Every order on your store, in your books.

The client

A B2B wholesale distributor of hot tub and pool parts, selling to dealers, technicians, and contractors. Leaving a legacy e-commerce platform, with accounting in QuickBooks Desktop on a local office machine.

The problem

• Prices lived in the QuickBooks price list. Categories and images lived in the old platform's export. Some products existed in only one of them.
• Three customer tiers with different discounts, plus 93 products where the top tier pays a different rate.
• Orders had to reach QuickBooks Desktop on a local PC, not a cloud system.

What I did

1. Wrote a Python data merge that joined both sources on SKU, calculated every price tier, flagged the exceptions, and produced review reports. The owner signed off before anything was imported.
2. Imported the full catalog and configured B2B tiered pricing with override rules for every exception. Prices are hidden from guests.
3. Migrated the site to production after the standard migration tool failed on size, compressing it by 65% with a different approach.
4. Set up two-way sync. Orders, customers, and payments flow into QuickBooks as sales orders for staff review. Inventory flows back to the store hourly.
5. Debugged the integration end to end: an outdated TLS certificate on the office PC, orders stuck in a status the sync ignored, and a sales tax code error that blocked posting.

Outcome

• 2,455 of 2,478 products matched automatically. The remaining 23 were discontinued or placeholder items.
• All 93 pricing exceptions configured as specified.
• Staff review every web order in QuickBooks instead of re-keying it.

The client

A hot tub retailer selling parts online through WooCommerce, with accounting in QuickBooks Online.

The problem

Orders were vanishing from the store while still showing up elsewhere. Separately, website sales had stopped reaching QuickBooks. Nobody could say what was missing or why.

What I did

1. Mapped where the store keeps its orders. Wrote forensic database queries to profile every status, list trashed orders, and sweep for paid orders no longer live.
2. Found that most disappearing orders were card-testing fraud, cleared in daily batches. Of 15 removed orders, 14 never took payment. I flagged the one that did so it could be refunded.
3. Built a risk flag that marks any removed order as paid if it had payment evidence before deletion.
4. The owner then produced a supplier invoice for a real order that should have existed. I searched by name, address, phone, postal code, part number, and user account. Nothing. The order and its line items were gone entirely.
5. Documented everything in a handoff report and set up a new QuickBooks sync that only posts paid orders, so fraud never reaches the books.

Outcome

• 15 removed orders analyzed and classified.
• One genuine paid order proven lost, exposing a blind spot a database check alone can't catch.
• Fraud kept out of accounting going forward.