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Our sync works behind the scenes to make sure your accounting needs are covered, while you use Jobber to power your day-to-day operations.
Save time on reconciling your payments by syncing Jobber Payments payouts to QuickBooks Online, including the fees. Each payout in “paid” status is flagged to sync to QuickBooks and depending on the types of transactions that make up the payout, the transactions are allocated to the appropriate account in QuickBooks. Transaction types include:
- Payments (including invoice payments and quote deposits)
- Instant payouts
- Stripe Capital
Fees from each of these transactions are also synced to QuickBooks and are allocated to an account for Jobber Payments Fees. As part of the sync, accounts are created in QuickBooks to map each transaction to, however, these accounts are created as needed so they won’t exist until there is a transaction that should be allocated to that account. The accounts are:
- Undeposited or Unapplied Funds: This is the account that payments initially sync to before the funds are deposited into your bank account as indicated by a Jobber Payments payout syncing to QuickBooks. Once the funds have been deposited, funds are transferred out of this account.
- Checking: Once funds have been deposited into your bank account, they are transferred into this account.
- Jobber Payments Fees: The fees from each payout are removed from the deposit into your Checking account and are allocated to this account which shows the total amount of all the fees.
- Undistributed Tips: When a payout includes a tip, the tip portion of the payout is synced to this account.
- Instant Payout Clearing: This is the account that the total amount of an instant payout is allocated to initially.
- Refunds Clearing: When a client is refunded, their refund is deducted from the deposit in the Checking account and allocated to the Refunds Clearing account instead.
- Allowance for Disputed Jobber Payments: If a client ever disputes a payment, the funds will be allocated to this account.
- Loan: If you have a loan through Stripe Capital, payouts containing loan disbursements are allocated to this account.
- Loan Fees: Fees associated with Stripe Capital loans are allocated to this account.
To start syncing payouts and fees to QuickBooks, navigate to your QuickBooks sync and settings page by going to the QB icon > Sync & Settings. In the Integration details section, check the box to Push payouts and fees.
Note: You must be an admin user to access the QuickBooks sync and settings page.
In order to sync payouts and fees, you'll need to have a checking account created in your Chart of Accounts in QuickBooks. If you don't already have an existing checking account, you will need to create one.
To create a new account for "checking", navigate to your Chart of Accounts from the sidebar by clicking Accounting > Chart of Accounts. From this Chart of Accounts page, click New to create a new account.
This account must be set up as a bank account (from the Account Type drop-down) and a checking account (from the Detail Name drop-down) in order for the integration to properly sync fees and payment records to QuickBooks. However, the name and the description fields are up to you!
Once a checking account has been created in your Chart of Accounts, run a sync. In Jobber the new account will become an option in your QuickBooks settings as the bank account (in QuickBooks) to sync payment records to.
Note: This does not change the bank account that your Jobber Payments payouts are sent to. To manage your bank account for payouts, check out Jobber Payments Management and Settings.
How to tell if a payout has synced to QuickBooks
Payouts are flagged to sync to QuickBooks once their status in Jobber shows “Paid”. Payments will sync to the Unapplied Funds or Undeposited Funds account in QuickBooks. Payments towards invoices and quote deposits stay in this account until a payout that includes these transactions syncs to QuickBooks. Once the payout syncs, the transactions are allocated to the appropriate account but first flow through Undeposited Funds.
To view your payouts, navigate to Reports > Jobber Payments Payouts. This report itemizes the payouts that you have received. Click each payout to open the details of the payout, including the deposit date into your bank account, the delivery method (if it was a standard or instant payout) as well as a summary of the transactions that made up the payout.
In the top left of the payout details, next to the payout total, there is an icon indicating if the payout has been synced to QuickBooks yet. The sync statuses that you’ll see here are:
- In sync with QuickBooks Online: This payout has been synced and now is visible in QuickBooks. Clicking this text will open the payout in QuickBooks.
- Pending sync: This payout has been flagged to sync to QuickBooks and will sync over the next time a sync is run.
Payments (including both quote deposits and invoice payments) appear in Undeposited Funds until the payout that matches the payment is synced to QuickBooks. A payout syncing to QuickBooks means the funds have been deposited into your bank account. At this point, the payment balance is transferred from Undeposited Funds to your Checking account.
Instant payouts vary from standard payouts in that they can be deposited to your bank account in under 30 minutes instead of two business days. Instant payouts also vary from standard payouts in that the funds that you are withdrawing aren’t necessarily linked to specific payments, but from a balance of all the payments that you have collected recently but haven’t been deposited into your bank account as a standard payout yet.
