Why This Matters

Connecting Wodify Payments to QuickBooks helps you keep payouts, fees, refunds, chargebacks, and taxes organized—so you can reconcile faster and understand where your revenue is coming from without jumping between systems.  

Pre-requisite pro-tip

Before you begin, confirm:

• You are set up on Wodify Payments

• You have a QuickBooks account

• You’ve reviewed (or are ready to complete) Map the Chart of Accounts for Quickbooks, since it determines how payouts and revenue categories land in QuickBooks.

   

Step-by-step how to

Enable the QuickBooks Online integration

1. Go to Automations > Workflow Builder

2. Select your Location or All Locations

3. Click Create, and then Connect

4. Use the search bar to quickly access QuickBooks Online

5. Click Connect to QuickBooks

6. You will be re-routed to the QuickBooks website to finish the activation process.

7. After successful login, you’ll return to the Integrations screen and see a green success confirmation.

8. Next, complete your chart of accounts mapping (recommended) so payouts and revenue categories post where you expect.

Map your chart of accounts 

1. Go to Automations > Integrations.

2. Click Edit next to QuickBooks.

3. Click into any default account name and replace it with your preferred QuickBooks account name.

4. Select Save.

Multi-location note: If you need different account names per location, select Overwrite to customize accounts for a specific location.

Account type requirement: When you replace default accounts, the QuickBooks account types must match what Wodify expects (examples below):

• Wodify Bank → Bank

• Wodify Sales Tax → Other Current Liability

• All Revenue Categories → Income

• Wodify Fees (sub-accounts) → Cost of Goods Sold

   

Map revenue categories 

1. Go to Financial > Settings > Revenue Categories.

2. Click an existing category (example: Drop-in) or select + New Revenue Category.

3. Enter the Accounting Chart Account you want used for exports/sync.

4. Select Save.

Tip: Using a colon (:) in the account name creates a sub-account on export (example: Wodify:Fees).

View synced paid payouts

1. Go to Financial > Payouts.

2. Select the Synced tab.

3. Any payout listed as Synced has successfully transferred to your QuickBooks Online bank register.

Note: Estimated and Pending payouts will not sync until they are Paid.

Manually sync previously paid payouts

If you want to sync paid payouts from before you enabled the integration:

1. Go to Financial > Payouts.

2. Select the Not Synced tab.

3. Check the box for one or more payouts.

4. Select Bulk Actions > Sync QuickBooks Online.

5. A green banner will confirm the sync has started. The selected payouts remain under Not Synced until the process completes.

Important: If you sync the same payout more than once, duplicates can be created in QuickBooks Online. If that happens, delete the duplicate transaction(s) in QuickBooks to keep your register clean.

FAQs

1. Why don’t I see a payout syncing to QuickBooks Online yet?
   Only Paid payouts sync. If a payout is still Estimated or Pending, it will not transfer until it is successfully paid out.

2. I accidentally synced/imported a payout twice—what should I do?
   Duplicate transactions can occur if the same payout is synced more than once. Remove the duplicate transaction(s) in QuickBooks, then use Wodify’s Synced/Not Synced tabs to prevent it going forward.

3. Why don’t cash/check/store credit transactions show up in my Desktop export?
   IIF exports are designed around payout-related activity; purchases made with 100% store credit, cash, or check do not appear on the IIF file and should be reconciled using the appropriate cash/store credit reporting workflows.