table and have increased in the past, most recently on 1 July 2026 in the UK, so check the current figure at your real volume.
No. Link My Books applies the tax treatments you map during setup and attaches the supporting detail to each entry in your accounting software, but it does not calculate your liability independently, does not monitor registration thresholds, does not determine where you have nexus, and does not submit anything to a tax authority. Your VAT return is still filed through your MTD-compatible accounting platform, and your sales tax obligations still need a dedicated engine such as Avalara or TaxJar if you have multi-state exposure. The mapping is the part you and your accountant own, and getting it wrong applies the error at scale.
Probably not below roughly 50 orders a month, where the native Shopify connection to Xero or QuickBooks Online is adequate and the subscription is hard to justify. The case gets stronger as volume rises, as refund and chargeback activity increases, or as you add non-Shopify payment gateways that settle separately. Single channel Shopify merchants above a few hundred orders a month usually find the time saved at month end covers the cost in the first week. The clearest test is to look at your last payout and see whether you can explain every deduction inside it without opening a spreadsheet.
