Behind every automated flow is a simple promise: a change in one system should appear in the other within seconds. Agentor listens to your webshop through a webhook — a small message your shop sends the moment an order is placed. That message triggers a sync, which reads the order, matches it to the right records, and writes an invoice into your finance system.

From order to booked invoice

Each order carries a customer, one or more products, and a total. Before an invoice can be created, Agentor resolves each of these against your books using field mapping — the rules that connect a webshop field to its counterpart in your finance system. If a customer already exists, they are reused; if not, a new record is created so nothing is duplicated.

Products follow the same logic. A shop SKU is matched to a product in your ledger, and its VAT rate is carried across so the booked total always matches what the customer actually paid. Once every line is resolved, the invoice is posted and marked as synced.

What happens when something changes

Refunds and cancellations are handled the same way, in reverse. When an order is refunded, Agentor issues a matching credit note rather than editing the original invoice — keeping your audit trail intact. You can read more about this in credit note handling.

If two systems disagree — say an order updates while a sync is already running — the flow pauses and surfaces a sync conflict instead of guessing. You resolve it once, and Agentor remembers the decision for next time.

Keeping flows reliable

• Every sync is idempotent — running it twice never creates two invoices.
• Failed messages are retried automatically with back-off before alerting you.
• Each step is logged so you can trace an order from checkout to booked invoice.

That is the whole idea: connect the systems once, let the flows run quietly, and step in only when a real decision is needed. To set this up for your own shop, start with connecting your first webshop.