Standing service ledger-sync-keep-finance-syncs-healthy · revised 11 October 2026
Standing service
Keep a finance sync healthy: failed runs, lapsing connections and duplicates reviewed
We check the named finance sync at an agreed interval, investigate each failed run, lapsing connection or duplicate, and write up the fix for your developer or what only you can change.
This starts a conversation by email. Nothing is charged, and nothing is monitored, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Finance syncs fail in ways that are not loud: a connection expires after a quiet spell, a rate limit drops some orders, an account is archived, or a retry creates a second invoice. Without someone responsible for the sync between runs, these are found at month-end, after they have spread.
Who it’s for: A finance manager, operations lead or founder who depends on a sync that creates invoices or contacts in the accounting system and who learns it has stopped, or duplicated work, only when someone complains.
Usually starts when: A sync stopped after a connection lapsed, month-end brought a gap or a batch of duplicates, and nobody was watching between runs.
The result: The sync you name is checked at an agreed interval, every failed or partial run found at a check is investigated and ends in a fix proposal or an explanation, and each month you see runs seen, problems found and how each ended. A failure between two checks may be noticed up to one interval later.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target is agreed in writing before it starts, set to what a service at this stage can actually keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock, so we do not offer round-the-clock cover.
What must remain true
- Each failed, missed or partial run of the named sync that a check finds is investigated and explained
- No duplicate or missing document created by the sync stays unreported beyond the agreed check interval
What we watch
- Run results and logs for the named sync, read through access you create, with personal data and secrets removed before sharing
- The time of the sync's last successful connection refresh, where the sync records it
- A read-only daily count of documents the sync created, compared with the count it reports
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A run fails or finishes partly. | We read the log, find the cause and propose a fix, or tell you what only you can change. |
| The count of created documents is higher than the count the sync reports, or two documents share a source reference. | We list the suspected duplicates and propose the retry-safety fix. Priced as: Stop duplicate invoices on retry |
| Runs show rate-limit responses and the created count falls short of the source count. | We show the shortfall and propose the pacing and checkpoint fix. Priced as: Fix Xero rate-limit gaps |
| A run is held because an account is missing or archived. | We show which category and account, and propose the mapping-table fix. Priced as: Account code mapping table |
| The sync's last successful connection refresh is approaching the limit the provider documents for an unused connection, or a run fails with an authorisation error. | We tell you what the person who owns the connection must do and which documented limit applies. The warning is counted from the recorded refresh time or the last successful run against that documented limit; it is not read from an expiry date, so it is an estimate. |
| A month ends. | We send a short written summary of runs, problems and how each ended. |
We do on our own
- Read run results and the read-only counts
- Reproduce a failure on a demo or sandbox target
- Write up a fix proposal for your developer
We ask you first
- Anything that changes credentials, connections, permissions or schedules
- Building any fix, or merging, deploying or switching one on in your live system
- Any request for wider access
We escalate to you when
- The cause is outside the sync, such as an expired connection or a provider outage
- A fix would change which records the sync creates, not only how it creates them
- A duplicate touches a closed period, or the same problem returns after a fix
How you know it held. Each month you get runs seen, problems found and how each ended, and a successful run on the usual schedule plus matching counts is the evidence that a problem has ended.
How we keep it true
This service is never finished. Each month's summary shows whether the thing it watches stayed true, and it continues until you end it.
Stop a retried automation from creating a second invoice in Xero or QuickBooks Online Job Each time it fires
Replaying, retrying or double-running one named invoice automation leaves exactly one invoice per source order in a test accounting file, and an unknown outcome is held for a person.
When duplicates are found
Each duplicate-prevention fix is the same job you can buy on its own.
Make a bulk Xero invoice run finish every order, or list exactly which ones it held Job Each time it fires
A synthetic run of 150 orders against a simulated limit of 60 calls a minute, with a simulated 429 and an interruption, ends with every order created, already present or held, and counts that add up.
When runs fall short
Each pacing and checkpoint fix is the same job you can buy on its own.
Replace hard-coded account codes in a finance sync with a checked mapping table Job Each time it fires
Up to 25 source categories map to active ledger accounts through one reviewed table, and an unmapped or archived account is held with its name instead of posting to a default.
When an account is missing or archived
Each mapping fix is the same job you can buy on its own.
