QuickBooks Sync

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Overview

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What Gets Synced

• Sales — Each charge is recorded as an Invoice and Payment in QuickBooks
• Processing Fees — HitPay fees are recorded as Expenses
• Refunds — Refunds are recorded as Credit Memos

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Key Features

• Two sync modes: Bulk (daily summary) or Individual (per charge)
• Filter syncing by specific sales channels
• Daily automatic sync at 2:00 AM UTC
• Manual sync on demand (once per hour)
• Connection health monitoring with email alerts

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Prerequisites

1. An active HitPay account
2. An active QuickBooks Online account
3. The following account types set up in your QuickBooks Chart of Accounts:
   • An Income account (for recording sales revenue)
   • An Expense account (for recording HitPay processing fees)
   • An Equity or Other Current Liability account (for recording refunds)
   • A Bank account (to use as a HitPay clearing account)
   • (Optional) A second Bank account (for tracking payouts to your bank)

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Connecting QuickBooks

1. In your HitPay dashboard, go to Others > Connections.
2. Find the QuickBooks card and click Connect. Then, click Connect to QuickBooks.
3. A popup window will open prompting you to sign in to your QuickBooks account and authorize HitPay.
4. After authorizing, the popup will close and HitPay will confirm the connection. You will see your QuickBooks company name and connection status on the integration page.

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Configuring Sync Settings

1. On the QuickBooks integration page, click the Settings button in the top right.
2. Map your accounts. Select the QuickBooks accounts that HitPay should use for each type of transaction:

   Setting	Account Type	Purpose
   Sales Account	Income	Records your sales revenue from invoices
   Fee Account	Expense	Records HitPay processing fees
   Refund Account	Equity / Other Current Liability	Records refund entries (credit memos)
   Clearing Account	Bank	Tracks payments received via HitPay before payout
   Payout Account (optional)	Bank	Tracks settlements to your bank account

   
3. Select a Default Item (optional). Choose a product or service from QuickBooks to use as the line item on invoices. If left empty, QuickBooks will use its default item.
4. Choose your Invoice Grouping mode:
   • Bulk (default) — Groups all transactions from each day into a single invoice per payment method and currency. Best for high-volume businesses that prefer a summarized view.
   • Individual — Creates a separate invoice for each individual charge, linked to the specific customer. Best for businesses that need per-transaction detail in QuickBooks.
5. Select Sales Channels to sync. Choose which HitPay sales channels should have their charges synced to QuickBooks. Options include:
   • All Sales Channels (default)
   • Shopify, Wix, WooCommerce, Prestashop, Magento, Ecwid, OpenCart
   • Payment Links, Invoice, Online Store, Point of Sale
   • Payment Request API, Recurring Billing, Google Forms, Xero
   You can select multiple channels. Charges from unselected channels will not be synced.
6. Enable the sync toggle. Turn on Enable automatic sync to start syncing data to QuickBooks.
7. Click Save in the top header bar to apply your settings.

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Disconnecting QuickBooks

1. On the QuickBooks integration page, click the Disconnect button in the top right.
2. A confirmation dialog will appear. Click Disconnect to confirm.

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Important Notes

• Only future charges are synced. Syncing begins from the moment you enable sync. Past charges are not retroactively synced.
• Re-enabling sync after disabling only syncs new charges going forward. Charges that occurred while sync was off are skipped.
• Automatic sync runs daily at 2:00 AM UTC.
• One HitPay business connects to one QuickBooks company. Each business account requires its own QuickBooks connection.
• Duplicate invoices are prevented. The sync is idempotent — re-running it will not create duplicate records in QuickBooks.
• Connection issues trigger email notifications. If your QuickBooks connection fails (e.g., expired authorization), HitPay will automatically disable sync and send you an email notification with instructions to reconnect.

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Troubleshooting

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Connection failed or authorization expired

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Missing charges in QuickBooks

1. Sync is enabled — Verify the sync toggle is turned on in Settings.
2. Sales channel filter — Make sure the relevant sales channel is selected in your sync settings. Charges from unselected channels are not synced.
3. Charge timing — Only charges created after sync was enabled are synced. Charges from before that date are not included.
4. Last sync time — Check the “Last Sync” timestamp on the integration page. If the last sync was before the charge was created, wait for the next automatic sync or trigger a manual sync.

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Charges appear but amounts seem wrong