If Payrix transactions sync incorrectly into QBO, you may see net-zero entries, missing fees, or invoices not marked as paid. These issues are usually caused by mapping errors in your integration setup.
Before You Start
- Confirm you have access to your integration’s Account Mapping settings.
- Review your QBO Chart of Accounts for valid bank, revenue, and expense accounts.
Common Mapping Issues and Fixes
| Issue | Cause | Fix |
| Net $0 transaction | Debit and credit both mapped to the same bank account | Map one side to Accounts Receivable (A/R) or a Revenue account |
| Missing or miscategorized fees | No Expense account set for Payrix fees | Map fees to an Expense account (e.g., Merchant Fees or Credit Card Fees) |
| Payments go directly to bank | Payments deposit straight to bank instead of Undeposited Funds | Change “Deposit To” setting to Undeposited Funds to allow grouping and fee handling |
| Incorrect revenue mapping | Revenue mapped to an Asset or Undeposited Funds | Map revenue to a Sales/Revenue account only |
| Invoices not marked paid | Payments not tied to Accounts Receivable | Ensure credit side maps to A/R so invoices close correctly |
Correct Mapping Setup Example
- Deposit To → Bank Account OR Undeposited Funds
- Offset / Credit Account → Accounts Receivable or Revenue Account
- Fees Account → Merchant Fees or Bank Fees (Expense Account)
- Customer Field Mapping → Must match invoice customer name
- Class/Location → Optional for reporting
Step 1: Update Mapping
- In your integration (e.g., Docket > QuickBooks settings), go to Account Mapping.
- Update these fields:
- Payment Account → Your bank account
- Sales/Revenue Account → Revenue or A/R
- Fee Account → Expense account (e.g., Merchant Fees)
- Optional: Use Undeposited Funds for batching deposits.
- Save changes.
Step 2: Test a Transaction
- Run a small payment through Payrix.
- Let it sync into QBO.
- Check in QBO:
- Does it post to the correct bank or Undeposited Funds?
- Are fees recorded properly?
- Did it reduce A/R or post to revenue?
- Can you match it in the bank feed?
Handling Processor Fees
If Payrix deducts fees before depositing:
- In QBO, go to + New > Bank Deposit.
- Select the full customer payment.
- Add a line in “Add funds to this deposit” for the fee:
- Account: Merchant/Bank Fees
- Amount: Enter as a negative (-).
- Save. Deposit total should equal your bank feed.
Troubleshooting Tips
- Problem: Both sides post to bank.
Fix: Map one side to A/R, Sales, or Undeposited Funds. - Problem: Payment doesn’t match bank feed.
Fix: Use Bank Deposit to group and subtract fees. - Problem: No mapping options available.
- Fix: Contact integration provider (e.g., Docket) for mapping controls.
Summary
- Always separate Deposit, Revenue, and Fee accounts.
- Use A/R mapping to close invoices properly.
- Use Undeposited Funds if you need grouped deposits.