Payment and deposit tracking involves manually checking multiple sources (email, bank portal, payment processors) and matching incoming payments to invoices in accounting software. This fragmented process creates delays, duplicate entries, and reconciliation errors that compound at month end.
Automation consolidates payment detection, matching, and recording into a single workflow. Payments are automatically matched to invoices, recorded in accounting software, and flagged for exceptions, with real-time visibility into cash position.
The full workflow, from trigger to completion.
Trigger fires when an email arrives, a webhook fires, or a bank feed updates with a new transaction. The automation captures the payment amount, date, and reference.
The automation reads the email or webhook payload and extracts the client name, amount, payment method, and any invoice reference. It normalizes the data and flags incomplete references.
The automation queries QuickBooks for open invoices matching the client and amount. If a match is found with high confidence, it records the match. If uncertain, it flags the payment for manual review.
The automation creates a payment record in QuickBooks, linking it to the matched invoice, recording the amount, date, and payment method. The invoice is marked as paid.
The automation appends a row tracker with the payment details, client name, invoice number, and reconciliation status.
The automation sends a message to the owner with the payment amount, client name, and updated cash balance. This happens in real time, not at month end.
If the automation cannot match a payment to an invoice with confidence, it sends a notification to the bookkeeper with the payment details and a link to QuickBooks for manual matching.
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