What is included, and what is not
- An investigation note for each problem, with evidence and the proposed fix
- A written fix proposal for each problem, naming the matching one-off job or the action only you can take
- A written monthly summary
Included
- Monitoring of one named finance sync into one accounting system, using the run results, the time of its last successful connection refresh where the sync logs it, and a read-only count of what it created, with one check on each working day unless a different interval is agreed in writing before the service starts
- Investigation of each failed or partial run, expiring connection warning and suspected duplicate found at a check
- A written fix proposal for each problem, reproduced on a demo or sandbox target where that is needed, naming the matching one-off job; building the fix is that job
- A written monthly summary of runs, problems and outcomes
Not included
- Bookkeeping, tax, audit or any accounting advice, or deciding how a transaction should be treated in your accounts
- Posting, editing or deleting records in your live accounting system: your authorised account holder does that
- Building or applying fixes: that is the matching one-off job, quoted at its own price
- Merging changes or renewing connections: those stay with your team
- Rebuilding the sync, moving it to another tool or adding systems
- Out-of-hours cover or any guaranteed response time
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
For each failed or partial run, an investigation note states the cause with evidence or says what could not be established.
Evidence: The notes, each tied to a run identifier and date.
Each proposal names the matching one-off job or the owner action, and says what would show the failure has ended.
Evidence: The proposal text for each problem.
Each month's summary lists every run problem seen and how it ended, and its counts can be compared with your own run history.
Evidence: The written monthly summary and your run history.
Sign-off. You read each investigation note and monthly summary and decide what to act on. A note counts as delivered when you have received it.
If it fails. If we cannot establish a cause, we say so and explain what we found and what it would take. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The sync writes to Xero or QuickBooks Online and its run results can be shared read-only, with customer names, email addresses, tokens, keys and other secrets removed or masked
- A person on your side reviews and merges fixes and can renew the connection when it lapses
- A demo or sandbox target exists for testing a fix before it goes live
- Real financial records are shared only after written agreement, through a secure handoff we agree with you
We stop and tell you if
- The sync can only be inspected with live credentials or write access that we would have to hold
- Most problems are outside the sync, such as the source system failing, and you cannot or will not fix them
- Problems are so frequent that investigating each one does not fit the fixed monthly price, so we agree a different scope
What could go wrong
The service only reads and reports, so there is nothing to undo. Ending it leaves your sync exactly as it is, with open items finished or handed back.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A proposed fix hides a failure instead of removing its cause. | Each proposal states the cause with evidence and what would show the failure has ended; the matching one-off job tests it on a demo or sandbox target. |
| Read-only access is wider than needed. | We ask only for run results and a count of created documents, which you create and can revoke at any time. |
| Run logs carry customer personal data, tokens or keys that the checks do not need. | You remove or mask names, email addresses, tokens, keys and other secrets before sharing; we ask only for run identifiers, times, statuses, error messages and counts, and a log that arrives with secrets in it is returned to you for re-export and the secret is treated as exposed for you to rotate. |
| A lapsed connection is misread as a sync defect. | We separate connection and authorisation causes from code causes and tell you who must act. |
Each fix and note is checked by a reviewer separate from the work that produced it before it is sent. No human supervisor is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- You review and apply every fix
- You renew connections and approve any change to credentials or permissions
Access we would need
- Read-only access to run results and logs
- A read-only count of created documents from the accounting system
Questions
How is this different from buying one fix?
A one-off job repairs one failure once. This is a standing responsibility: we check the sync you name and carry each problem through to a written finding and fix proposal, month after month.
How often is the sync checked?
Once each working day unless a different interval is agreed in writing before the service starts. A failure between two checks may be noticed up to one interval later. There is no round-the-clock cover and no guaranteed response time.
Do you renew my connection when it expires?
No. Renewing authorisation belongs to the person who owns the connection. We tell you in time and say exactly what to do.
Does this cover every integration I have?
No, one named sync into one accounting system. Others are agreed separately.
Send an enquiry
Send us
- The sync's name, what it creates and where, and how often it runs
- How you find out today when it fails
- Who reviews fixes and who can renew the connection
Later, once you agree
- Read-only access to run results and logs, set up and held by you, with customer names, email addresses, tokens, keys and other secrets removed or masked before they are shared; we need only run identifiers, times, statuses, error messages and counts
- The time of the sync's last successful connection refresh, if the sync records it (if it does not, we use the last successful run and say that this is an estimate)
- A read-only count of the documents the sync created, by day, from the accounting system
- Read access to the sync definition or code through the agreed route where reproduction needs it, with secrets held by you
- A secure, company-controlled handoff route agreed before any access; no passwords, keys or customer records by ordinary email
Your sync, accounting system and credentials stay yours. We read run results and a read-only count with access you create and can revoke, through a company-controlled handoff. Findings and fix proposals arrive in writing for your team to act on; we never post or edit in your live systems.
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