When a quote is accepted and a payment is collected through Zomentum, certain processes ensure seamless integration with QuickBooks Online (QBO). This guide explains how to manage upfront payments, client mapping, and invoice reconciliation.

Process for New Clients and Payments

Client Not Present in QuickBooks Online

  1. Upfront Payment Handling: If an upfront payment is taken for a client not present in QuickBooks Online, the payment is logged, and the client appears under the unmapped clients in Zomentum Payments.

  2. Client Mapping: You must map this new client to an existing client in QuickBooks Online. This is a one-time setup; future payments will automatically associate with the same client.

  3. Client Creation: If no corresponding client exists in QuickBooks Online, you must create a new client profile to match and synchronize.

Payment Recording and Invoice Management

  1. Unapplied Credits: Payments taken will initially appear as unapplied credits in QuickBooks Online since there may be no corresponding invoice at the time of payment.

  2. Automatic Credit Application: When an invoice is eventually created for this client, if the 'Auto Apply Credits' feature is enabled in QuickBooks Online, the invoice will automatically match to the unapplied credits. Learn more about the auto-apply credits feature here.
  3. Invoice Synchronization: The matched invoice will then be pulled into Zomentum Payments with a paid status, hence no further email notifications for this invoice will be issued.

Reconciliation and Notifications

  • Reconciliation Failures: Until unmapped clients are correctly matched to QuickBooks clients, reconciliation processes may fail, triggering an email notification regarding the discrepancy.