Change how your store syncs to QuickBooks

Each connected store has its own sync settings, adjustable any time from Settings. Order sync runs automatically once a store is connected and mapped, and so does inventory sync — what you configure here is mostly how they behave. The one exception is Sync inventory adjustments, which turns inventory sync off for a store.

Rename the store

At the top of Sync you can edit Name shown across TruSync. That name appears in the store switcher, Connected Stores, alert emails, and Trudy’s answers, and it survives reconnecting. The platform’s own name stays shown underneath as Name on the platform. Only a store admin, or an owner or admin of the organization, can change it. See Account and organization for details.

What you can control per store

• Refund Restock Policy — when refunded or cancelled items go back into stock: Restock on cancellations only (the default; cancellations restock, refunds don’t), Always restock on refund/cancel, or Never restock (refunds don’t restock). A cancelled order restocks whatever you choose, because it never shipped, unless you fully refunded that order first. If you partly refunded it first, only the units that refund didn’t return go back. See Cancellations & refunds.
• Sync inventory adjustments — on by default. Unticked, TruSync stops writing quantities to this store’s products, whether from a QuickBooks change, Sync All Inventory, or the Inventory Mismatches panel. It’s per store, so another store sharing the same QuickBooks item keeps syncing. Orders still post to QuickBooks. See Inventory sync.
• Automatically sync refunds to QuickBooks — whether refunds post without manual review.
• Sync orders in Awaiting Payment status — for stores where orders can sit unpaid before capture (not shown for marketplace stores, which post Invoices).
• Alert Recipients and exception notifications — who TruSync emails about order exceptions, stalled syncs, sync failures, disputed orders, lost connections, a payment method that has stopped taking orders, and billing problems such as a trial ending or a failed payment.
• Bank Deposit grouping — how settled orders for this store are grouped into Bank Deposits, based on the store’s payment model.

Alert Recipients can be more than one person

Alert Recipients is a list, not a single address. Add everyone who needs to know when an order is held: the accountant who reconciles QuickBooks, and the person who runs the storefront. They are usually different people, and only one of them can fix a payment method that TruSync doesn’t recognize.

Add an address by typing it into the box under Alert Recipients and pressing Enter. Remove one with the × on its tag. Everyone on the list gets the same email; TruSync sends at most one email per kind of issue per day, however many people are listed.

Alert Recipients is also who TruSync emails about billing: your free trial ending, a payment that failed, a subscription that was suspended. Those messages go to the same list as a held order, so add whoever needs to act on either — often the person who pays the bill is not the person who clears an exception.

When QuickBooks is connected and Alert Recipients is empty, TruSync fills in one address for you: the email of the Intuit account that connected QuickBooks where available, otherwise a contact address from your store or your QuickBooks company, as long as it isn’t a “do not reply” style address. It only fills a blank list and never overwrites one you’ve set. Check it, and add anyone else who should be told.

TruSync checks each address as you add it. An address it can’t send to — a missing .com, a space in the middle — is refused straight away rather than saved, because one bad entry in the list is enough to stop the whole list from being delivered.

If you leave the list empty, TruSync looks for a contact address on the store as a last resort — but it may not find one, and if it does it reaches one person who may not be the right one. Treat an empty list as nobody being told, and list the people you want explicitly.

The setup wizard asks for this at the Settings step and won’t move on until at least one person is listed.

Sales Receipt vs. Invoice isn’t a setting

Sync Settings shows a note about what your orders post as, but there is no picker. On marketplace stores (Amazon, eBay, Walmart) orders post as Invoices. On other stores, paid orders post as Sales Receipts, and an order that hasn’t been paid yet posts as an Invoice and is cleared when payment arrives.

Payment and tax mapping live here too

Payment method mapping and tax jurisdiction mapping are also part of a store’s sync settings, though they only appear for stores where they’re relevant — marketplace stores (Amazon, eBay) skip both, since Invoices don’t carry a payment method and the marketplace already remits tax.

FAQ

Do sync settings apply per store or per organization? Per store — each connected store has its own settings, even under the same QuickBooks company.

Will changing a setting affect orders that already synced? Not automatically — new settings apply to orders going forward. If you want an already-synced order (or a batch of them) updated to match a new setting, ask Trudy to fix it, or use Backfill to re-run historical orders under the current settings.

Can I have alerts go to more than one person? Yes. Alert Recipients in Sync Settings is a list — add as many addresses as you like, and everyone on it gets the same alerts. Add the person who runs the storefront as well as your accountant; a held order usually needs the storefront side to fix it.

Who gets the alerts if I haven’t set Alert Recipients? Don’t leave it empty. If Alert Recipients is blank, Sync Settings warns that nobody is told when an order is held and needs a decision, and nobody may be told about billing problems such as a trial ending either. Add the people who should hear about them.

Do Alert Recipients apply to all my stores? No — they’re per store, like every other sync setting. A store you set up later starts with its own list.

Does a refund put stock back? Only if your Refund Restock Policy is Always restock on refund/cancel, and then the units the refund itself reports for each line (one, if a line reports an amount but no units), never the whole order. Under the default Restock on cancellations only, and under Never restock, a refund doesn’t. A cancellation restocks under every policy, except after a full refund of the same order. After a partial refund, only the units not already returned go back. See Cancellations & refunds.

Can I rename a store? Yes. Edit Name shown across TruSync at the top of Settings → Sync. It needs admin rights on that store or an owner or admin role in the organization, and a name you choose is kept when you reconnect.

Can I stop TruSync from syncing a store? Disconnecting the store (see Reconnect your store) is the way to stop syncing entirely — there isn’t a separate on/off switch for order sync while a store stays connected. For inventory, untick Sync inventory adjustments in Settings → Sync: TruSync then stops writing quantities to that store, and orders keep posting to QuickBooks.

What does “Sync inventory adjustments” do? It controls whether TruSync writes quantities from QuickBooks to this store’s products. It’s on by default. Unticked, no quantity is written to that store, from any source; ticked, inventory sync runs as normal. It’s per store and doesn’t affect order sync. See Inventory sync.