Stripe Payouts not Syncing

There are a number of possible causes and solutions for Payouts that don't sync. This article will cover the most common reasons.

An unsynced payout protects your QuickBooks account from having incorrect and irreconcilable data, but it should be addressed immediately.

If you use Undeposited Funds as your Stripe Holding Account, we use the transaction log we receive from Stripe to automatically select every transaction in that payout to include in the bank deposit.

As a review of our app's basic functionality, Acodei will create a Bank Deposit in QuickBooks whenever an automatic payout occurs in Stripe. Typically, a payout not syncing is caused by interference in our ability to match every transaction from Stripe to a bank deposit. 

By using our app, most QuickBooks actions regarding your Stripe account should be automated. If you are actively managing transactions from Stripe in QuickBooks, it can lead to errors.

Mismatch due to Missing Data

One of the most common payout errors on the data feed is related to missing data. Payouts contain data from various dates. A payout for January 10th might contain transactions from January 6th, 7th, and 8th. As a result, if you join Acodei on January 9th, you would have a mismatch due to missing data on the January 10th payout because Acodei does not automatically retrieve the data for all dates in a payout.

To resolve this issue, you can order historical data for a particular month through the Acodei Data Feed using this button in the upper right:

Alternatively, if you only have a few payouts you would like synced and are on a paid plan, you can message us through your user portal, and we can sync unsynced payouts with this error free of charge.

Because payouts always contain data from a previous period, most users will always have some unsynced payouts with this error. A January 1st payout will contain data from late December. How you choose to handle a payout from the current year that includes data from a previous year is best determined with the help of a CPA. One alternative to avoid this issue is to utilize a separate holding account other than Undeposited Funds to capture transaction data.

Transaction Applied to Other Deposit

A common error is when a user accidentally matches a sales receipt on the bank feed, which prevents Acodei from creating a bank deposit for the required payout. 

To avoid this error, make sure to match only deposits (not sales receipts) on your bank feed in QuickBooks. Also, make sure the deposit you match on your bank feed is correct for that payout.

To resolve this error, you must go through your categorized transactions, undo the deposited sales receipt, or manually create the deposit that caused the issue. Sometimes, the required solution is to undo many transactions on the bank feed around that date. Then, return to the Acodei Data Feed and try to resync that payout. Then, return to QuickBooks, refresh, and try to match a deposit for each payout in the bank feed.

Sometimes, if a payout only contains one sales receipt and no additional fees, this error is unimportant from an accounting perspective. This is because the deposit created by QuickBooks and the deposit created by Acodei would be the same. However, to be consistent, we recommend you always match only to a deposit, not a sales receipt.

If you have a low volume of transactions, consider changing your payout frequency to help avoid this mismatch.

Uncommon Transaction Mapping

Some Stripe transaction types require additional information for us to process. Some examples include Stripe Capital financing transactions, Stripe Connect transfers, Reserved Funds, Stripe Climate Contributions, and other Adjustments, such as disputes. There are many types of balance transactions that could impact a payout.

If you see this error message, you must go to the Uncommon Transaction Mapping page, accessed through the Account Mapping page.

On the subsequent page, you will be required to add a product for every balance transaction type. For some of these transaction types, like Stripe Capital, you should create a new account in your chart of accounts and a new corresponding product linked to that account. For other transaction types, you may want to map them to an existing product, like Sales or Refunds.

Determining which transaction type will be linked to which product is totally up to you and your accountant. For more information on managing products in QuickBooks, see here.

Tax Applied - Product

Another common issue that causes payouts to not sync is related to sales tax on products in QuickBooks.

QuickBooks has the functionality to apply tax to transactions, and Acodei has the functionality to capture tax from Stripe, but the two pieces of functionality require some adjustment to work together. With tax applied, sales receipts will add up to more than the payout amount received from Stripe.

In most situations for US-based companies, you can resolve this by going to the "Products and Services" page in QuickBooks. Ensure that all of the products you use for Acodei are listed as "Nontaxable" and do not have the "Taxable" check mark.

Once you have taken these actions, return to the Acodei Data Feed, resync your sales and refunds, and then payouts. If you are on a paid plan, please message us, and we can resync in bulk on your behalf.

Note that Acodei captures sales tax from Stripe but doesn't use QuickBooks' sales tax functionality to avoid confusion. Instead, we add sales tax as a line item on the sales receipt or in the bank deposit.

For Canadian companies and other worldwide companies with required VAT and utilizing QuickBooks tax tracking status, we continue to build the functionality around tax. Please refer to the section VAT for non-US Companies for advice around this error.

VAT/GST for non-US Companies

For non-US companies, VAT or GST tracking may be required in QuickBooks. We continue to build and improve our functionality around VAT tracking for non-US companies. Please read this article for more information on VAT or GST.

We have developed back-end functionality for paid customers, which can be enabled on our back end. Please message us through the customer portal, and we can enable a VAT rate for your transactions according to your preferences.

We always seek more feedback on VAT requirements from accountants outside the US. If you would like to do a video call with our product team or send us a screen recording detailing your desired process, we'd be happy to try to implement that logic.

Interaction with another Integration

While uncommon, we have seen some QuickBooks Apps and integrations modify Acodei-generated documents (sales receipts, refund receipts, invoices, payment receipts, etc) associated with the payout.

Because we match sales receipts to create a deposit, if another integration impacts one of our sales receipts, that would modify the total amount of the deposit we are attempting to create.

If another integration may have impacted Acodei-generated transactions, ensure the other integration is turned off, then resync affected transactions in the Acodei Data Feed.

Manual Modification of a Document

While uncommon, a payout may not sync if you have manually modified one of the documents (sales receipts, refund receipts, invoice, payment receipt, etc) associated with the payout.

Because we match all sales receipts to create a deposit, if you did modify a sales receipt, it would modify the total amount of the deposit.

If you think you may have manually modified an Acodei-generated transaction to resolve it, you can resync any documents on the Acodei Data Feed. This will reset the document and allow you to sync the deposit.

Pending Payment or ACH

Stripe handles ACH payments differently than credit cards. With a credit card, payment succeeds or fails, and settlement into your balance happens instantaneously. Per the Stripe documentation, with ACH payment, we have to wait four days for success or failure to appear.

Practically speaking, from Acodei's perspective, this means that we can only sync a payout once the ACH has succeeded or failed. So, you may see a payout that has not synced as we await the ACH status.

Once we receive a webhook from Stripe about the status of the ACH contained in the payout, we will be able to sync the payout. The payout should automatically trigger to sync once we receive the notice from Stripe.

Payout In Progress

Although we constantly improve our app's functionality, sometimes a payout may get stuck "In Progress." If you see this on your data feed and it stays that way for more than an hour, please message our support team so we can take a look at the error.

Typically this issue is caused by a QuickBooks API timeout, although there could be a variety of causes that we continue to identify and fix.

No Deposit Account Assigned

If your deposit account has changed (i.e., the account that Stripe deposits your payouts into, typically a checking account) or has been deleted, you may see this error.

To fix this error, you can go to the Account Mapping page and update your Payout Deposit account. Then, go to the Acodei Data Feed, and try to resync your payouts. This should create new bank deposits inside QuickBooks associated with your newly assigned bank account.