QuickBooks sync fixes when Toolfy payouts drift
Balance Stripe instant payouts, pay-by-bank receipts, and processing fees so QuickBooks stays in lockstep with Toolfy invoices.

Not financial advice
Pricing guidance here is educational. Model rate changes against your own books, suppliers, and market before implementing them.
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
- Run
Settings → Payments → Export payoutsin Toolfy; download the CSV for yesterday. - In QuickBooks, open the Banking feed and match deposits to Toolfy payout IDs.
- For instant payouts, create a Bank Transfer entry from Undeposited Funds to the bank account with memo
Instant payout - {date}. - 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 reserveand 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.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
How do I reconcile instant payouts between Toolfy and QuickBooks?
How should I handle Stripe disputes in QuickBooks?
How do I handle pay-by-bank payments that QuickBooks mismatches?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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