Accounting: How to Sync Payments to Accounting

RoasterTools can sync payments collected through RoasterPay and Stripe, as well as payments recorded manually, including card, bank, check, cash, wire, and external payments.

This article explains when payments sync automatically, how to sync one or more payments manually, and how partial payments work with current and older accounting connections.

Before You Sync

Before you begin, make sure your accounting connection is active and your sync and export preferences have been set. See Accounting: Sync and Export Settings and Preferences.

If you still need to connect your accounting platform, see:

• Connect to QuickBooks Online or Xero
• Connect to QuickBooks Desktop

When Payments Sync Automatically

Your Accounting settings include an option named Create payments with synced invoices.

When this option is enabled:

• Syncing an invoice also queues eligible payments already recorded on that order.
• RoasterTools creates or updates the invoice first and then queues the eligible payments.
• You do not need to sync the invoice separately before initiating this workflow from the order.

Recording a new payment after the invoice has synced does not automatically start another accounting sync. Sync that payment separately from the order or from Sales > Payments.

When Create payments with synced invoices is disabled, sync payments manually after the invoice exists in your accounting platform.

View Payment Transactions and Statuses

Go to Sales > Payments to view a log of all payment transactions. The page shows information including the customer, order amount, fees paid, and payment method.

This includes payments collected through RoasterTools and payments recorded manually, such as checks, cash, wires, and external payments.

Each transaction has both a Payment Status and a Sync Status. These describe different parts of the transaction.

Payment Statuses

• Pending: The payment has started but has not completed. This is typical for Automated Clearing House (ACH) bank payments. After processing, the status updates to Succeeded or Failed.
• Authorized: The payment method authorized the amount, but processing has not completed.
• Succeeded: The payment completed successfully.
• Failed: The payment did not complete.
• Canceled: The payment was canceled before completion.
• Refunded: The payment was refunded.
• Disputed: The customer disputed the payment.

The Payment Status describes the payment itself. It does not indicate whether the payment has synced to accounting.

Accounting Sync Statuses

• Syncable: The payment is eligible to sync but has not been synced.
• Queued: RoasterTools started the sync and the payment is waiting to be processed.
• Synced: The payment synced successfully.
• Skipped: The payment was intentionally excluded from accounting syncs.
• Failed: The payment could not be synced. Review the error before trying again.

The Sync Status describes the payment sync only. It does not describe the invoice's sync status.

Find Payments Ready to Sync

Use filters to narrow the Payments page and find the transactions you need.

1. Go to Sales > Payments.
2. Select Add Filter.
3. Select Sync Status.
4. Select Syncable.
5. Select Apply.

This displays payments that have not been synced or skipped.

Available filters include:

• Statuses: Filter by Payment Status, Sync Status, or both.
• Order: Filter by order number.
• Payment Method: Filter by payment type, such as card, ACH, check, or cash.
• Payment: Filter by payment details.

You can also search by customer name using the search bar.

Sync One Payment

You can sync an individual payment from its order or from the Payments page.

From the Order

1. Open the order.
2. If the invoice has not yet synced, sync the order first. When Create payments with synced invoices is enabled and the payment already exists, that invoice sync can queue the payment for you.
3. If the invoice is already synced but the payment is not, select Sync Payment to Accounting.
4. Review the payment's Sync Status.

The exact button label may include the name of your accounting platform.

From the Payments Page

1. Go to Sales > Payments.
2. Find the payment.
3. Open the More menu—the three-dot icon—for that payment.
4. Select Sync to Accounting.
5. Review the Sync Status.

The payment may briefly show Queued while it is being processed. It changes to Synced when the sync succeeds or Failed if RoasterTools encounters an error.

Sync Multiple Payments

1. Go to Sales > Payments.
2. Optionally filter the list to Syncable payments.
3. Select individual payments, or use the checkbox at the top of the page to select all visible payments.
4. Open the More menu.
5. Select Sync to Accounting.

The selected payments are submitted for syncing. Each payment may briefly show Queued while it is being processed and changes to Synced when successful.

Sync Partial Payments

For QuickBooks Online and Xero connections using the current sync process, you do not need to wait until an order is fully paid.

Each partial payment:

• Appears as its own transaction in Sales > Payments.
• Syncs for its own amount.
• Is applied to the same accounting invoice.
• Reduces the open balance on that invoice.

Example

If a customer pays $300 and later pays the remaining $700:

• The $300 payment can sync as one payment.
• The $700 payment can sync later as another payment.
• Both payments are applied to the same invoice.

If the $300 payment was already recorded when the invoice synced, it may be queued automatically when Create payments with synced invoices is enabled.

The later $700 payment does not automatically sync merely because it was recorded after the invoice. Sync it from the order or from Sales > Payments.

You can sync each partial payment as it is recorded or select several unsynced payments later and submit them together. Even when submitted together, they remain separate payment records.

