Connect QuickBooks Online

1. Before it is available

Until the connection is turned on for VisiPay, the QuickBooks Online card in Settings says Not available yet and offers nothing else. In the meantime, save your settled money as a QuickBooks file with Accounting export in Settings and import it into QuickBooks. The guide Export to QuickBooks or your accountant shows how.

If your company was connected before the connection was turned off, the card still offers Disconnect, and nothing is posted until it is turned on again.

2. Who can connect

Your company's owner and admins see the QuickBooks Online card in Settings and can connect, choose accounts, sync, retry and disconnect. Members do not see the card.

One QuickBooks company is connected at a time. To connect a different one, disconnect first.

3. Connecting

1. Open Settings, find QuickBooks Online and choose Connect QuickBooks.

2. QuickBooks opens. Sign in, choose your QuickBooks company and allow VisiPay. You come back to Settings.

If you do not allow it in QuickBooks, nothing is connected and Settings says so. The sign in is good for ten minutes and for one use: if it takes longer, or the page is opened again, choose Connect QuickBooks again.

If the QuickBooks company you chose is also connected to another VisiPay company, it is connected and the card warns you, because entries from both land in the same books. Disconnect and connect again if it is not the company you meant.

4. Choosing your accounts

• VisiPay money account: a Bank account in QuickBooks that stands for your company's money moving through VisiPay. Money in is posted as a deposit to it; money out is posted as an expense from it.
• An account for each kind of money your company has. A company that funds projects chooses accounts for Funding deposits you made, Payments to your GC and Retainage released to your GC. A company that is paid on projects chooses accounts for Payments your company received, Retainage your company received and VisiPay platform fees. Each must be an account other than the VisiPay money account.
• Post settled money from this day: money that settled before this day is not posted, so money your books already have is not entered twice. A payment to your GC that was partly paid before this day is posted only for what settled from this day on. It cannot be after today.
• Choose Save accounts. To change them later, choose Change accounts. A new account applies to posts made after the change; posts already made stay where they are.
• Your list of accounts is read from QuickBooks when you open Choose your accounts, and saving uses that same list. Each read counts against VisiPay's allowance with Intuit, so the card warns your company if it reads the list many times in a month.

5. What VisiPay posts

• Only settled money: a payment or deposit is posted once the financial institution has confirmed it. Money still on its way is not posted until it is confirmed.
• Only your company's own side: a company paid on a project posts what was paid to it, at the gross, and the VisiPay platform fee taken from it as a separate expense, so the two come to what landed in your bank. It never posts another company's payment.
• A company that funds a project posts its settled funding deposits, and each payment to its GC at the amount its Funding tab shows. When a payment's amount changes, the change is posted as its own entry: more paid is money out, and money that came back to the funding account is money in. A payment whose money all came back nets to zero.
• Money that comes back after it was posted is reversed: a returned deposit is posted as money out of the VisiPay money account, and a returned payment to your company as money out, with its VisiPay platform fee posted back in.
• Money that came back before its entry reached QuickBooks is not posted at all: the waiting entry is marked Cancelled in the sync log, with why, and no reversal is made, so QuickBooks never holds one without the other.
• Money that settled before the day you chose to post from is already in your books, so it is not posted; but if it comes back on or after that day, the return is posted on the day it came back, so your books follow the money. For a company paid on a project, that is the payment out with its VisiPay platform fee back in; for a company that funds a project, it is the payment's full amount, fee included, back in.
• A deposit is dated the day the financial institution confirmed it, so a deposit sent before the day you chose to post from and confirmed on or after it is posted. A deposit confirmed before VisiPay recorded that day is dated the day it was sent.
• Money that came back before the financial institution ever confirmed it was never in anyone's books, so nothing is posted for it, in or out, on either side: the company paid posts no payment and no fee, and the company that funded the project posts no payment, because its VisiPay platform fee came back with it.
• Each entry is posted once. Each carries its settlement reference in the QuickBooks memo, and syncing again, or retrying, never posts it twice.

6. When it posts, and the sync log

VisiPay syncs every hour. To post now, choose Sync now; the card says how many were posted.

The Sync log lists every entry, newest first, with its date, kind, amount, settlement reference and status: Waiting to post, Posted, Failed or Cancelled. Use Show to see only one status. Each page shows 25.

A failed entry shows what QuickBooks said. VisiPay tries it again on the next syncs, up to five times. After that, fix the cause in QuickBooks (for example, an account that was made inactive) and choose Retry on the entry, or Retry all failed to try every failed entry again. Failed entries never hold up new ones.

If QuickBooks does not answer within 30 seconds, the entry is marked failed and is tried again on the next sync.

7. Disconnecting

Choose Disconnect and confirm. VisiPay stops posting, tells QuickBooks to end its sign in, and keeps nothing it could use to sign in again. Entries already posted stay in QuickBooks, and the sync log stays in Settings. A sync already running stops before its next entry.

If QuickBooks itself ends the connection, or VisiPay can no longer read its sign in, the card says so. Connect again to keep posting; nothing already posted is posted again.

If VisiPay changes the key it keeps your sign in under and cannot read it yet, the card says the connection is paused. Nothing is lost and nothing is posted until it is restored; write to support@visipay.io, or disconnect and connect again.

8. On the record

Connecting, choosing accounts, each entry posted, each retry, Retry all failed and disconnecting are each recorded on your company's audit trail. They are your company's own business and are on no project's trail.

Questions

Email support@visipay.io and a person on our team will answer.