Instant payouts cannot be reconciled until the next standard payout is created. When an instant payout is synced to QuickBooks, the total amount of the payout is deposited into your Checking account and the positive balance is also allocated to an account called Instant Payout Clearing.
When your next standard payout is created, the total amount of the previous instant payout is deducted from both the standard payout as well as your Instant Payout Clearing account, which brings the initial balance of this instant payout to $0.00.
The next standard payout may also include an “instant payout fee”, which appears as a deduction from that payout and is allocated to your Jobber Payments Fees account in QuickBooks, similar to other fees.
When a payment on an invoice includes a tip, the tip portion of the payment is synced to an account called Undistributed Tips when the invoice payment syncs to QuickBooks. If any team members were assigned to the visit that is associated with the invoice, the memo line on this transaction will include the names of the team members who were assigned to the visit for reference. These funds will remain in the Undistributed Tips account until they are disbursed. How the tips are dispersed is up to you, but it might be helpful to speak with a lawyer or accountant for some best practices around distributing tips in your province or state.
Jobber Payments fees come out of each payment you process. The fees are determined by your Jobber subscription plan and are a percentage of each transaction you process with Jobber Payments. If you are withdrawing funds for an instant payout rather than waiting for a standard payout, there is an additional 1% instant payout fee that comes out of the withdrawal amount, not the charged transaction amount. To see the fee breakdown of each of your payments in Jobber, check out Reports > Jobber Payments Transactions report.
When payouts containing fees are synced to QuickBooks, the fees are removed from the deposit that goes into your Checking account and are allocated into a Jobber Payments Fees account. This account shows the total amount of all the fees.
If you have to refund a payment to one of your clients, the refund comes out of a payout as a deduction. A refund receipt is created when the refund syncs to QuickBooks and the amount of the refund is deducted from a deposit in the Checking account and allocated to the Refunds Clearing account.
When Jobber Payments are refunded, the fees are returned back to you. However, in the Jobber Payments Payout report, the payment refund appears as a gross amount including the fees. These fees will show in QuickBooks as a positive addition to the payout and the amount of the fees being refunded will be moved from the Jobber Payments Fees account to your Checking account in QuickBooks.
When a payment is in dispute, we treat the payment as if the dispute has been lost even if the dispute is still in the investigation stage, so you will see the dispute reflected in a payout as a negative amount. When a payout that includes a dispute is synced to QuickBooks, the dispute balance is allocated to an account called Allowance for Disputed Jobber Payments.
In the end, if the dispute is lost, the balance remains in the Allowance for Disputed Jobber Payments account. If the dispute is won, this is reflected by a payout. Once the payout syncs to QuickBooks, the balance that was previously being held in the Allowance for Disputed Jobber Payments account is transferred to your Checking account to reflect those funds being won and returned back to you.
If you end up with a negative payout (this might be due to processing refunds, a dispute, or both), the payout will sync to QuickBooks as a Journal Entry as a way of applying the negative amount to your Checking account balance. QuickBooks does not support deposits that are less than $0.00, which is why negative payouts create a Journal Entry as a way of resolving a negative deposit
These are the effects of a negative payout on the following accounts:
- A Journal Entry is created, moving funds equalling the total amount from Checking into Undeposited Funds
- A zero amount deposit is created in Checking.
Note: the transaction details of this payout will still be visible.
- The total amount of the payout is then deducted from Undeposited Funds, zeroing out the increase from Step 1.
The net effect of these steps is a deduction in the Checking account, which accounts for the negative payout amount.
If you have applied for a loan through Stripe Capital, the loan will be disbursed to you through payouts.
The total loan amount that you’ll be paying back over time includes the loan disbursed amount plus fees. There are three types of transactions that are associated with loans that you may see:
- Loan disbursement (financing payout)
- Loan repayments
- Final loan repayment
When a payout that contains a loan disbursement is synced to QuickBooks, the total accepted loan amount is synced to a Loan account.
Payouts will include a “financing repayment” transaction which is a deduction from the overall payout amount. This represents the payments you have made against the loan. When the transactions are synced to QuickBooks, the loan repayment is then deducted from the balance in the Loan account.
When a payout includes a final loan repayment, the repayment amount is deducted from the Loan account balance. Any loan fees associated with the loan amount are also recorded as a deduction on the payout and the total loan fee amount is allocated to the Loan Fees account to keep track of all loan fees paid.
If you run a sync with QuickBooks Online and run into any warnings or errors, check out our list of the most common sync errors. If you need a hand resolving any errors, reach out to our Success Team. They have your back and can walk you through what you'll need to do to resolve each error and get back to your work.