Accounting: How to Sync Payments to Accounting

This article will explain how RoasterPay and Stripe payments sync to your accounting platform, what to check before syncing, and how to manage payment sync statuses.

Before you Sync:

In order for payments to sync properly to your accounting platform, setup your preferences inside your integration settings.

Review setup steps here:

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 payment status and a sync 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

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

How to Filter by Sync Status on the Payment Page

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

How to Sync a Payment

Syncing a payment for Quickbooks Online or Xero:

Step 1: Go to the Payments Page

Navigate to the Payments page from the main navigation. You’ll see a list of all payment transactions

Step 2: Identify Payments to Sync

Look at the Sync Status column:

• Payments showing SYNCABLE are ready to go
• Payments showing SKIPPED were previously skipped and can be marked as Syncable again if needed
• Payments showing QUEUED are already in the process of syncing

Step 3: Select Payments

Optional - You can filter by sync status to identify only Syncable Payments (see instructions above)

You can select payments in two ways:

• Select individual payments: Check the boxes next to specific payment transactions.
• Select Multiple: Use the checkbox at the top of the list to select all visible payments on the current page. Or choose multiple checkboxes to select a variety of payments

Step 4: Sync to Accounting

Once you’ve selected your payments:

• For individual payments: Click the More menu (three-dot icon) on the right and selelct Sync to Accounting

  

• For Multiple Payments to Bach Sync:

  Once you've selected the payments, select the three dots and then choose "Sync to Accounting"

  

• The selected payments will be submitted for syncing and the sync status should turn to synced once successful (or Queued if you'r using Quickbooks Desktop)

Force Sync

If an order gets stuck in QUEUED status, users can click “Force Sync to Accounting” from the dropdown menu to retry.

Syncing a Payment with Quickbooks Desktop

QuickBooks Desktop works differently from QuickBooks Online and Xero.

The sync process happens in two steps: creating the invoice and then applying the payment. QuickBooks Web Connector must run twice for each order - once for the invoice and once for the payment.  Therefore the Payment sync status may stay in the Queued state longer than the Invoice status.

• QuickBooks Web Connector must run twice for each order: once for the invoice and once for the payment.
• If the Web Connector is set to Auto Run, these updates happen automatically on your configured schedule.
• If it is not set to Auto Run, you need to manually initiate the syncs manually - trigger updates by clicking Update Selected in the Web Connector.
• Payments will show as Queued in RoasterTools until the Web Connector completes the sync.

Understanding Bulk Sync Results

After a bulk payment sync, you’ll receive an email summarizing the results. The email subject will read Bulk sync completed and will include the number of any failed payments. The email breaks results into the following categories:

Tip: If a payment shows the error "This payment is already being synced by another task. No action needed", it means the payment was already in the sync queue when you submitted it. No further action is needed — it will sync automatically.

The email also includes a View Failed Payments link that will take you directly to the payments that need attention.

Other Bulk Actions

In addition to syncing, the More menu provides two other bulk actions for selected payments:

• Mark as Syncable: Changes previously skipped payments back to Syncable so they can be included in the next sync.
• Skip Selected: Marks the selected payments as Skipped. Use this for payments you don’t want to sync to accounting (e.g., external payments you’ve already recorded manually).

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Filtering Payments

Use the Add Filter button to narrow down your payment list. Available filters include:

• Statuses: Filter by Payment Status (Any, Pending, Authorized, Succeeded, Failed, Canceled, Refunded, Disputed) and/or Sync Status (Syncable, Synced, Skipped, Queued, Failed).
• Order: Filter by order number.
• Payment Method: Filter by payment type (e.g., credit card, ACH, check, cash).
• Payment: Filter by payment details.

Tip: To find all payments ready to sync, filter by Sync Status: Syncable. This shows only payments that haven’t been synced or skipped. You can also search by customer name using the search bar.

FAQ

Q: Why were some of my payments skipped during a bulk sync?

When you select all payments and sync, the system only attempts to sync payments with a Syncable status. Payments that have already been synced, are already queued, or were previously marked as skipped will not be sent again. The summary email will show exactly which payments were skipped and why.

Q: My payment sync status is stuck in QUEUED - what do I do?

If an order gets stuck in “queued” status, users can click “Force Sync to Accounting” from the dropdown menu to retry.

Q: What does the "already being synced by another task" error mean?

This means the payment was already in the sync queue when you submitted the bulk sync. No action is needed — it will sync automatically. This commonly happens when you sync overlapping selections of payments.

Q: Can I sync payments that were previously skipped?

Yes. Select the skipped payments, open the More menu, and choose Mark as Syncable. Then you can include them in your next sync.

Q: Do I need to sync orders before syncing payments?

Yes. Payments sync against the corresponding invoices in your accounting platform. Make sure orders are synced first so the invoices exist before syncing their payments.

Q: What payment types can I sync?

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

Next up: Recording Payouts

• For Xero connections - go to this article
• For QBO and QBD - go to this article