What syncs, and how often
What syncs
Section titled “What syncs”| Record | Direction |
|---|---|
| Items | Both ways |
| Item variants | Both ways |
| Categories | Both ways |
| Customers | Both ways |
| Stock levels (inventory) | Both ways |
| Loyverse sales & receipts | Loyverse → Swann Retail |
| Settled Swann Retail sales | Swann Retail → Loyverse (two-way sync only) |
Sales go both ways, but each direction has its own rules. Every sale rung in Loyverse comes across as a completed order (a refund as a return), dated when it was rung. And in two-way sync, a sale you ring in Swann Retail is sent to Loyverse as a receipt once it’s settled — see Your Swann Retail sales going to Loyverse below for exactly when, and for what isn’t sent. Employees aren’t synced. Your tax rates are brought across at the first import (so each item keeps its Loyverse rate) and keep syncing one way after that — a rate you add in Loyverse is adopted automatically, a rate you change there is flagged for you to review — but they aren’t part of the two-way sync: rate edits you make in Swann Retail aren’t pushed back.
Your Swann Retail sales going to Loyverse
Section titled “Your Swann Retail sales going to Loyverse”In two-way sync, a settled Swann Retail sale is sent to Loyverse as a receipt. It carries the money you actually took, dated the day you took it, so the same day’s takings read the same in both systems. In inbound only and import only, sales you ring in Swann Retail stay in Swann Retail — nothing is sent.
What that means day to day:
- Only money actually taken is sent. A sale is sent when it’s settled — paid in full. An amount still owing is never sent to Loyverse, so a part-paid job doesn’t book takings you haven’t received.
- Each payment is its own receipt. If a sale was settled with more than one payment — a deposit and then a balance, or a split between cash and card — each payment goes across as a separate receipt, dated the day that money was taken. A deposit job goes across when it’s paid off, with its deposit receipt still dated the day the deposit was taken.
- A deposit job partly refunded by removing items isn’t sent. If you remove items from a deposit job and Swann Retail refunds part of the deposit, that sale isn’t sent to Loyverse. It shows on Sync health instead, with the amount refunded, any of the deposit that’s already in Loyverse, and what the sale now totals — so you can correct Loyverse by hand.
- Refunds and returns are not sent to Loyverse. A refund you give in Swann Retail is recorded here and reduces your Swann Retail sales figures, but the original receipt in Loyverse is left as it was. So after a refund, the two systems will legitimately disagree — Swann Retail is the one holding the refund.
- Sales you imported from Loyverse are never sent back. Your Loyverse history stays a single copy: it came from Loyverse, so it isn’t returned to Loyverse.
- Service and subscription items get their own item in Loyverse. Swann Retail doesn’t copy your service and subscription items into your Loyverse catalog. So the first time a sale that includes one is sent, Swann Retail adds a matching item to your Loyverse catalog, named after it with (Swann) on the end so you can tell it apart, and reuses that item on every later sale of the same name. It never tracks stock. The other items in the sale go across as usual.
- A sale is booked at the Loyverse store your location is mapped to — so map your stores to locations before you rely on this.
⚠️ This changes how you reconcile with an accountant. In two-way sync, a Swann Retail sale is a real receipt in Loyverse too — so don’t add the two systems’ totals together, and don’t re-key a Swann Retail sale into Loyverse by hand. If anything of yours reads Loyverse (an accounting export, a bookkeeper’s report), it is already seeing your Swann Retail sales. See Why your reports can differ from Loyverse.
How often
Section titled “How often”These timings apply while the ongoing sync is running. Incoming activity — Loyverse → Swann Retail — flows in both two-way sync and inbound only (the mode new connections start on). The Swann Retail → Loyverse direction below happens only in two-way sync: in inbound only your Swann Retail edits, deletions and sales stay in Swann Retail and are never sent back. If you’ve switched to import-only mode, the ongoing sync is off — see In import-only mode below.
Which directions are live depends on your sync mode:
| Sync mode | Incoming (Loyverse → Swann Retail) | Outgoing edits (Swann Retail → Loyverse) | Outgoing deletes (Swann Retail → Loyverse) | Settled sales (Swann Retail → Loyverse) |
|---|---|---|---|---|
| Two-way sync | Flows automatically | Pushed back to Loyverse | Pushed back to Loyverse | Sent as receipts |
| Inbound only | Flows automatically | Stays in Swann Retail | Stays in Swann Retail | Stays in Swann Retail |
| Import only | On-demand import only | Stays in Swann Retail | Stays in Swann Retail | Stays in Swann Retail |
- Changes from Loyverse → Swann Retail: picked up about every 2 minutes.
- Sales rung in Loyverse: carried into Swann Retail on that same ~2-minute pass — a Loyverse sale shows up here within a couple of minutes, as a completed order dated when it was rung.
- Sales rung in Swann Retail (two-way sync only): sent to Loyverse as a receipt once the sale is settled — see Your Swann Retail sales going to Loyverse above.
- Changes from Swann Retail → Loyverse (two-way sync only): sent within seconds of you saving.
- A full check runs hourly. This catches deletions and category changes that the quick updates can miss, and reconciles anything else that drifted.
Deletions and category changes are handled by the hourly check, and the timing depends on the direction:
- A deletion made in Loyverse disappears from Swann Retail within about an hour — on the next hourly check.
- A deletion made in Swann Retail (two-way sync only) takes up to about three hours to disappear from Loyverse. This is a safety delay: Swann Retail waits for the item to stay gone across three hourly checks before removing it from Loyverse, so a brief glitch can’t wipe out your Loyverse catalog. In inbound only, a deletion you make in Swann Retail is never pushed to Loyverse — it stays in Swann Retail, like your other edits.
- Creating or renaming a category in Loyverse also takes up to an hour to appear here — Loyverse doesn’t timestamp category edits, so they ride the hourly check. The same change made in Swann Retail is pushed to Loyverse within seconds, like other catalog edits (two-way sync only).
Everyday item edits — prices, names, stock — flow through on the faster schedule above.
Deleted customers are the exception. In two-way sync, a customer you delete in Swann Retail is removed from Loyverse, but a customer deleted in Loyverse stays in Swann Retail — Loyverse doesn’t report when a customer is deleted, so Swann Retail can’t detect it on its own; remove the customer in Swann Retail yourself to match. In inbound only, a customer you delete in Swann Retail also stays in Swann Retail and isn’t pushed back.
In import-only mode
Section titled “In import-only mode”In import-only mode, Swann Retail is your main system and the ongoing sync is off: changes don’t flow either way on their own — including new Loyverse sales — and the hourly check doesn’t run. The everyday and hourly timings above don’t apply. What’s left is the on-demand import — you pull your catalog, customers and past sales across from Loyverse when you choose (see Importing your data). The speed note below still applies to that import.
Stock levels
Section titled “Stock levels”When stock moves in Loyverse, only that change is applied in Swann Retail — your count isn’t overwritten with a fixed number. So counts stay aligned even as sales happen in both places during a side-by-side run.
A note on speed
Section titled “A note on speed”Loyverse limits how fast any app can talk to it, so Swann Retail paces its requests (roughly one per second). During the first import or a very large change, updates are processed steadily rather than all at once — this is normal and nothing is lost.