Deposit and payment tracking requires bookkeepers to manually check bank feeds, payment processors, and email to match incoming payments to invoices. This fragmented process is slow, error-prone, and consumes significant time each month.
Automation matches payments to invoices automatically, records them in accounting software, and flags exceptions for review. Payments are recorded same-day with higher accuracy and minimal manual effort.
The full workflow, from trigger to completion.
A payment arrives in the bank feed or dashboard and triggers the automation workflow.
The automation reads the payment amount, customer name, date, and reference from the bank or payment processor and prepares it for matching.
The automation searches QuickBooks for an open invoice matching the payment amount and customer, using fuzzy matching to handle name variations and partial payments.
The system checks whether a confident match was found. If yes, proceed to record. If no, flag for manual review.
The automation creates a payment record in QuickBooks, links it to the matched invoice, and marks the invoice as paid.
The automation logs the payment details, match status, and timestamp for reporting and audit.
The automation sends a summary notification to the finance team, confirming the payment was recorded and the invoice is now closed.
For payments with no confident match, the automation creates a task and logs the payment for the bookkeeper to investigate manually.
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