Why deposits don’t match order totals

Marketplace fees, payment processing fees, and gateway fees are subtracted from what an order was worth before it becomes a deposit. TruSync records these as a Credit Memo or as line items on the deposit, so the numbers reconcile — but they mean the deposit total is the order totals net of fees, not the raw sum.

For Stripe payouts, each charge appears on the deposit at its full amount, and the fee is a separate Payment processing fees line. Together they total the payout amount that lands in your bank.

An order placed near the edge of a settlement or payout period might land in the next batch instead of the one you’d expect, simply because of when the marketplace or processor closed that batch. This can make a given deposit look like it’s missing (or has extra) orders compared to what shipped that day.

If an order was refunded or cancelled within the same settlement period, the original charge stays on the deposit — the total reflects both sides, not just the net effect of one order.

How the refund itself appears depends on the document behind it. A refund with a Credit Memo is applied by the settlement payment, so the deposit shows a smaller payment and no separate refund line. Everything else — a refund handled by a Refund Receipt, one the processor paid out with no document in QuickBooks, the uncredited remainder of a partly-applied credit, and any store whose settlement posts as a journal entry — appears as its own negative line.

Some rows on a payout are shown for reference only. They appear in the payout’s line items but aren’t included in the payout total and never reach the QuickBooks deposit, so a payout can list a large amount that the deposit doesn’t contain.

• Transfers — money you moved between your payment platform’s balance and your bank, such as a PayPal withdrawal, auto-sweep, a bill paid from your PayPal balance, or the entry Stripe includes for the payout itself. A transfer isn’t a sale or a fee. The money it moves was already counted when the sales that funded it settled, so booking it again would double-count.
• Holds — money the platform has made temporarily unavailable, and the later release of that hold. The two cancel each other out, so posting either half would put a number in your books matching no real movement.
• Unclassified — a transaction type TruSync doesn’t recognize. Rather than guess and post the wrong amount, TruSync records it and leaves it off the deposit. Contact support with the payout date and we’ll classify it.

1. Open the deposit and review its line items against the settlement or payout report from your marketplace or processor.
2. Confirm no orders were refunded or cancelled within that period without you noticing.
3. Check whether an order near the period boundary landed in the adjacent deposit instead.
4. Look for lines marked as a transfer, hold, or unclassified on the payout — those are excluded from the deposit on purpose.

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