KeyPost checks each order before it touches your books, posts it to QuickBooks Desktop or Enterprise, and writes the same verified record to an Excel workbook your controller can reconcile against. Stripe and PayPal payments reconcile in the same pass, down to the bank deposit.
A Foundry Key Nexus client ran their store on Shopify and their books on QuickBooks Desktop. Every order was keyed in by hand. Typos crept into totals, a few orders got entered twice, and month-end meant chasing differences between the Shopify payout report and the bank.
We built an integration that captured each order, checked it, and posted it once. KeyPost is that integration, rebuilt as a product with the review queue, payout matching and Excel output the client asked for once the manual work went away.
Each checkpoint is recorded on its own, so a dropped connection or a re-run picks up where it stopped instead of starting over.
Shopify sends the order by webhook, and Stripe and PayPal transactions are pulled from their APIs. KeyPost keeps the original payload untouched, along with its payment and fulfillment status, so there is always a source record to point back to.
Every SKU must map to a QuickBooks item, and lines plus tax, shipping and discounts must equal the order total. Anything that fails waits in a review queue with the reason spelled out.
Customers are matched by email first. Names and addresses are trimmed to fit QuickBooks Desktop's 41-character field limits, and customer type and class carry over.
Paid orders become Sales Receipts or Sales Orders with payment applied. Unpaid orders become Estimates. QuickBooks Web Connector delivers each one and confirms the transaction ID back.
Shopify Payments, Stripe and PayPal payouts post as deposits with processing fees split to their own account. Refunds post as credit memos tied to the original sale.
The same verified record lands in an .xlsx with Orders, Customers, Refunds and Payouts tabs, plus a monthly tie-out sheet comparing each payment source, QuickBooks and the bank.
Posting rules are set during onboarding to match how your accountant already works. These are the defaults.
| In Shopify | In QuickBooks Desktop / Enterprise | In the Excel workbook |
|---|---|---|
| Paid order | Sales Receipt, or Sales Order + Receive Payment | Orders tab, status Posted |
| Unpaid or pending order | Estimate | Orders tab, status Open |
| Customermatched by email | Customer, with type and class | Customers tab |
| Shipping, discounts, gift cards | Shipping, discount and gift card items on the transaction | Line detail columns |
| Sales tax | Sales tax item per jurisdiction | Tax column by state |
| Refund | Credit Memo + refund to original payment | Refunds tab |
| Shopify Payments payout | Deposit, fees to Merchant Fees | Payouts tab + monthly tie-out |
| Stripe or PayPal charge | Sales Receipt to Stripe Clearing or PayPal Clearing | Payments tab, by source |
| Stripe or PayPal payout | Deposit from clearing to bank, fees to Merchant Fees | Payouts tab + monthly tie-out |
Money often comes in outside the store: a Stripe Payment Link, a PayPal invoice, a pay button on the website. KeyPost pulls those transactions in, posts them with the same checks as a Shopify order, and ties every payout to the bank deposit it became.
Each charge posts as a Sales Receipt to a clearing account for its processor, such as Stripe Clearing or PayPal Clearing. It is matched to the customer and, when there is one, to the Shopify order or invoice it paid.
When the processor pays out, KeyPost lists the charges, refunds and fees inside it. The deposit moves the net amount from clearing to your bank, with fees posted to Merchant Fees.
Each deposit is matched to its line on the bank statement. Anything that does not line up by amount and date waits in the review queue instead of reaching the ledger.
| Payment source | How it connects | What reconciles | Plan |
|---|---|---|---|
| Shopify Payments | Shopify API | Orders, refunds, payouts, fees | All plans |
| StripeCheckout, Payment Links, invoices | Stripe API, read-only key | Charges, refunds, disputes, payouts, fees | Standard and up |
| PayPalCheckout, buttons, invoices, and Venmo paid through PayPal Checkout | PayPal API | Payments, refunds, transfers to bank, fees | Standard and up |
| Zelle, Venmo, Cash Apppaid to you directly | Bank export or statement file | Matched to invoices by amount, date, sender and memo | Custom |
| Other processorsSquare and others | Scoped per processor | Scoped per processor | Custom |
These apps offer no merchant API, and their payments carry no order number. What arrives is a bank or statement line with an amount, a date, a sender name and a memo. We build matching rules around how your customers pay you, and any payment KeyPost cannot place with confidence goes to the review queue for a person to confirm. Asking customers to put the invoice number in the memo lets most payments match without help.
Most Shopify to QuickBooks Desktop tools focus on getting orders in without duplicates. KeyPost does that, then closes the loop on cash and gives finance a workbook to check it against.
| Capability | Typical order connector | KeyPost |
|---|---|---|
| Duplicate protection on retries and re-runs | Yes | Yes, per checkpoint |
| Customer matching within Desktop field limits | Yes | Yes |
| Blocks posting on unmapped SKUs or total mismatches | Varies | Yes, with review queue |
| Refunds as linked credit memos | Varies | Yes |
| Payouts posted as deposits with fees split out | Usually not | Yes |
| Stripe and PayPal reconciled with Shopify, down to the bank line | Varies | Yes |
| Excel workbook and monthly tie-out | No | Yes |
| Set up and mapped by the engineer who built it | Self-serve or ticket queue | Yes, direct access |
Every checkpoint carries its own key. If Web Connector times out mid-sync, the next run sees what already landed and skips it.
An order that fails validation stays in the queue until someone fixes the mapping or overrides it. The override is logged with who and when.
From any QuickBooks transaction or Excel row you can open the original Shopify payload and the full posting history.
Held orders and failed syncs send a notice to email or Slack with a direct link to the item in the queue.
Pick a plan by monthly order volume. Every plan includes the pre-post checks, duplicate protection and direct access to the engineer who set it up.
We review your chart of accounts, items and tax codes and agree on posting rules in writing.
KeyPost posts to a copy of your company file and the workbook while you keep entering by hand. We compare the two.
Manual entry stops. You get the review queue, alerts, and a monthly check-in for the first quarter.
Only QuickBooks Web Connector, the free Intuit utility that ships with QuickBooks Desktop. It runs on the computer or server that hosts your company file and checks in with KeyPost on a schedule you set.
QuickBooks Desktop Pro, Premier and Enterprise, including hosted setups that allow Web Connector. We confirm your exact version and year on the mapping call.
Yes. Some teams start with the workbook only, to check the numbers for a month, and turn on QuickBooks posting after. Others keep the workbook as an independent check on the books.
We can backfill a date range during the parallel run. Orders already entered by hand are matched and skipped so nothing is doubled.
Shopify is the standard connector. Other order sources can be scoped as a custom project by Foundry Key Nexus.
No. If you get paid through Stripe or PayPal, including payment links and invoices, KeyPost can post and reconcile those payments on their own with the same checks and review queue.
Yes, as a custom setup. These apps have no merchant API, so we match payments from your bank or statement exports using rules built for your business. Tell us how you get paid and we will scope it.
Send us a month of Shopify orders and your item list. We will show you how they would post before you commit to anything.