Automatic site balance update is a scheduled run that takes availability and prices from your accounting system and distributes them by card without manager involvement. It is configured with more than one button: first, you need to compare the products by article number, agree on the zero balance rule, and choose the frequency at which there is no time for a sale to pass between two runs, which the site will not see. There is no amount on the page on purpose - first, let's see what your account is able to give to the outside in general.
card on the website with the accounting position - by article number or manufacturer's code
after a free audit
Price
30
Guarantee
days after project sign-off
card on the website with the accounting position - by article number or manufacturer's code
What do we do with what?
the variance of the residuals after the run and the proportion of items that did not match
How do we measure the result?
55,321
Measured scale of the directory
product pages and 3,868 categories, a total of 59,189 addresses
first response 840.5 ms at 454.5 KB HTML, measurement 07/31/2026
Speed on this volume
10-35
Term of works
working days from the approval of the exchange scheme
free exchange audit, 3-5 business days
Before the amount
What's included
Complete list of work and what you get as a result
We compile a catalog with accounting by article number or manufacturer code, and the items that do not match are given in a separate list, and not hidden in the logs
We set the balance run on the schedule you set: every night, every hour or more often during the season
We update only the changed items - the account gives a list of what has moved, and the full catalog is not reread every time
We introduce the rule of zero balance separately for product groups: hide, show as absent or allow pre-order
We carry prices with markup rules and separate tiers for retail, group and sales channels
We reserve the balance at the time of registration so that the last unit is not sold twice while the order is in progress
Keep last known balances if accounting is unavailable: source failure does not turn catalog into solid "out of stock"
We start the exchange first in monitoring mode - it counts the discrepancies and writes to the log without changing anything on the site
We keep a log of runs and send a notification to the messenger when the run has not worked: you will learn about the stop not from the buyer
We transfer the order back to the account, if it is in volume, and write instructions to the manager; warranty period — 30 calendar days
When this service isn't right
What's not included — so there are no surprises at delivery
Bringing order in the accounting system itself — we work with what it gives
Licenses for exchange modules from the accounting system
Compilation of articles throughout the catalog as content work is counted separately
Liability for incorrect data in the accounting
Hosting, domain, acquiring
Who it's for
Situations where this service delivers results
Scenario 1 of 4
The manager calls every day to cancel
The order was accepted, the money went through, the goods are not there - then a call, an apology and a return. The advertising click for this order has already been paid and will not come back. The exchange closes the source: availability comes from accounting, not from the manager's memory.
We'll review your situation in a free audit
Scenario 2 of 4
The product is in stock, but the website says "not available"
This loss is quieter and therefore lives for years: the position is searched, it is there, but the card is marked as missing since last month. The wholesale underwear store from our measurement deliberately does not enable online payment and explains it directly in the text of the site - so that the buyer does not pay for something that is not there. Unreliable balances cost an entire calculation method.
Scenario 3 of 4
The supplier's prices have changed, and the site is selling at the old prices
The purchasing department increased on Monday, and the catalog arrived on Friday by hand — four days of orders with a loss. Price exchange removes this lag. If there are several levels - retail, group, separate price for the site - the markup rule is established for each, and not with one multiplier for the entire catalog.
Scenario 4 of 4
The site is not the only channel: there is also a feed for the platform
Rozetka and Merchant Center read the title, price and availability feed, not your page. An outdated balance in the feed leads a person to a product that does not exist: a wasted click in a channel where prices are already compared. What the feed does not do is not make your price better than the neighboring one in the same issue.
Free balance exchange audit
We look at two sides at the same time: what your accounting system can give and what the site is ready to accept. The gap between them is the amount of work — until now, any named amount would have been fiction.
What we measure
What the accounting system givesA ready exchange mechanism, file upload or direct access to the database. This determines the complexity of the integration more than anything else combined.
Coincidence of product codesAre the articles on the website and in the account the same? Code discrepancy is the most common reason why a run "seems to work" and half the items don't update.
Number of warehousesOne balance per company or individual points. Point availability is a different task and a different estimate, and it is better to find out about it before the contract.
