How to Sync Payments to Accounting
Syncing Payments to Accounting
NOTE: Before syncing to you accounting platform, check that you have your preferences setup correctly for this.
For Xero -> Review here
For QBO and QBD -> Review Here
Viewing Payment Transactions
You can access Payment Transactions via Sales > Payments
The Payments page will show you a log of all your payment transactions, including the customer, order amount, and amount of fees paid. This log includes ALL payments for any payment type, including cash, check or external (payments that are recorded but not collected in the app). Each payment will have a status.
Each payment has a status.
Payment Status:
Pending - Payment has been initiated, but not cleared (typical with ACH - once the payment has been process this will update to succeeded or failed)
Succeeded - Successful Payment has been made
Failed - Payment was initiated but failed
Canceled - Payment was cancelled
Refunded - Payment refunded
Disputed - Your customer has disputed the payment
Note: Make sure to have your notifications for failed ACH payment turned on in your profile settings. Learn more here.
Invoice and Payment Sync at Same time
If you collect a payment before syncing an order to your accounting system, the payment will automatically sync along with the order. The sync status of those payments will be Synced.
Sync order, payment collected later
If the payment is collected after the order has already been synced (common with customers on terms), you'll need to sync the payment separately. This is the case for customers on terms and customers paying via ACH.
To sync payments after the order was synced:
Go to your Payments page. You'll see they sync status - This refers to the PAYMENT sync status (not the invoice sync status)
Payment Sync Statuses:
Syncable - you've collected payment but haven't synced it to your accounting platform
Synced - Payment has been synced
Queued - the payment sync was initiated, and now waiting to sync -> typically only shown on Quickbooks Desktop
Skipped -Payments you are choosing to skip syncing ot accounting (then they won't show up on the list here anymore)
Sync Failed - Payment Sync to Accounting failed
Sync the Payment
On the payment page you can select a payment to sync to accounting.
Note: Batch syncing is coming soon!
Go to: Sales > Payments > Locate transaction you want to sync > click the 3 dots > select Sync to Accounting.
Important: if the sync to accounting is greyed out it means you must sync the order first from the orders page (which will pull the payment information in at the same time)
Once you have successfully synced your payment the status will go from Syncable to Synced.
Note: Currently syncing refunds is not supported, this is coming soon!
Sync Status Filters
You can use the filters to view the orders with payments ready to be synced. On the Payments page:
Add Filter > Sync Status > select "syncable > Apply
Next up: Recording Payouts
- For Xero connections - go to this article
- For QBO and QBD - go tot this article