Deposit and payment tracking in catering involves manually matching incoming payments to events, logging them in multiple systems, and reconciling balances. Manual processes create duplicate data entry, delayed reconciliation, and inconsistent event status updates.
Automation captures payments from email and bank alerts, matches them to the correct event and invoice, records them in accounting software and tracking sheets, and flags outstanding balances for follow-up. Real-time visibility replaces manual weekly reviews.
The full workflow, from trigger to completion.
A payment notification arrives webhook, bank API, or email forwarding. The automation captures the payment amount, date, and method.
The automation parses the payment notification to extract client name, amount, payment method, and any reference information. It standardizes the client name against the existing client list.
The automation queries to find the matching client and event invoice. It identifies whether this is a deposit, mid-event payment, or final balance based on the invoice structure.
The automation creates or updates the payment record, linking it to the correct invoice and marking the appropriate portion as paid.
The payment details are automatically appended to the Google Sheet tracking log, including date, amount, client, event, payment type, and reconciliation status.
The automation queries QuickBooks to determine if the event now has a remaining balance due. If yes, it flags the event for follow-up.
A notification is sent to the finance team summarizing the payment received, the event status, and any outstanding balances. The message includes a link to the event record in QuickBooks.
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