Required frequencyHow fast are the residuals moving in your niche. Once a day is not enough for everyone: in the season, the difference between a day and half an hour is canceled orders.
Catalog volumeHow many items need to be updated in one run and does it have time between runs. In tens of thousands of items, a full run is no longer an option.
Prices and rulesAre the prices listed as is, are they subject to a markup, and are there separate tiers for the band and for the venues.
What you get
Exchange scheme: what, from where, where, with what frequency and in what direction.
A list of discrepancies in product codes with an estimate of work on their compilation.
Evaluation of integration with division into stages: first balances, then prices, then orders back to the account.
A conversation for 30–40 minutes on the document — with your person from the accounting side.
Timeline: 3-5 working days
Why is it free
Because the key question — what your accounting system can do — does not have a universal answer, and the whole amount depends on it. A few days of testing is cheaper than a haphazardly designed integration.
What's next
After the audit — the amount and term by stages, the contract, the bill, the act. We start the exchange first in observation mode: it counts the discrepancies, but does not change anything on the site yet.
Short form: your contact and site URL
Contract, act and 30-day warranty
Every project gets a written contract: scope, deadlines, amount, acceptance procedure. After delivery — act and invoice, then 30 calendar days of warranty.
Sole proprietor & bank transfer
The contractor is a registered sole proprietor. Payment by invoice with closing documents.
Rights & access — yours
Code, design and materials transfer to you after full payment. Domain, hosting, repository and analytics are registered to you.
Client portal instead of email chains
During the project you get access to a portal: contracts, invoices, acts and project status in one place.
European clients
Among our work — projects for Norway, Bulgaria, Moldova and Spain.
Verifiable numbers
Every case in the portfolio comes with a link to a live site and a technical measurement.
Audit first, then pricing
There is no price list on the site intentionally: the scope of the same work differs multiples between clients.
We say "no" when unsure
If the task isn't ours or the deadline is unrealistic — we tell you upfront.
What affects the price
Why two seemingly identical tasks are priced differently
What the accounting system givesA ready-made exchange mechanism on the accounting side is half the work done for us. Uploading a file on a schedule is the middle. Direct access to the database without any download is the most expensive: the format has to be described by yourself and fixed by a document, otherwise the next edit in accounting will silently break the run.
Article statusWhen the codes on the site and in the accounting are the same, the summary is made by script for the day. Empty article numbers, duplicates and codes, which the managers adjusted with their own hands, mean manual reconciliation of the directory even before the first line of code.
Compositions and price levelsOne balance per company is a simple case. Availability by points, a separate reserve for online, three price levels and its own price for the site — each level adds both work and places where you can make a mistake imperceptibly.
Catalog volume and frequencySeveral thousand items can be reread every night. In the garden equipment store we measured, there are 55,321 product pages - on such a volume, a full run every half hour is technically impossible, only the changed items need to be updated and diluted with peak hours.
Direction of exchangeSite balances and prices are one stream. The order back to the account is the second, and it entails the coordination of the directories: counterparties, warehouses, payment types must agree on both sides, and this is already a conversation with your accountant.
Cases
Tasks and results in numbers — all metrics measured by us
online store of an official seller of garden equipment and spare parts
Task
Keeping the availability and prices of tens of thousands of items in the spare parts catalog without manual updating is exactly the volume at which a full run no longer has time between launches.
Solution
Store on OpenCart 3.x, spare parts catalog up to four levels deep, site map divided into submaps of 3,000 addresses, eight payment methods and four carriers. The exchange with the accounting system for balances and prices is declared in the project card.
Result
Measured on 07/31/2026: 55,321 product pages — actually counted by subcards, the first and tenth contain exactly 3,000 addresses each, the nineteenth contains 1,321; plus 3,868 categories, a total of 59,189 addresses. First server response 840.5ms, full load 997.4ms with 454.5KB of HTML - the slowest TTFB of the lot, and at this volume that's to be expected. Separately fixed PHP 7.3.33, without support from December 2021: the exchange works on it, but updating the platform becomes a separate task with a separate deadline. The limit, which we call directly: the very fact of synchronization is not checked from the outside - we measured the directory and speed, not the exchange, and we do not mistake one for the other.
