A2X Virtual Assistant: a VA who reconciles every Shopify and Amazon payout into Xero

Nobody googles “a2x virtual assistant” out of curiosity. You search it because A2X is connected, it is quietly doing its job, and there is now a list of settlements sitting in it that nobody has actually looked at. Every Shopify and Amazon payout is being turned into a neat summary invoice, fees and tax split out, ready to post. Ready to post by whom, exactly? You, in the half hour after close that never arrives, between packing the last order and answering the email that came in at six.

A2X is genuinely excellent software. It solves the thing that breaks ecommerce books: the fact that one bank deposit from Shopify represents hundreds of orders, dozens of refunds, marketplace fees, shipping, gift cards and GST, all netted into a single number that does not match anything in your accounting system. A2X unpicks that automatically and builds the summary invoice that does match. The problem was never the tool. The problem is that the tool surfaces, and somebody still has to review.

The daily rhythm a VA runs in your A2X

The work is rhythmic, which is what makes it a clean fit for a VA. A2X collects a payout from Shopify, Amazon or eBay, builds a summary invoice for it, and parks it in the settlements list waiting to be posted. Your VA opens that list and works it down.

For each settlement, the first job is to make sure it is real. A2X has calculated what the payout should reconcile to: sales, less refunds, less marketplace and processing fees, plus or minus adjustments. The VA confirms that A2X’s figure ties out to the actual deposit that hit the bank, because A2X builds the invoice from the channel’s settlement data, and the bank feed is the independent check. When the two agree, the settlement gets sent through to Xero or QuickBooks as a summary invoice and matched on the bank reconciliation screen against the real payout line. One tidy entry clears the deposit, instead of hundreds of individual order transactions clogging your books and your bank rec.

Then mapping, which is where A2X is only ever as right as it was set up to be. Every line A2X produces, sales, refunds, shipping income, gift card sales and redemptions, marketplace fees, payment processing fees, adjustments, points at a Xero or QuickBooks account and carries a tax rate. The VA keeps that mapping current. The moment you add a sales channel, list a new product type, or start shipping to a new country, A2X can throw up a transaction type it has never seen, and it will sit unmapped until somebody decides where it belongs. The VA is that somebody for the operational call, and escalates anything that is genuinely an accounting decision.

The tax split gets its own pass. A2X can split GST out across taxable, GST-free and overseas sales, but only if the mapping tells it to, and only if you have told it which orders are which. The VA checks that AU sales carrying GST and export orders that should not are not being treated the same, that GST-free product lines are mapped correctly, and that the figures A2X is feeding into the books, the ones that will eventually drive a BAS, look right before your bookkeeper relies on them. They check; the bookkeeper signs.

Across the week it builds into a clean board. By month-end the person doing the sign-off opens a set of books where every settlement has been reviewed and posted, every exception is listed with a note, and anything unresolved is flagged at the top rather than buried. The bookkeeper reconciles and signs, instead of starting the month from a pile of unreviewed settlements.

The honest bit

A2X will not make accounting decisions, and you should be suspicious of anyone who implies it does. It is brilliant at the mechanical transformation, turning thousands of orders into one accurate summary invoice with the splits done. It is not, and is not trying to be, judgement. It cannot tell you that a new fee category has been mapped to the wrong expense account, only that the category exists. It cannot tell you your GST split has quietly gone wrong because you started selling into New Zealand last month, only that the orders are there. When a settlement fails to auto-post, A2X flags it, but it does not chase it down. That review layer is human work, and it is the work the VA does.

A few real quirks worth naming. A2X reconciles payouts, so anything that does not flow through a channel payout, a manual bank transfer, a chargeback handled outside the platform, an offline sale, is outside its world and has to be handled directly in Xero. On multi-currency payouts, A2X applies a conversion, and that conversion needs a sensible eye on it rather than blind trust, especially around month-end rates. And A2X is only connected to the channels you have connected it to: if you launch on a new marketplace and forget to wire it up, A2X will not magically know, and those payouts will land in the bank unreconciled. The VA’s job is to notice all three before they become a reconciliation that does not balance.

What stays with you

This is bookkeeping-adjacent work, so the line matters and we keep it strict. The VA does the operational layer: reviewing settlements, matching them to the bank, posting summary invoices, keeping the mapping current and flagging exceptions. The accounting judgement does not move. The final sign-off on the books, the decision on how a genuinely ambiguous transaction should be treated for tax, the GST treatment calls, and the BAS preparation and lodgement all stay with your licensed bookkeeper or registered tax agent. Where a mapping question is really a tax question, the VA raises it with context and waits, rather than picking an answer.

The permission model backs this up rather than relying on goodwill. In Xero or QuickBooks the VA gets a scoped user role, typically one that can post and reconcile but cannot change financial settings, run payroll, or manage who else has access. In A2X they come in as a standard user on your organisation, with access to settlements, mapping and connections, not the master account. Adviser-level access stays with your bookkeeper. Logins live in 1Password and confidentiality is signed before anyone opens your books.

What it costs and where to start

A2X reconciliation review sits on the bookkeeping tier, $25-35 AUD an hour excl GST, because it is finance work that touches your books, not general admin. Most stores need 5-10 hours a week depending on how many channels and payouts you run, and for a smaller single-channel store it often bundles with general Xero bookkeeping rather than standing on its own. If a lot of the work is also straightforward channel and order data entry or expense categorisation, some of that may sit on the admin tier, and we will split the rate honestly rather than charge bookkeeping hours for admin work.

Placement takes 7-10 business days, with 5-7 days supervised inside your A2X and your accounting system before any solo posting, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice. The refundable $500 deposit credits to your first month.

If you want the wider picture, the ecommerce page goes deeper on the kind of store this suits, and the VA cost guide lays out the full pricing. Otherwise book a discovery call with Jenn. Bring your A2X open and your last month of settlements, and she will tell you straight whether you need a dedicated A2X VA or just someone to clear the backlog once and keep it clean.