MERCHANT GUIDE · SYNCHRONIZATION

Balance ↔ WooCommerce Sync — setup

Use this guide when Balance is the accounting system behind your WooCommerce store. The plugin imports the sellable catalog from Balance and sends paid store activity back as Balance Sale and SalesCreditNote documents.

Before you begin

A Balance account with the Storera, Vendoo, or B2C synchronization profile enabled.
For cloud Balance, the application ID and API credentials. For on-prem Balance, the server IP/host and port.
A decision on warehouse stock mode: single warehouse, aggregate stock, or per-store stock mapping.
A list of Balance groups that should never become WooCommerce products, such as expense or service groups.

What syncs

Data	Direction	Notes
Items	Balance → WooCommerce	SKU, title, group/category, item type, and status.
Stocks	Balance → WooCommerce	Single, aggregate, or per-store stock mode.
Prices and discounts	Balance → WooCommerce	Regular price plus sale price windows when available. Can be limited to the first import only — see Keeping your own prices.
Orders	WooCommerce → Balance	Pushed as Sale documents after the configured order state.
Refunds	WooCommerce → Balance	Pushed as SalesCreditNote documents tied to the parent Sale.

Keeping your own prices

Many shops set their own selling prices in WooCommerce while Balance stays the source of truth for stock. Turn on Price on first import only in Settings → Prices for exactly that:

A product that the sync creates still arrives with its Balance price, so you never start from a blank price field.
Once the product exists, its price is never rewritten again — by scheduled runs, by the manual Run now buttons, or by WP-CLI.
Stock keeps syncing on every run exactly as before. Only the price is held back.

Setup sequence

Buy the Balance ↔ WooCommerce license, install the ZIP, and activate the key from the License tab.
Open the Connection tab and choose cloud or on-prem transport. Save the Balance host, credentials, and source profile.
Run Test connection. Do not configure imports until the plugin can authenticate and read lookup data.
Open Categories and map Balance groups to WooCommerce categories. Exclude non-product groups before the first import.
Run the first import as a dry run. Review how many items will be created, updated, skipped, or adopted by SKU.
Enable scheduled imports, then enable order export. For the first live day, keep dry-run logging enabled for order payloads until the accountant confirms the document shape.

Production rules

New products: Create as drafts first. Balance can own the item, but a storefront manager should decide when it appears publicly.
Services: Service-like Balance item types should be skipped unless the store explicitly sells them online.
Orders: Push orders from a background job. Checkout should never wait for Balance.
Refunds: Full and partial WooCommerce refunds should create SalesCreditNote documents, not edit the original Sale.
Recovery: If Balance is unavailable, keep the WooCommerce order intact and retry the export job from the admin queue.