Quickbooks Quick Start Guide
GoCardless for QuickBooks allows you to collect and reconcile payments automatically from your QuickBooks invoices. We pull customer and invoice data from QuickBooks, and use it to generate ACH / direct debit payments with GoCardless, so that everything can be managed in one place.
This guide will give you a quick idea of how to use this integration.
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To start, go to the GoCardless for QuickBooks marketplace page (US / CA / AU) and connect to the app.
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If you’re new, you’ll need to sign up for a GoCardless account.
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If you’re already a GoCardless user, you can migrate your existing customers to this app.
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On set up, turn on ‘automatic mandates’ and ‘automated payments’ for a set and forget workflow.
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This allows you to only have to log into the app to track statuses, or troubleshoot issues.
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You can turn these settings off at any time, directly from the app homepage.
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You now have an account, but we’ll need to verify your business before you can use the app.
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You’ll need to do this in the GoCardless dashboard. We will ask for personal, business, and bank account details.
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To start requesting payments, go to QuickBooks, and select which customers will pay you via ACH / direct debit.
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For each customer, go to the customer edit page, scroll down to the 'payments' section, and assign them the payment method 'bank payments'.
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IMPORTANT NOTE - only 'bank payments' customers and their invoices will be imported to the app.
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An automatic email will be sent, asking the customer to set up a mandate with you.
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GoCardless uses ACH / direct debit to collect payments directly from your customer's bank account. But before you can do this, your customer first needs to grant you permission. We call this authorisation a mandate.
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You’ll receive an email confirmation once they finish their mandate set up.
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You can customise that email on the app automation settings page.
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In QuickBooks, create a regular or recurring invoice, and assign it to the customer.
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The payment will be taken automatically. Your customer does not need to re-authorize it.
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The payment will be scheduled for collection on the invoice’s due date.
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We’ll collect the payment, and after some processing days, we’ll send you a payout confirmation email.
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The payout is not instantaneous. The times change according to local regulations.
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You’ll receive the payment net amount. The GoCardless fees are pre-deducted.
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In QuickBooks, your invoice will update to ‘paid’, and your accounts will reconcile automatically. That’s it!
If at any point you want to double check how things are going, you can log into the GoCardless for QuickBooks app and check the status of your mandates and payments.
Lastly, to make sure you’re seeing the most up to date data, click the 'Sync with QuickBooks' button, and reload the page.
You’re now good to go! If you still have questions, please check the following articles.