Did not find your case?
Describe how it works on your side — we will tell you whether “Automatic update of balances and prices” fits and what it means in your situation. No brief and no call: one question, one answer.
Process steps
Transparent stages with approval at every step
Total duration:10–35 days
1
Exchange audit and scheme
2-4 working days
Let's see what the site reports and what the site is ready to accept. At the output is a scheme: what, from where, where, with what frequency and in what direction. This is where the issue of warehouses is resolved - balance per company or availability at points.
2
Compilation of the catalog
1-4 working days
We compare site cards with accounting items by article number or manufacturer code. What does not agree, we give a list: it has to be closed either from the accounting side, or with an intermediate table of correspondences, which is replenished as discrepancies are found.
3
Running balances on copies
3-8 working days
We deploy a copy of the combat site and drive exchanges on it. The first run always finds something unexpected in the scheme, and let it not happen on a live directory. Here we measure the time of one run at full volume - this number then determines the possible frequency.
4
Combat observation mode
3-5 working days
The exchange works on the live site, but does not change anything: it counts the discrepancies and writes them to the log. A week of such observation shows the real picture - how many items diverge every day and whether a whole group of products has fallen out of alignment.
5
Prices, zero balances, reserve
1-6 working days
We enable prices with markup rules, set up behavior at zero separately by group and reservation at the time of registration. We include the prices after the balances, not together: an error in the markup is visible immediately, a comparison error is visible only in the log numbers.
6
Combat launch, magazine, transmission
2-5 working days
We turn on the recording, turn on notifications about an unsuccessful run, keep the exchange under supervision for a week and compare the balances with a sample of groups. Next, instructions to the manager: how to view the log and what to do with non-matching items.
Technologies & integrations
What we build on and what it connects to
Stack
OpenCart 3.x and 4.x. The limit: tens of thousands of items are not filled through the admin — it drops after the timeout, so we go through the console in portions
PHP and MySQL. Limit: A heavy run competes for a base with customers, so we dilute it with peak hours
REST-exchange, when the account is able to give data to the request. Limit: the load falls on the account itself and is agreed with its administrator
Scheduled XML or CSV file sharing. Limit: editing the format on the accounting side breaks the parsing, so we fix the format with a document
cron and the job queue. The border: the queue must be monitored - she knows how to stand quietly
Update only changed items. Threshold: Works when accounting can tell what exactly has changed
Log of runs and notifications in Telegram. Boundary: The log says whether the run is complete, not whether the numbers are correct
Integrations
1C
BAS
KeyCRM
warehouse accounting
supplier prices
XML feed on Rozetka
Google Merchant Center
Telegram for notifications
Update only changed items vs full run
How this option differs from the alternative
Full run of the catalogOur approach
What is read for a runthe entire catalog in its entirety, along with what hasn't changed in yearsonly items that have moved since last time
On what volume is keptseveral thousand items at night, then the run does not have time between launchestens of thousands of items: 55,321 pages from our dimension pass in portions
What is required from accountingnothing extra - export as isthe ability to give a list of changed items or a timestamp of the change
What breaksthe run does not have time and is imposed on itselfmissed timestamp: position is silently left as old
When to takesmall catalog and updates once a day at nighta large catalog and runs more than once a day
What we need from you
We can't start without this — best to prepare in advance
1Access to the accounting system or its download - a real file is better than a description in words.
2A description of how warehouses are set up and an answer as to whether point balances are required.
3Price rules: levels, markups, separate prices for sales channels.
4Solution for zero balances: hide, show or allow pre-orders - separately by product groups.
5Access to the site, database and hosting, as well as consent to deploy a copy for test runs.
6One person on the accounting side to check with during startup.
If something is missing — let us know, we'll help you gather it or do it as a separate task.
FAQ
Most frequently asked questions — with concrete answers
how often should balances be updated?
By reversibility, and not by the principle "the more often, the better." The slow assortment lives on several runs per day. Peak season requires an hour or half an hour: the difference here is measured by canceled orders. The benchmark is simple - how many sales do you have between two runs. And the fair limit of the mechanism itself: the window between runs always remains, so the last unit can theoretically be bought twice. Exchange narrows this window, but does not close it - it closes its reservation at the time of registration.
