When your payment processor settles a payout to your bank account, Ordway can automatically create a matching Bank Deposit record in QuickBooks Online (QBO). The deposit groups the individual payments, refunds, disputes, and processor fees that make up the payout into a single record, so the amount in QBO matches the amount that actually lands in your bank account.
Contents
Prerequisites
- Ordway Payments must be enabled on your instance.
- Payments, Refunds, and Disputes must already be syncing to QuickBooks Online. Ordway syncs Payments as QBO Payment records, and Refunds and Disputes as QBO Journal Entries. Payout sync depends on these records already existing in QBO.
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Default GL Accounts must be configured. Under Setup > Finance > Default GL Accounts, set and sync both:
- The Bank Account for Payouts — the QBO bank account payout deposits post to.
- The Fees Account for Payment Transaction Fees — the QBO expense account processor and platform fees post to.
- Both accounts must already be synced to valid QBO accounts. If either is missing, Payout sync fails.
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Payments must stay in QBO's Undeposited Funds account until the payout settles them.
- In Chart of Account mapping, the Payment field must be mapped to Undeposited Funds.
- If payments are mapped to deposit directly into a bank account instead, QBO treats them as already deposited, and the Payout Deposit sync will fail when it tries to reference them.
Enable Payout Sync
- On the left navigation menu, click Setup > Integrations > Integration Settings.
The Integration Settings page is displayed. - Locate QuickBooks Online and then click Settings. The QuickBooks Online - Integration Settings page is displayed.
- Turn on the Payouts toggle.
- Click Map and Sync Payouts to open the field mapping page.
- Enable Sync Payouts toggle. When the Sync Payouts toggle is enabled, Ordway automatically sends payout data to QuickBooks Online. New payouts and updates to existing payouts are synced to QuickBooks Online.
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Verify that the following accounts are configured under Setup > Finance > Default GL Accounts:
- Payouts – the QBO bank account where payout deposits are posted.
- Payment Transaction Fees – the QBO expense account where processor and platform fees are posted.:
- Click Save to save your mapping.
Note: The bank account and fees account used for the deposit come from your Default GL Accounts setup (see Prerequisites), not from a separate mapping on this page.
How Payout Sync Works
When an Ordway Payout reaches Paid status, Ordway automatically creates a corresponding Deposit in QuickBooks Online. The deposit includes:
| Line type | What it represents | Amount |
| Payments | Each already-synced Payment included in the payout | Positive |
| Refunds | Each already-synced Refund | Negative |
| Disputes | Each already-synced Dispute (chargeback) | Negative |
| Processor fees | Fees charged by your payment processor, posted to your mapped Fees Account | Negative |
The deposit posts the net settled amount to your configured Default GL Account for Payouts. You can see the resulting QBO Deposit ID and sync status on the Ordway Payout record.
If the sync can't complete — for example, because a payment, refund, or dispute hasn't finished syncing to QBO yet — Ordway marks the sync status as Failed and displays an error message on the Payout record so you can review it.
Field Mapping Reference
| Ordway field | QuickBooks field | Description |
| Payout date | Date | Date the payout was settled by the processor |
| Payout ID / Reference | Doc number | Ordway Payout ID, stored for traceability |
| Bank account (Default GL Accounts) | Deposit to account | The QBO bank account the deposit posts to set once under Finance > Default GL Accounts |
| Currency | Currency | Currency code |
| Exchange rate | Exchange rate | Used for non-base-currency payouts |
| Memo / description | Private note | Internal reference note |
| Fee account (Default GL Accounts) | Fees account | QBO expense account used for processor and platform fee lines, set once under Setup >Finance > Default GL Accounts |
| Total amount | Total amount | Net settled amount of the payout |
Note
Syncing Payments, Refunds, and Disputes to QuickBooks Online must already be configured before you enable Payout syncing. The Payout sync links to those existing records rather than creating new ones.
Limitations
- Only payouts in Paid status sync to QuickBooks Online.
- Pending or failed payouts don't create a deposit.
- Sync Payouts is off by default for all instances.
Troubleshooting
| Problem | Cause | Resolution |
| Payout sync fails with an error indicating the transaction has already been deposited. | A payment included in the payout was mapped to deposit directly into a bank account (instead of Undeposited Funds) in Payment Field Mapping. | In Chart of Account mapping, the Payment field must map to Undeposited Funds, so that incoming payments wait there until the Payout Deposit settles them. |
| Payout sync fails with a mapping-required error for the deposit or fees account. | The Bank Account or Fees Account under Finance > Default GL Accounts isn't configured or isn't synced to a valid QBO account. | Go to Setup > Finance > Default GL Accounts and confirm Payouts and Payment Transaction Fees accounts are set. |
FAQs
| Questions | Answers |
| Do I need Payment syncing set up before I can use this? | Yes. Every payment, refund, and dispute included in a payout must already be synced to QuickBooks Online before that payout's deposit can be created. |
| Will my past payouts sync automatically once I turn this on? | No. Only the new payouts that reach Paid status after you enable the setting are synced. |
| How are processor fees shown in QuickBooks? | Processor and platform fees appear as a negative line on the deposit, posted to the Fees Account you configured, which reduces the net deposit amount. |
| Where can I check whether a payout synced successfully? | The QuickBooks Deposit ID and sync status are shown on the Payout record in Ordway. If a sync fails, an error message appears there for review. |
| What happens if a payment is mapped to deposit directly into a bank account instead of Undeposited Funds? | The Payout Deposit sync will fail, because QuickBooks considers that payment already deposited. Leave the payment mapped to Undeposited Funds so payouts can settle it correctly. |
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