To help you maintain perfectly aligned records, Settle automatically detects and syncs payments that you've recorded directly in QBO. This keeps your bill balances accurate across both platforms without any extra work from you.
How it works
When you sync your Settle account with QBO, the system intelligently compares the balances of your bills.
Detecting a mismatch: If Settle notices that a bill's balance is lower in QBO than in Settle, it recognizes that a payment was likely made in QBO.
Importing the payment: Settle automatically finds the corresponding payment transaction (or multiple transactions) in QBO that hasn't been synced yet.
Creating a record: It then creates an External Payment record in Settle to match. This process works for both partial and full payments made in QBO.
This automated process ensures your data is consistent everywhere, preventing balance discrepancies and saving you from manual data entry.
Important details to keep in mind
We've built in a few measures to ensure this process is seamless and transparent.
Smart account matching: When a payment is imported, Settle will try to match it to the correct payment account. If the system can't identify the account or payment method, it will create the payment record using a "Credit card" or "Other" payment method. This ensures the bill balance is corrected, and to prevent any confusion, this specific payment record will be excluded from syncing back to QBO.
Transparent sync history: You can always see when these payments are imported. Your sync history will show a "Payment imported" event, including details on when the sync was started and by whom.
Deleting imported payments: If you decide to delete a payment in Settle that was imported from QBO:
The payment will not be deleted from your QBO account during the next sync.
The payment will not be re-imported into Settle on future syncs. This prevents the payment from reappearing after you've intentionally removed it. A note will be displayed when you delete the payment to remind you of this.
Please be aware that deleting the payment in Settle will cause the bill balances to differ between Settle and QBO.