I have 50 thousand items - the exchange will not put the site?
It will work if you do a full run every time. Therefore, on large catalogs, the exchange takes only changed items: accounting gives a list of what has moved since the last time, or a time stamp of the change. For reference: in the garden equipment store we measured, there were 55,321 product pages with a first server response of 840.5 ms — at such a volume, a full update every half hour simply will not have time to pass. The second fuse is the schedule: we do not set heavy runs during the hours of peak sales.
the articles on the website and in the account do not match
This is the most common reason why the exchange "seems to work" and half the directory is unchanged. There were two exits. Compiling codes once is content work, it counts separately, and all other integrations benefit from it, from feed to platform to billing. Or keep an intermediate table of correspondences, which is replenished as discrepancies are found. Our recommendation: start with a table to make the exchange work, but put code consolidation in the plan - code divergence hurts more than just balances.
what to do when the balance is zero?
It's your decision and it's different for different groups. Hiding a position is easy, but you lose an address that was already bringing conversions. Show as absent is better for search, but the buyer sees something that cannot be bought. Allowing pre-orders is best if delivery times are predictable. We establish a rule separately by category, and not one for the entire catalog: the answers here are different for running trifles and for custom-made equipment.
and if the accounting system crashes?
The exchange should survive this without consequences for the store. When the source is unavailable, the last known balances are left in place, not reset: otherwise, an hour of idle time in accounting turns the entire catalog into "out of stock", and you'll see it already when orders fail. A notification is sent to the messenger about the failure itself - you know that the data is out of date, and you know from what time. Therefore, in the log, we record not only errors, but also the time of the last successful run.
we have restocks in stock - will an exchange cure this?
No, and it would be dishonest to promise such a thing. The exchange does not correct the account, it quickly and accurately transfers its status to the site. Reassortment, non-executed write-off, goods that physically left without a document — all this will come to the catalog along with the rest. Therefore, at the audit, we ask not only about the format of the data, but also about the extent to which the balances in the accounting coincide with the composition. When the discrepancy is large, it's fairer to deal with it first, otherwise you're automating the spread of inaccuracy.
I also have products on Rozetka - will the feed also be updated?
Yes, and this is one of the main arguments for the exchange. Maidanchyk and Merchant Center do not read your page, but the feed: name, price, availability, picture. If the feed is collected from the same source as the directory, the stale residue from there disappears with the directory. Otherwise, you're paying for a click that leads to a product that doesn't exist. The limit is immediate: the feed does not make your price more profitable - in the commodity issue, the buyer sees you next to everyone, and he will also see the difference in price faster.
is it possible to transfer the order back to the account?
Yes, this is the second direction, and it is usually made a separate stage after the residuals. The order from the site is registered with a document, the manager works in the same system instead of rewriting by hand. The difficulty is not in the transfer, but in the coordination of directories: counterparties, warehouses, types of payment must match on both sides. Our recommendation is not to enable both threads at the same time, otherwise mapping errors and transfer errors are resolved in one week and not separated.
how long does it last and where does it start?
10-35 working days. It starts with an audit of the exchange: 3-5 days, free of charge, at the output is a diagram and a list of items that do not match by code. Then there are six stages, including a week of observation mode - the exchange already works on combat, but only counts discrepancies. The lower term limit is a one-way exchange of balances with an account that can provide data. The top is filled with prices at several levels, warehouses at points and transfer of orders back: the latter goes in a separate flow on top of these stages.
Send an example of export from accounting - or describe how it is arranged for you.
In response, there is an exchange scheme, a list of items that do not match by code, and an estimate of the works by stages. If it is clear from the data that the articles need to be put in order first, you will hear about it in the very first letter.
From measured casesMeasured on 07/31/2026: 55,321 product pages
There is no price list on the site on purpose: the same work differs several times over between two clients, and a “from” figure explains nothing in that case. First a free audit — we count your pages, duplicates and speed — then we name the sum and the deadline and fix both in the contract.