What is Automatic Customer Mapping?
Imagine never having to worry about manually syncing your client information again. The Automatic Customer Mapping feature does exactly that. It seamlessly connects your client data between Grow, Payments, and your accounting software (QuickBooks Online or Xero), working behind the scenes to keep everything perfectly synchronized.
How Does It Work?
Smart Client Recognition
Here's what happens when you collect a payment on a Grow quote:
- Instant Matching: Our code spots the client record from Grow and instantly maps it with the matching client in Payments using the company name from your QuickBooks or Xero.
- Smart Connection: Already have Grow connected to QuickBooks with mapped customers? We'll use those existing details to map everything in Payments too.
- Duplicate Prevention: The system performs exact name matching, so you'll never accidentally create duplicate company records
Auto-Create New Clients
Want the system to handle everything automatically? You can enable this flexibility in Settings → My Configuration → Preferences with the 'Automated Client Creation' toggle:
- When You Enable Auto-Creation:
- New clients that don't exist in your accounting tool will be created automatically and pushed to QuickBooks/Xero.
- All the client details from Grow are used to create the matching new record.
- Future payments flow seamlessly under the new client record.
- Prefer Manual Control:
- Unsynced clients will appear under your "Unmapped Clients" tab.
- You can review and use the 'Sync Client' option whenever you're ready.
Smart Solutions for QuickBooks Limitations
QuickBooks has a limitation. Customers and vendors can't share the same name. But don't worry, we've got you covered:
- Automatic Fix: If you're trying to create a client but a vendor already exists with that name, the system cleverly adds '_customer' to the client name and pushes it to QuickBooks
- Up-To-Date Notifications: Whenever this happens, you'll get a notification so you're always in the loop
Why You'll Love This Feature
- No more manual mapping.Your client information syncs automatically between Grow, Payments, and your accounting software
- Eliminate reconciliation errors that happen when client mapping is incomplete
- The system handles the complex logic so you can focus on growing your business
Ready to Get Started?
Setting up automatic client creation is super simple:
- Navigate to Settings → My Configuration → Preferences
- Toggle on 'Automated Client Creation'
- Save your preferences
Note: You can always change this setting later, and you have the option to unmap Grow clients if needed.