Sales Default - Integrate Shopify with QuickBooks Online - Deposit Payment to

marc · April 26, 2020, 8:05pm

Overview

This system-wide setting in weintegrate controls which account is set as the Deposit to field on Sales Receipts / Invoices and Payment documents created in QuickBooks Online from your Shopify orders.

The dropdown list of available accounts is populated entirely from your connected QBO account. Because the options depend on your specific QuickBooks Online setup, weintegrate cannot preset this value. The field is displayed with a beige background to indicate that manual selection is required before you can proceed.

This setting must be set to Undeposited Funds for proper automated Shopify Payout to QBO Deposit integration.

Why This Setting Matters

Setting this correctly is not just a preference — it determines whether weintegrate’s automated Shopify Payout to QuickBooks Online Deposits can function at all.

weintegrate automates the matching of every Shopify payout to a real QuickBooks Online Bank Deposit. For that to work, every Sales Receipt / Invoice weintegrate creates must flow through Undeposited Funds first — so transactions are staged and available to be grouped and assembled into the correct QBO Deposit when your Shopify payout arrives.

When Deposit Payment To points to a bank account or any other account directly:

Sales Receipts / Invoices post immediately to that account
There is no way to gather them back into a payout deposit after the fact
Automated payout reconciliation has nothing to work with

When Deposit Payment To is correctly set to Undeposited Funds:

Every Sales Receipt is staged in the holding account
weintegrate groups and assembles matching transactions into a real QBO Bank Deposit
The QBO Deposit reflects your actual Shopify payout bank deposit, with every contributing Sales Receipt linked inside it
Bank reconciliation in QuickBooks Online is clean and accurate

There is no automated retroactive fix. Transactions that posted to the wrong account cannot be pulled back into the Undeposited Funds flow automatically and will need to be manually fixed by you. Set this correctly before your first order syncs.

Background: What Is Undeposited Funds?

Undeposited Funds is a built-in holding account in QuickBooks Online. It is where payment amounts sit after they are collected but before they are matched to an actual bank deposit — the staging area between “payment received” and “money in your bank account.”

Intuit’s own documentation describes it as the account that “holds customer payments in QuickBooks until you deposit them at your real-life bank.” Its purpose is to make bank reconciliation accurate by letting you group multiple payments into a single deposit that matches exactly what appears on your bank statement. Payments that skip Undeposited Funds and post directly to a bank account create duplicate entries and orphaned transactions that are difficult to unravel. You can read the full explanation in Intuit’s official Undeposited Funds documentation.

Shopify payouts work by batching: Shopify collects individual customer payments throughout the payout period, then sends a single net deposit to your bank — gross sales, minus processing fees, minus any refunds. Your bank sees one deposit per payout period, not one per order.

weintegrate deliberately uses the Undeposited Funds workflow to map Shopify’s batched payouts into QBO correctly — following exactly the mechanism Intuit designed for this scenario. When a Shopify payout arrives, weintegrate groups the matching transactions staged in Undeposited Funds and assembles them into a real QBO Deposit for the net payout amount.

That only works if the transactions are in Undeposited Funds to begin with.

How It Applies by Document Type

Sales Receipt:
When weintegrate is configured to create Sales Receipts, the account specified here appears in the Deposit to field of every Sales Receipt created from a Shopify order.

Invoice:
When weintegrate is configured to create Invoices, a Payment document is automatically generated in QBO once the Shopify order reaches Paid status. The account specified here appears in the Deposit to field of that Payment document.

In both cases, the setting must be Undeposited Funds.

Prerequisites

Before configuring this setting, confirm:

You have connected your QuickBooks Online account to weintegrate
Your QBO chart of accounts includes Undeposited Funds (it is a default QBO account and should be present unless it has been manually hidden or deleted)
You are in the Setup Wizard or have navigated to Sales Defaults in your connection settings

Configuration

Step 1 — Access Sales Defaults

During initial setup:
The Sales Defaults screen appears as part of the Configuration Setup Wizard. Proceed through the wizard until you reach this screen.

After initial setup:

Click the gear icon in the top right corner of weintegrate
Select Preferences from the dropdown
Click Sales Defaults

Step 2 — Set Deposit Payment To

Locate the Deposit Payment To field. The dropdown is populated from your connected QuickBooks Online account.

Select Undeposited Funds.

If Undeposited Funds does not appear in the dropdown, it may have been hidden or archived in your QBO account. Go to QuickBooks Online → Accounting → Chart of Accounts, locate Undeposited Funds, and select Make Active. Then log out and back in to weintegrate to refresh the list.

Step 3 — Save

Click Save or Next (depending on whether you are in the setup wizard or editing an existing connection).

Post-Configuration Outcomes

Once Deposit Payment To is set to Undeposited Funds and saved:

Every Sales Receipt (or Payment document, for Invoice-based setups) created by weintegrate will have Undeposited Funds as the deposit account
Transactions will stage in Undeposited Funds in QBO, ready for payout reconciliation
When your Shopify payout is processed, weintegrate will group the matching transactions and create a real QBO Bank Deposit, with each contributing Sales Receipt linked inside it
Your bank statement and QBO Deposit will match — one deposit entry per payout period, reconcilable with a single click

Troubleshooting

Undeposited Funds is not in the dropdown.
This account may be inactive in your QBO account. In QuickBooks Online, go to Accounting → Chart of Accounts, filter for Undeposited Funds, and select Make Active. Then log out and back in to weintegrate to reload the dropdown.

I already set this to a bank account — what happens to past transactions?
Transactions that were already posted directly to a bank account cannot be retroactively moved into the Undeposited Funds flow. Change the setting to Undeposited Funds for all future transactions. For past transactions, you will need to manually adjust them in QBO or consult with your accountant.

I updated my chart of accounts in QBO but the new accounts are not showing.
weintegrate loads your QBO account list at login. Log out of weintegrate and log back in to refresh the dropdown with your updated accounts.

The Deposit Payment To field has a beige background.
This is by design — it indicates that the field requires manual selection and weintegrate cannot preset it from your QBO data. Select Undeposited Funds and save.