How PaydayBooks Syncs Your Shopify Payouts to QuickBooks
Connect once, and every payout automatically shows up in QuickBooks as three tidy entries. Here's exactly what happens behind the scenes.
When you connect PaydayBooks to your Shopify store and QuickBooks account, you don't have to do anything else. Every new payout gets picked up automatically and posted to QuickBooks. But what exactly gets created — and why?
Three entries per payout, every time
For each Shopify payout, PaydayBooks creates up to three entries in QuickBooks:
1. SalesReceipt — your gross sales
This captures the total amount your customers paid before any deductions. If you sold $5,000 worth of products in a payout period, the SalesReceipt is for $5,000. It's posted to your income account so your revenue is recorded correctly.
2. RefundReceipt — any refunds in that period
If any customers were refunded during the payout period, PaydayBooks creates a RefundReceipt to record that amount. This keeps your revenue accurate — you're not overstating income by ignoring refunds. If there were no refunds, this entry is skipped entirely.
3. Deposit — the net amount that hit your bank
The Deposit is the entry that matches your bank statement. It's for the exact dollar amount Shopify transferred to your bank account — after fees, refunds, and any other deductions. When you reconcile your bank account in QuickBooks, this is the entry you'll match to the real bank transaction.
Why three entries and not one?
You might wonder: why not just record the deposit and call it a day?
The answer is accuracy. If you only record the deposit, your revenue figure is artificially low (it's reduced by fees you paid). Your income statement won't tell the true story of what you sold. A bookkeeper or CPA looking at your books would see fees blended into revenue rather than shown as a separate expense.
Three entries give you clean, honest numbers: gross revenue is the SalesReceipt, refunds are the RefundReceipt, and the bank deposit is the Deposit. Everything balances, everything is traceable.
How often does the sync run?
PaydayBooks checks for new Shopify payouts every 6 hours. Once a new payout appears, it's synced to QuickBooks automatically — usually within a few hours of Shopify releasing the funds. You don't need to log in, click anything, or remember to do it.
If a sync fails for any reason (like a temporary QuickBooks outage), PaydayBooks retries automatically. You'll only get notified if something genuinely needs your attention.