When an invoice is paid with Stripe, the posting to the Quickbooks invoice is done automatically. It is possible to see that the deposit in your bank account before it is visible in CoConstruct. Note that the payment will not be posted in QuickBooks Desktop until the web connector is run.
Here is the sequence of events that occur when a client pays with Stripe:
- The invoice is pushed to QB and emailed to your client
- Your client pays the invoice and the status of the invoice changes to "processing payment."
- Stripe disburses the payment to your bank account, pushes the record of payment to Co+, and marks the invoice paid *Note* This may not happen at the same time or even day.
- Co+ pushes the record of payment to the designated bank account (designated in accounting settings) and customer/project and it also marks the QB invoice paid. *Note* Stripe transactions will not appear in QB Desktop until the web connector is run.
- A journal entry is recorded to the designated expense account (accounting settings), if necessary.
- You will match the bank deposit to the payment transaction (pushed from Co+) or create a deposit record. *Note* This is the only manual process in QB
If you are seeing a duplicate payment listed on the Project in CoConstruct or a red "X" error on the Quickbooks Payment column on the Invoices page, it is likely because a payment was manually recorded on the QuickBooks invoice rather than being synced from CoConstruct.
To resolve this issue:
- Delete the payment from QuickBooks (if the payment has been deposited or reconciled, this must be reversed first).
- For Quickbooks Desktop only, run the Web Connector.
- Select the "Sync project" button on the CoConstruct invoices page to resync with Quickbooks.
- Push the Stripe payment from CoConstruct by clicking the three dots next to the invoice and "Push to Quickbooks".
- For Quickbooks Desktop only, run the Web Connector again. For Quickbooks Online, you may need to refresh the page.
- In Quickbooks, check that the invoice shows paid and payment is posted.
- Select the "Sync project" button on the CoConstruct invoices page to resync with Quickbooks.
- The error on CoConstruct should now be resolved.
- In Quickbooks, deposit or reconcile the payment as necessary.