Mapping settings

TruSync maps every order from a store to a single QuickBooks customer, chosen when you set up the store — it doesn’t create a separate QuickBooks customer per shopper.

Each payment method your store offers needs two things: a matching QuickBooks payment method, and a deposit account for the money to land in. Orders using an unmapped payment method become an order exception rather than posting with a guessed mapping — TruSync never auto-maps a payment method to a default.

When you first open Settings → Payments, TruSync pre-selects the choices it thinks are right and shows them as suggestions. Nothing is saved until you review them and click Save these mappings. Until you do, orders using those payment methods wait in Order Exceptions.

Some rows arrive with Deposit To left empty and a note explaining why. That’s deliberate, not a loading problem: TruSync couldn’t tell where that payment method’s money settles, and it won’t guess. Pick the account yourself and the row saves like any other.

This step only applies to stores where payment methods matter; marketplace stores like Amazon and eBay skip it, since Invoices don’t carry a payment method.

The deposit account on each mapping decides which QuickBooks account that payment method’s money lands in. Choosing the wrong one doesn’t stop orders syncing, which is what makes it easy to miss — it puts the money in the wrong register, and that usually surfaces weeks later when a bank reconciliation won’t balance.

What matters is where the money actually arrives, not what the payment method is called.

Card payments — credit and debit cards, and card-backed wallets like Google Pay and Apple Pay — deposit to Undeposited Funds. Your processor pays these out to your bank later, in a batch covering many orders, so each receipt waits in Undeposited Funds until the matching Bank Deposit posts against it.

PayPal-branded payments — PayPal, PayPal Pay Later, PayPal Credit, Venmo, and card payments taken through PayPal checkout — deposit to your PayPal account, because that money lands in your PayPal balance rather than arriving as a bank payout.

A gateway’s name doesn’t tell you which of the two a payment method is. Braintree handles both card payments and PayPal payments, and it names its own QuickBooks payment method “Braintree (PayPal)” even for card charges. If you aren’t sure which flow a payment method belongs to, check where that money actually arrives before choosing.

The payment method’s own name doesn’t tell you either. A method called “BigCommerce Payments” runs on Stripe for some stores and on PayPal for others, and the name is identical in both cases. Names like “Credit Cards” and “Apple Pay” say what the shopper used, not where the money lands — a card taken on PayPal rails still settles into your PayPal balance. Where TruSync has synced orders under a payment method, it reads the settlement from the gateway transaction reference on those orders instead of from the name, and tells you that’s what it did.

Switching processors is the one change that can make a correct mapping wrong without anyone touching it. Your store keeps the same payment method names, your mappings keep pointing where they pointed, and the money starts arriving somewhere else.

If you move between processors — or turn on a new one alongside your existing one — re-check the deposit account on every payment method in Settings → Payments afterwards. Ask Trudy to “audit my payment methods” and she’ll compare each mapping against where your recent orders actually settled, which catches this even when the names give nothing away.

Sales tax works differently than the other two: TruSync controls the tax amount on each order (using your store’s own tax calculation), but the destination account the tax lands in is determined by which QuickBooks tax rate you map a jurisdiction to. Each QuickBooks tax rate is tied to a tax agency, and that agency owns the liability account — TruSync doesn’t set a liability account directly. Mapping a jurisdiction to the right tax rate is what routes the money correctly.

This step only appears for stores where you handle sales tax yourself. Marketplace stores skip it, since the marketplace already collects and remits tax as a facilitator.

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