Sync Payments with QuickBooks Online

There are a number of ways payments from clients can be recorded on your system; either through the Unpaid Invoices report where you can mark invoices as paid, by adding a payment to the client account to pay off an invoice you have created within Pet Sitter Plus, or by adding a payment on account. 

Payments types are:

Manual payments

Cash

Check

Internet Fund Transfer (or Bank Transfer)

Venmo

Zelle

Automatic Payments

Credit/Debit Card via Stripe

When payments are recorded in Pet Sitter Plus these will be synchronized with QuickBooks Online. Payments can take the form of either a Payment on Account (Credit) or Payment allocated to an Invoice. 

TABLE OF CONTENTS

• 1) How does the QuickBooks Integration Manage Payments on Account?
• 2) How does the QuickBooks Integration Manage Payments Allocated to an Invoice?

1) How does the QuickBooks Integration Manage Payments on Account?

Payment on Account

If a client makes a payment before an invoice has been created, this is called a "payment on account". Payments on account that are recorded in Pet Sitter Plus will be synchronized to QuickBooks as follows.

Payments on account are recorded in the:

• Client Account - as an unapplied payment.
• Chart of Accounts - as Undeposited Funds
• Chart of Accounts – in the Account Receivable account

Client Account

Payments on account also show as an unapplied payment in the relevant client account in QuickBooks.

Chart of Accounts

Two payments on account showing in the undeposited funds account in the chart of accounts.

The same two payments on account showing in the Accounts Receivable account in the chart of accounts.

2) How does the QuickBooks Integration Manage Payments Allocated to an Invoice?

Payment allocated to an Invoice

When a payment has been applied to an invoice in Pet Sitter Plus it will be synchronized appropriately in QuickBooks.

Payment allocation, plus subsequent de-allocation and re-allocation in Pet Sitter Plus, is supported. This means that if you change the payment allocation in Pet Sitter Plus, then the changes you make are accurately reflected in QuickBooks following synchronization.

Payments that have been allocated to invoices are handled in QuickBooks in a similar way to payments on account (see above) in that they appear in the appropriate client account and are posted to the undeposited funds account in the chart of accounts.

Payments allocated to an invoice are recorded in the

• Client Account - as an unapplied payment.
• Chart of Accounts - as Undeposited Funds
• Chart of Accounts - in the Account Receivable Account.

Client Account

Payments fully allocated to an invoice appear as a payment in QuickBooks with a status of “Closed”.

Chart of Accounts

Payments on Invoices that have been partially or fully allocated to invoices appear in the Accounts Receivable account in the chart of accounts.

Info: Further reading:
Sync your transactions with QuickBooks Online
Understanding the QuickBooks Integration
Sync your invoices with QuickBooks
Sync Voided Invoices with QuickBooks Online
FAQS: QuickBooks Online Integration