Use the Payment Status and Sync Status columns to distinguish payment processing from accounting sync.

For instructions on collecting partial payments, see Partial Payments: Collecting a Portion of an Order Balance.

Convenience Fees and Synced Invoices

If the entire order is paid using the same payment method that carries the convenience fee, no accounting adjustment is needed.

When a customer makes a partial card payment, the order can include the actual convenience fee for that payment and an estimated convenience fee for the remaining balance. If the invoice syncs at that point, the estimated fee is included in the invoice total.

If the customer later pays the remaining balance using a method without a convenience fee, such as check, RoasterTools removes the unused fee estimate from the order. RoasterTools does not automatically update an invoice that has already synced, so the accounting invoice can remain higher than the completed order total.

See Convenience Fees for setup and general fee behavior.

Older QuickBooks Online Connections

Some older QuickBooks Online connections use an older direct payment-sync process, also called a legacy connection.

For these connections, partial payments work differently:

1. Individual partial payments do not sync while the order still has a balance.
2. Wait until the order is fully paid. Recording the final payment does not start the accounting sync by itself.
3. Once the balance is zero, open the order and select Sync Payment to QBO once.
4. RoasterTools sends one combined payment for the order's total paid amount.

See Accounting: QuickBooks Online Settings, Mapping and Syncing for Older Connections for additional information about these connections.

QuickBooks Desktop Payments

QuickBooks Desktop uses QuickBooks Web Connector to exchange information with RoasterTools.

If the invoice and payment are submitted together, one Web Connector run creates or updates the invoice and a later run applies the payment:

1. One run creates or updates the invoice.
2. A later run applies the payment.

Because of this, a payment may remain Queued after its invoice has synced.

• If Web Connector is configured to run automatically, the payment is processed on its configured schedule.
• If it is not configured to run automatically, open Web Connector and select Update Selected to run the next sync.
• The payment remains Queued in RoasterTools until Web Connector completes the sync.

Retry a Queued Payment

If a payment remains queued and is not currently being processed:

1. Find the payment in Sales > Payments.
2. Open its More menu.
3. Select Force Sync to Accounting.

Understand Bulk-Sync Results

After a bulk payment sync, RoasterTools sends an email with the subject Bulk sync completed. The email includes the number of failed payments and separates the results into these categories:

Use the View Failed Payments link in the email to review transactions that need attention.

Skip or Restore Payments

The More menu includes two additional actions:

• Skip Selected: Marks payments as Skipped so they are not included in future accounting syncs. This is useful for payments already entered manually in your accounting platform.
• Mark as Syncable: Restores previously skipped payments so they can be included in a future sync.

Troubleshooting & FAQs

Why Were Some Payments Skipped During a Bulk Sync?

RoasterTools only attempts payments with a Syncable status. Payments that already synced, are queued, or were previously marked as skipped are not submitted again. The summary email identifies each result.

Why Didn't a Payment Sync When I Recorded It?

Recording a payment after its invoice has already synced does not start another accounting sync. Sync the payment from the order or from Sales > Payments.

Why Is Sync to Accounting Unavailable?

A payment that is synced separately can only be applied after its invoice exists in your accounting platform. Confirm that the order has synced successfully. The action may also be unavailable while the payment is already being processed.

Why Is a Payment Still Queued?

The sync may still be processing. QuickBooks Desktop payments can remain queued while waiting for the next Web Connector run. If the payment is no longer processing but remains queued, use Force Sync to Accounting.

What Does “Already Being Synced by Another Task” Mean?

The payment was already in the sync queue when another sync was submitted. This commonly happens when you sync overlapping selections of payments. No additional action is required.

Can I Sync a Previously Skipped Payment?

Yes. Select the payment, choose Mark as Syncable, and then submit it for syncing.

Do I Need to Sync the Order Before Its Payments?

Not always as a separate action. When Create payments with synced invoices is enabled, you initiate the invoice sync once. RoasterTools creates or updates the invoice first and then queues eligible payments already recorded on the order. If a payment is recorded after the invoice syncs, or if the setting is disabled, sync the payment separately after the invoice exists.

Why Do Earlier Partial Payments Still Show Syncable After the Order Synced to QuickBooks Online?

Your account may use the older QuickBooks Online payment process. That process sends one combined payment after the order is fully paid and records the sync result on the most recent successful payment entry. Once that combined payment has synced successfully, no action is needed on the earlier entries.

What Payment Types Can I Sync?

You can sync card payments, ACH bank payments, checks, cash, wire transfers, and other payment methods recorded in RoasterTools.

Next: Record Payouts

Payment syncing records customer payments against invoices. Payout reconciliation is handled separately:

• Record RoasterPay Payouts in Xero
• Record RoasterPay Payouts in QuickBooks