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 and can access Financial settings in Wodify.

• You know whether you use QuickBooks Online (automatic sync) or QuickBooks Desktop (manual IIF export/import).

• 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

Map your chart of accounts 

1. Go to Financial > Settings.

2. Select Integrations.

3. Click Edit next to QuickBooks Desktop Export.

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

5. 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).

Enable the QuickBooks Online integration

1. In Wodify Admin, go to Financial > Settings > Integrations.

2. Click Edit next to QuickBooks.

3. Toggle QuickBooks Online On.

4. When prompted, sign in on the Intuit QuickBooks login screen.

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

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

    

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.

Export an IIF file from Wodify (recommended weekly or monthly)

1. Go to Financial > Payouts.

2. Select the Not Synced tab.

3. Check the box next to the payout you want to export.

4. Select Bulk Actions > Sync to QuickBooks Desktop.

5. Wodify downloads the .IIF file.

6. After export, the payout is tagged as Accounting Exported and appears under the Synced tab.

Note: QuickBooks Desktop will not stop you from importing the same IIF multiple times—use the Synced/Not Synced tabs (and the exported tag) to prevent duplicates.

Import the IIF file into QuickBooks Desktop

1. Open QuickBooks Desktop.

2. Go to File > Utilities > Import > IIF Files…

3. Select your downloaded .IIF file to import.

4. Confirm the import when QuickBooks indicates the data was imported.

Your payout will appear as a deposit (or a journal entry if the net payout was negative). You can find it in the bank ledger and open it to review details.

Additional note: Items purchased with 100% store credit, cash, or check will not appear on the IIF export.

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FAQs

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.

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

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.