FreeAgent for Zepsell

What Zepsell sends to FreeAgent

Once you switch sending on, each paid order goes into FreeAgent as a sale with its payment applied, and each refund goes in as money paid back. VAT is on every line and shipping is on its own line.

• Paid orders become invoices with the payment explained in your bank account.
• Refunds become credit notes refunded from that account.
• Unpaid orders wait and are sent once they're paid. Cancelled unpaid orders and draft orders are never sent.

Zepsell sends every 15 minutes, and you can press Sync now at any time. Refunds are picked up for 90 days after an order was sent.

Zepsell only adds to FreeAgent. It never changes or deletes anything already in your books, and an order is never sent twice.

Connect FreeAgent

1. In your Zepsell dashboard, open your store and go to Apps.
2. Under Business tools, open Accounting and press Install.
3. Under Your accounting software, choose FreeAgent and press Connect.
4. Sign in to FreeAgent and choose the company to connect.
5. Back in Zepsell, you'll see "Connected to" and the name of your company. Nothing has been sent yet.

Choose the accounts

Zepsell reads your chart of accounts and tax codes from FreeAgent. In the app's settings, choose:

• Product sales go to and Shipping charges go to: the income accounts for each.
• Payments land in: where customer payments arrive. A clearing account named after your payment provider (for example "Stripe") lets you match payouts later. Refunds are paid out of the same account.
• Customer in the books: one contact for all your store's sales, or a contact for each shopper.
• Tax: the tax code for each rate your store charges, plus exports, reverse charge, exempt sales and overseas VAT (OSS and IOSS).
• Send orders placed from: the first date to send. It starts at the beginning of the current month. Choosing an earlier date only adds the orders that are missing.

Then tick Send paid orders and refunds and press Save. If you add an account in FreeAgent later, press Read them again.

Stripe fees and payouts

If your store takes card payments through Stripe, tick Send Stripe fees and payouts. Choose the expense account for Stripe fees go to and the bank account for Stripe pays out to. That account has to be a different one from where payments land.

Payouts count from the day you switch this on. Orders paid any other way are left as they are.

Things to know about FreeAgent

FreeAgent works out the VAT from the rate itself, so a total can differ from the order by a penny of rounding.

If your FreeAgent company isn't VAT registered, lines go in outside the scope of VAT. If you register later, change it in FreeAgent, then press Read them again in Zepsell.

Each FreeAgent sign-in connects one company.

When something doesn't send

The Sent list shows each order as Sent, Waiting for payment, Failed, Payment not added or Cancelled. Failed ones come first, with the reason, and are tried again on the next sync. The usual reasons:

• No tax code chosen for a rate. Your store charged a rate you haven't mapped. Pick a code under Tax.
• Overseas VAT and duty account not chosen. Orders with overseas VAT wait until you choose one.
• The connection has expired or was revoked. Press Connect again.
• Rate limited. The rest goes on the next sync. You don't need to do anything.

Disconnect FreeAgent

Press Disconnect at the bottom of the app. Zepsell stops sending and gives up its access. Everything already in FreeAgent stays there.

Zepsell forgets which orders it sent, so connecting again (or connecting a different company) starts again from the date you choose. A store connects to one accounting app at a time.

Questions