QuickBooks sync fixes when Toolfy payouts drift

Instant payouts, pay-by-bank, refunds, and dispute holds can cause Toolfy → QuickBooks syncs to drift if you don’t reconcile daily. Use this checklist to keep finance tidy and prove revenue in minutes.

1. Understand the objects in play

• Toolfy Invoice → exports as QuickBooks Invoice with custom fields for job ID and payment link.
• Toolfy Payment → lands in Undeposited Funds; fees live in a separate expense line.
• Stripe Instant Payout → hits your bank before the daily batch, so you need a manual “Transfer” record.

2. Daily reconciliation workflow

1. Run Settings → Payments → Export payouts in Toolfy; download the CSV for yesterday.
2. In QuickBooks, open the Banking feed and match deposits to Toolfy payout IDs.
3. For instant payouts, create a Bank Transfer entry from Undeposited Funds to the bank account with memo Instant payout - {date}.
4. Record Stripe fees using the amount Toolfy exposes in the export, not the net deposit QuickBooks guesses.

3. Handling refunds + disputes

• When you initiate refunds inside Toolfy, make sure they sync to accounting and are categorised to the same income account as the original invoice.
• When Stripe withholds funds for a dispute, Toolfy flags the invoice. Create a current asset account called Stripe dispute reserve and transfer the held amount there until the case closes.

4. Pay-by-bank VRP beta

• Pay-by-bank settles same-day with minimal fees; QuickBooks occasionally auto-matches them as “Bank Deposit” instead of customer payment.
• Rule: if the reference contains TPY-BANK, force-match it to the Toolfy invoice even if QuickBooks suggests categorizing it as Misc income.

5. Workflows that keep you sane

| Workflow | Where it lives | Why | | --- | --- | --- | | Slack alert when a payout export fails | Toolfy Webhook → Zapier | Fix sync before the bank feed clogs. | | Weekly “unmatched invoices” report | Toolfy Reports → Email | Shows any invoice that hasn’t synced or been paid in QuickBooks. | | QuickBooks bank rule per payout ID | QuickBooks | Auto-tags deposits with memo Toolfy payout {ID} so matching is one click. |

6. Month-end close checklist

• Export Toolfy payouts for the entire month; sum gross amount and compare to QuickBooks revenue.
• Review Instant payout transfers: totals should match the Instant payout fees line on your Stripe bill.
• Archive reconciliation evidence in Toolfy Documents /Finance/Recons/{Month} to satisfy accountants or auditors.

Still stuck? Forward your payout CSV to support@toolfy.io and we’ll highlight mismatches plus share the QuickBooks rule pack we use internally.