Manually tracking client deposits and payments across bank accounts, payment processors, and email is time-consuming and error-prone. Bookkeepers spend hours each month checking multiple sources, matching payments to invoices, and updating records in different systems.
Automation consolidates payment detection, matching, and logging into a single workflow. Payments are automatically matched to invoices, recorded in the accounting system, and flagged for review only when ambiguous, cutting manual work by over.
The full workflow, from trigger to completion.
A new transaction is detected in the bank feed or payment processor (, PayPal) and triggers the workflow.
The automation reads the transaction amount, date, client identifier, and reference number from the bank or processor API.
The automation queries QuickBooks for open invoices matching the payment amount and client, using fuzzy matching to handle slight discrepancies.
A decision node checks if the match confidence is high (exact amount and client match). If yes, proceed to auto-post. If no, flag for manual review.
The automation creates a payment record in QuickBooks, linking it to the matched invoice with the correct payment method and reference number.
The payment details are automatically appended tracking spreadsheet for reporting and audit.
A notification is posted confirming the payment has been received, logged, and matched, visible to the sales and operations team.
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