1.Detects new payment received
Integrate QuickBooks Online and accounting tools to capture the new payment received details for later mapping and updates.
Update job payment records and notify finance for invoices
Automatically monitor new payment received in QuickBooks Online across job payment and CRM workflows. Create and update payment timestamps, route mismatches to finance, and clear sales working flagsβso you can reconcile faster without manual reconciliation.
How this automation protects your reconciliation accuracy
When new payment received lands in QuickBooks Online, mismatches can slip through and delay downstream reconciliation. This automation extracts the job reference, updates job payment timestamps and CRM flags, and posts finance alertsβso your team can resolve issues before reporting lags.
QuickBooks Onlineor swap with your favorite app
2.Extracts and normalizes job reference
Integrate Formatter by Zapier, text transformation tools, and data extraction to parse the job reference from invoice line custom fields.
Formatter by Zapieror swap with your favorite app
3.Finds matching job payment record
Integrate MySQL and database lookup tools to find the job payment record using the extracted job reference.
MySQLor swap with your favorite app
4.Routes based on match outcome
Integrate Filter by Zapier or Paths and routing logic tools to choose deposit updates, final updates, or mismatch alert paths.
Filter by Zapieror swap with your favorite app
5.Updates deposit or final timestamps
Integrate MySQL and timestamp tracking tools to update deposit or final payment timestamps based on the match.
6.Updates sales working flag
Integrate HubSpot and CRM field mapping to clear sales working flags and update next action fields after final payment.
HubSpotor swap with your favorite app
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: PayPal, Formatter by Zapier, Delay by Zapier, Google SheetsSwap with your favorite apps.
Add approved sales entries to per-currency ledger rows
Your payments sometimes lack currency tags, delaying reconciliation. It writes cleaned payment rows to the correct currency sheet so billing can reconcile same day.
- Apps: Stripe, Acuity Scheduling, Formatter by Zapier, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add April charge records for booked studio appointments
Your booking payments and appointment details are split across receipts and scheduling, causing reconciliation errors. Get a consolidated April ledger so finance can reconcile before month-end.
- Apps: Jotform, Delay by Zapier, Paths by Zapier, Google Sheets, SlackSwap with your favorite apps.
Add cash form entries to location reconciliation sheets
Your cash submissions aren't consistently logged, causing tills and receipts to drift. It logs submissions into each location sheet and posts receipts to the team channel for same-day reconciliation.
- Apps: Gmail, Formatter by Zapier, Zapier Tables, Google SheetsSwap with your favorite apps.
Add client payment details from confirmation emails to ledger
Payment confirmation emails sit untracked in inboxes, leaving client payment details out of records. It records payments to your client database and a payments sheet for same-day reconciliation.
- Apps: Stripe, HubSpot, Google Sheets, GmailSwap with your favorite apps.
Add completed client payments to sales manager spreadsheet
Your payments arrive without owner or central record, causing reconciliation gaps. It writes each payment to your sales sheet and alerts when no owner exists, enabling same-day reconciliation.
- Apps: ChargeOver, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add completed invoice payments to your order tracker
Your paid invoices remain only in billing, causing reconciliation gaps and delayed cash reporting. It logs one payments row per sale so finance can reconcile ahead of close.
- Apps: Stripe, Formatter by Zapier, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add course payment records to course-specific tracking tabs
Missed course payments fragment revenue and slow reconciliation for your billing team. This logs each payment to its course tab so coordinators reconcile records within days.
- Apps: Stax, Filter by Zapier, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add daily payment rows with transaction details to ledger
Your payments lack a single reconciliation record, delaying close and masking register context. Consolidating payments into one sheet gives billing staff a reconciled ledger for same-day review.
- Apps: Pipedrive, Filter by Zapier, Google Sheets, GmailSwap with your favorite apps.
Add deal deposit records to shared payments ledger
Your CRM deposit records are scattered, causing manual lookups and billing delays. Add each deposit to a shared payments sheet and notify finance so reconciliations complete same day.
- Apps: Gmail, Filter by Zapier, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add debit notices to your payments tracking spreadsheet
Your debit notice emails bury shop names, dates, and amounts, slowing reconciliation. Capture and centralize those fields into a sheet so billing and support can reconcile same day.
- Apps: Gmail, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add emailed tip amounts to corresponding event totals
You receive payment receipt emails for charter tips, and manual lookup makes reconciling event totals slow and error-prone. Totals are posted to the matching event so billing can reconcile same day.
- Apps: Webhooks by Zapier, Code by Zapier, Google SheetsSwap with your favorite apps.
Add incoming payment events to centralized payments tracker
Your webhooked payment status updates leave gaps in the payment tracker and cause missed follow-ups and reconciliation delays. Log and move rows so sales ops and billing see current status same day.
- View all
Explore all payment reconciliation automations
Accelerate payment reconciliation with automated payment matching, exception routing, and ledger updates
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.