Business Payments: The flow of the app

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The flow of Business Payments


Welcome Aboard! We would like to start our journey with the message that your data safety is the highest priority for us.

That is why the app features a rollback function, which allows you to completely UNDO ANY SYNC with no harm to your books, taking all of the information previously synced off QuickBooks, thus keeping your company secure.

This means that you can easily sync transactions right away and then roll them back in case you would like to make any changes to sync configurations. Learn more about this function at the end of this guide.

Overview:

Purpose, Security & Key features

Purpose: It is an app that synchronizes your PayPal, Stripe and Square transactions with your QuickBooks account.

Security policy: We do not have any access to your bank information, card numbers or passwords. The application has read-only permissions, which are necessary for correct synchronizations.

We have been verified by PayPal, Stripe and Square as a trusted application to perform synchronizations between PayPal, Stripe, Square and QuickBooks.

Key Features:
  • Import your old and ongoing transactions;
  • Multicurrency sync option;
  • Sync all option;
  • Flawless rollback feature;
  • Auto-sync option for all of your incoming transactions to be reflected in QuickBooks directly, without you opening the app;
  • Manual sync, if you want to hand-pick the transactions you need;
  • No duplicates;
  • Choose the accounts you want the transactions to be reflected in;
  • Choose the accounts for the fees to be shown in;
  • Apply Taxes option (or choose an option to select a Default tax code to be used for all transactions);
  • Generic Customer and Generic Product options (to assign the same customer or product to any transaction)
Follow the easy steps to get started with BPayments and get your PayPal and Stripe transactions well-organised in your QuickBooks.

How to connect your Company

Find Business Payments in

 

 

Connect it to your company:

How to connect your Company
How to connect your Company

How to connect your PayPal/Stripe/Square

The next step is connecting your payment system. You can connect as many PayPal, Stripe and Square accounts as you like.

After you connected your company, you will be redirected to Step 2 (see photo #1).

photo #1

How to connect your PayPal/Stripe/Square with QuickBooks Online

Now you can connect your Payment System

By choosing “PayPal”, “Stripe” or “Square” you will get an option to connect your payment platform yourself(1) or to invite the account owner (admin) to connect the payment platform needed (2) (see photo #2 and #3).

photo #2

How to connect Payment System with QuickBooks Online

photo #3

Invitation to Account Owner

We do not have any access to your bank, card or password information.

Business Payments requires read-only access in order to see the transactions and synchronize them into your QuickBooks.

Connect the account
granting permission

After granting your permission, you will be redirected to Step 3

How to Customize your Settings* **

* In order to finish the initialization, you may skip the setup stage at this point, and go back to it later by opening your Business Payments settings.

Consult our thorough guides on Settings Customization for PayPalStripe and Square.

**Please note, that correct setup is necessary for the app to function properly and sync your transactions to the right QuickBooks accounts. Consult our guide for a quick and proven way of setup.

Step 3. Select Accounting company you want the transactions to go to. This option is there only if you have several QuickBooks companies connected to Business Payments app.

Select Accounting company

Square users: Step 3 allows you to select location associated with the payments you would like to sync to Quickbooks. Learn more about customizing your Square settings here.

Step 3 for Square users

Step 4. Now you can set up your Sales settings.

This will customize where your transactions are going to be stored in QuickBooks.

Sales Settings

Step 5 allows you to customize your Product settings.

This step is necessary to place newly created products and transactions into correct income account.

Product settings

Step 6 allows you to set up your Tax settings.

Check out more about tax settings for US companies without ATS and Non-US companies in this guide.

Tax Settings

Step 7 allows you to set up your Fee settings.

This will customize where the fees are reflected in Quickbooks.

Fee Settings

PayPal users only: Step 7 allows you to set up your Expense settings.

PayPal users only: Expense settings.

Stripe and Square users only: Step 8 allows you to enable Payouts processing. Learn more about Payouts here.

Stripe and Square users only

Step 9 General Settings.

  1. Synchronize Automatically – when “ON”, the system will automatically synchronize transactions that come into the app after the setting has been enabled. When “OFF”, you can manually choose transactions to be synced. Learn more about manual and autosync here.
  2. Skip synchronization for duplicated transactions – when “ON”, transactions that already exist in your QuickBooks Online company will not be synced again.
  3. Apply payments to unpaid Invoice/Bill transactions – when “ON”, once the system encounters a payment that matches an unpaid invoice, it will be automatically applied to it.
General Settings

Finish initialization. Choose “Start to sync” if you would like to set up auto-sync of all new incoming transactions directly into QuickBooks.

Choose “Import old transactions” on the left hand side menu to start by importing old transactions.

General Settings
Congratulations! Your account is set and ready to import and sync.

Note, you will be able to change any of the above settings afterwards.

*In case you need to sync transactions in multiple currencies, please check out this guide.

How To Sync Your Transactions

Sync process in the app has 2 steps. First is to import data from the payment platform (Stripe/PayPal/Square), and the second is to sync them to your QuickBooks.

How To Sync Your Transactions
Synchronize automatically
Synchronize automatically

This way newly incoming transactions after you have enabled this feature will be automatically both imported from payment platform and synced into your QuickBooks. There is no need in this case to do anything else manually to confirm the synchronization.

Please note, all previously existing transactions are to be synced manually.

Manual Sync

In order to sync transactions manually, make sure the setting for automatic sync is disabled and please follow these steps:

  • Go to Import old transactions tab on the left hand side.
  • Select the time range needed. There is no time limit for how far back you can go.
  • Select payment platform needed (only in case you have several)
  • Find your imported transactions in Transactions tab.
  • Select all or several transactions (using the checkboxes), click on Batch actions and choose Sync (photo #5). Once all transactions on the page are selected, you can select all transactions on all pages (photo #6).

photo #5

Manual Sync

photo #6

Manual Sync
Check results

(the result in your QuickBooks after synchronizing the transaction using Business Payments).

Rollback function

If you need to undo the syncing, you can easily and quickly rollback any transaction. Rollback will completely take the transaction away from your QuickBooks, not causing any damage to your QuickBooks data.

Please note, that rollback does not reinstate the amount of syncs available. We, therefore, recommend to start by testing a few transactions rather than all at once.

To rollback several transactions, use the checkbox in Transactions tab, select several transactions using checkboxes, click on Batch action and select Rollback as pictured.

Rollback function
Do you have any questions? We would love to hear from you! Simply comment below to start a conversation or use our contact details from the footer of this page.
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