Matching payouts in QB online

Hello there, weslaughton.

I can help you get the transactions and match them accordingly in QuickBooks Online.

QuickBooks always depends on what your bank share with us. Since you've updated a bank account, we can manually disconnect and reconnect the application to refresh the system and its connection within QuickBooks. If you haven't tried it, here's how: 

1. Go to the App menu and select My apps.
2. Choose Shopify and click Disconnect.
3. Once done, we'll have to go back to the Apps section. 
4. Find and install Shopify Connector by QuickBooks. 
5. Select Connect.
6. You be redirected to the Connections tab in QuickBooks Connector (OneSaas).
7. A new page will pop up on your screen. It will ask you to enter the domain URL. Once done, select Connect to Shopify.
8. Follow the on-screen instruction to complete the process.

If you got the same outcome, let's review the transactions by accessing an incognito window. This mode doesn't store cache and old files, which helps us use QuickBooks efficiently.

• For Chrome, press and hold Ctrl + Shift + N.
• For Firefox, press and hold Ctrl + Shift + P.
• For Safari, press and hold Command + Shift + N

If still the transactions aren't recorded within QuickBooks, we can follow the suggestion shared by our chat support in the meantime. This can keep your bank data accurate from what you have in your provider or bank statement.
 

I've gathered these articles about organizing bank transactions and reconciling accounts in QBO:

• What to do if you can’t find downloaded transactions in QuickBooks Online.
• Categorize and match online bank transactions.
• Reconcile an account in QuickBooks Online.

Please let me know if you have more concerns about syncing applications and transactions. I'll be around to help a hand anytime. Also, you can post another one below if you've seen other errors while doing this task. Take care and stay safe. 

When payouts stop matching right after a bank change and re-sync, it's because the connection needs to be refreshed so payouts post to the new bank account, exactly what you found when reconnecting fixed it. One important update since then: QuickBooks has rebuilt its e-commerce integrations, and the new QuickBooks Online e-commerce connectors now replace the older OneSaas / QuickBooks Connector apps. If you're still on the older app, migrating is what makes payout matching reliable going forward.

How payout matching should work

With payout-based reconciliation, the connector groups all the orders, refunds, and fees for a single Shopify payout into one bank deposit in QuickBooks. That deposit equals the amount Shopify actually sent, so it matches the single deposit on your bank feed. You review each payout's transactions before confirming it, in the review tabs (For review, Categorized/Reviewed, and Excluded) under your integration's transactions area.

If payouts still won't match after a bank change

1. Open your e-commerce integration's settings and confirm the payout deposit account points to your new bank account.
2. Refresh the connection (reconnect the app), and set the correct integration start date so it doesn't re-import already-recorded transactions.
3. Review the pending payouts in the review tab and confirm them so each creates its deposit, then match on the bank feed.

One caution: reconnecting or changing the sync can create duplicate entries. After reconnecting, scan for duplicates, and make sure you don't have both an order-level workflow and a payout workflow posting the same revenue, that doubles income if both are on.

Where the payout detail shows for your accountant (your follow-up)

Yes. Each payout breaks down into the accounts you've mapped, sales income, shipping, refunds, and fees each land in their own account rather than as one lump number. You can open any confirmed payout from the Added/Matched link in the integration transactions area to see the components, and the resulting deposit appears in the account register and is marked on the reconciliation page, so your accountant can trace it there without you entering it manually.

About the sales tax report changing after the switch

Switching connectors and banks can change how sales tax appears, because payout-based syncing and order-based syncing handle tax differently, some payout workflows summarize payments processed through Shopify and don't carry the same tax detail an order-level sync does. That can make a prior month's sales tax figure look different after the change. Before adjusting anything, review your new connector's account and tax mappings and compare an order-level report to the payout entries for that month, ideally with your accountant, so any correction reflects the actual tax collected rather than a mapping difference.