Privacy Policy — QuickBooks Payouts Sync
Effective August 13, 2026.
Groundwire Systems LLC (“we,” “us”) builds QuickBooks Payouts Sync (the “App”), which posts your sales and payout activity into your QuickBooks Online company. This policy explains what the App accesses, why, where it is kept, and how it is deleted.
Sales platforms this App supports. Shopify. When we add another platform, it is added here and the description below is extended to name what the App reads from it; nothing else in this policy changes.
What the App accesses
Your sales platform data (Shopify). With your permission, the App reads your orders, your products, and your Shopify Payments payouts. If you turn on receipt and invoice posting, it also reads your customers, which Shopify asks you to approve separately. It does not write anything to your Shopify store.
An order carries customer information. The App neither stores it nor sends it anywhere unless you turn on receipt and invoice posting, which is described below. What the App takes from an order is the money: the totals for sales, shipping, discounts, tax, tips, and gift cards, the payment method used, and the date the payment was processed. It reads a product only to tell whether an item is a gift card, so that gift card sales post as a liability rather than as income. From a payout it reads the date, the amount, the processing fees, any marketplace tax withheld, disputes, and the list of transactions that payout settles.
Your QuickBooks company. When you connect QuickBooks, Intuit gives the App permission to act on the company you choose. The App reads your chart of accounts so you can map each kind of amount to an account, and it writes the entries described below. It does not read your existing QuickBooks transactions or vendors. It does not read your QuickBooks customers unless you turn on receipt and invoice posting.
If you turn on receipt and invoice posting. This mode is off until you turn it on, and it is the only part of the App that handles customer information. It posts each order to QuickBooks as a sales receipt or an invoice rather than as a journal entry, and a sales receipt or an invoice has to say who it is for. Shopify asks you to approve reading your customers before you can use it.
The App reads the customer on each order: the Shopify customer identifier and the display name. It keeps that identifier, the display name, and the identifier of the QuickBooks customer it is linked to, so that re-syncing an order names the same customer rather than creating a second one. It does not keep email addresses, phone numbers, or shipping addresses. What it sends to QuickBooks is the display name.
An order placed without a customer posts to a single house customer you name in setup, so an anonymous order never creates a person. Turning the mode off stops the App from reading or sending anything further. The links it has already made are kept, so that turning the mode back on does not duplicate anyone, and they are deleted on request or when your store’s data is deleted.
Account information. When you install or sign in, Shopify provides an authentication session so the App can act on your store. It may include the name, email, and locale of the person authenticating. We store it only to keep you signed in.
Information you provide. To run the features you choose, the App stores what you set: which QuickBooks account each kind of amount posts to, which payment methods you take and where each one posts, your entry-number prefix, your posting settings, and the date you asked historical syncing to start from.
What the App keeps from your sales. Amounts. On daily summary posting it keeps daily and per-payout totals; on per-order posting it keeps each order’s own totals and its order number; on receipt and invoice posting it also keeps the customer link described above. It also keeps a record of each entry it has posted, so that re-syncing updates that entry instead of creating a second one, and a log of every sync run, including runs with nothing to post.
Billing and usage. To apply your plan’s limits, the App records your store’s domain, plan, and the number of orders synced in each billing cycle. Payments are handled entirely by Shopify — the App never sees your card or bank details.
How we use it
Only to provide the App’s features, enforce your plan, keep the service working, and diagnose errors. We do not sell your data, and we do not use it for advertising.
What the App sends to QuickBooks
Journal entries, at the level of detail you choose: either daily totals for each payment method, or one entry per order. Either way, payouts post their own entries. Each entry contains amounts, the accounts you mapped, and short descriptions such as “Sales - Taxable” or “Settlement.” Order numbers appear on per-order entries. No customer information is sent.
If you turn on receipt and invoice posting, orders post as sales receipts and invoices instead, and each one carries the customer’s display name. Payouts still post as journal entries.
Who processes it (subprocessors)
- Shopify — the platform the App runs on.
- Intuit — QuickBooks Online, which receives the entries described above (United States).
- Neon — database hosting (United States).
- Fly.io — application hosting (United States).
- Sentry — error monitoring, which may record technical details of a failed request (United States).
Your data is stored in the United States.
How long we keep it, and deletion
- When you uninstall, the App immediately deletes your Shopify access tokens and your QuickBooks connection, including its tokens.
- About 48 hours after uninstall, Shopify sends a shop-redact request and the App purges all remaining data for your store. You can also request full deletion at any time by emailing us.
- Unless you turn on receipt and invoice posting, the App holds no shopper data, so Shopify’s customer data-request and customer-redact requests have nothing to return or erase. With that mode on, a data request returns the customer link the App holds and a redact request deletes it. A shop-redact request deletes everything either way.
- Entries the App has already posted live in your QuickBooks company and belong to you. Deleting your data here does not remove them; remove them in QuickBooks if you want them gone.
Security
Data is encrypted in transit (HTTPS). Your QuickBooks tokens are held server-side and are never exposed to the browser. Each store’s data is isolated so one store can never read another’s.
Your rights
You may request a copy of your store’s data or its deletion by emailing Support@GroundwireSystems.com. Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA; contact us to exercise them.
Changes
We will update this policy as the App changes and revise the effective date above. Material changes will be noted in the App or its listing.
Contact
Groundwire Systems LLC — Support@GroundwireSystems.com, 11125 Park Blvd Suite 104-358, Seminole, FL 33772.