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Payment Portal and QuickBooks Online

Last updated 22/01/2021

How to configure the Cin7 Payment Portal to work with QuickBooks Online.

Overview


QuickBooks Online is cloud-based accounting software that "lets you see how your business is doing instantly".

The Cin7 Payment Portal configuration for QuickBooks Online lets you:

  • Push payment portal payments, attached to a Sales through to QuickBooks Online.
  • Record gateway transaction IDs against payment portal payments pushed to QuickBooks Online.
  • Mark invoices as Paid in QuickBooks Online once the full payment is recorded by the payment portal.

Connecting Cin7 to QuickBooks Online


Before configuring QuickBooks Online to work with the Payment Portal, see the Help article Connect Cin7 to QuickBooks Online

Tip

After connecting Cin7 to QuickBooks Online, it's a good idea to get your respective classes, tax rates, and accounts from QBO.

You can do this while logged in as an Administrator by selecting your username in the top right-hand corner, and then Settings.
From the Accounting menu, select Get Classes, Tax Rates and Accounts (QBO Only).

 

Configuring the Integration 


Setting up Payments Account in QuickBooks Online

The first step is to add a Payments Account to your Chart of Accounts in QuickBooks Online. Enter the components of your Account:

  • A Current Assets Account Type (If you didn't specify the account type, payments will go into a default Undeposited Funds account)
  • A Detail Type of Other Current Assets
  • Name
Tip

The Name of your account must contain the word Cin7 in order for the Cin7 QuickBooks Online Setup to pick up the Payment Portal account.

Adding Payments Account to Cin7

  1. While logged in as an Administrator, from the left navigation, select Accountingthen QuickBooks Online.
  2. From right, select the gear icon.
  3. Go to the Settings tab.
  4. From the Default Accounts tab, select the Payments account name that you created in QuickBooks Online.
  5. Select Save Settings. 

Importing Payments to QuickBooks Online


There are two ways to import payments into QuickBooks Online.

Importing All Payments at the same time

This method will import all payments at the same time. This is the quickest way to import all payments.

  1. From the left navigation, select Accounting, then QuickBooks Online.
  2. Go to the Sales tab. 
  3. Select Customers, choose all checkboxes and select Upload All to update or import any new contacts. 
    For more information, see Importing Customers to QuickBooks Online.
  4. Select Invoices, choose all checkboxes and select Upload All to update or import any new invoices. 
    For more information, see Importing Sales Orders into QuickBooks Online.
  5. Select Payments, choose all checkboxes and select Upload All to import the Payment Portal Payments. 
    A confirmation will notify you if all payments have been imported successfully.

Imported payments will be attached to invoices in QuickBooks Online.

Importing Individual Payments

You may wish to only import one payment at a time. To do this:

  1. From the left navigation, select Accounting, then QuickBooks Online.
  2. Go to the Sales tab. 
  3. Select Customers.
  4. Select customers that you wish to import. 
  5. Click Upload Selected to update or import the selected contacts. 
    For more information, see Importing Customers to QuickBooks Online.
  6. Select Invoices.
  7. Select invoices that you wish to import. 
  8. Click Upload Selected to update or import the selected invoices.
    For more information, see Importing Sales Orders into QuickBooks Online.
  9. Select Payments.
  10. Select payments that you wish to import. 
  11. Selecct Upload Selected to import the selected payments.
    A confirmation will notify you if all payments have been imported successfully.

Imported Payments will be attached to invoices in QuickBooks Online.

Tip

Your Sales Orders have to be imported to QuickBooks Online first, in order for the Payment Portal payments to be eligible for import.

 

 FAQs

Is it possible to automate payment imports?

No. Manually selecting the button adds a level of scrutiny that encourages recommended good accounting practice.

Where can I collectively see a list of Payment Portal payments on QuickBooks Online?

While logged in to your QuickBooks Online account, on the left navigation, select Reports. You can then filter by the name of the Payments Account you created and access a report that details all the payments that have been imported from Cin7's QuickBooks Online module.