We recommend against using QuickBooks as your online payment processor because of the following downsides:
Extra manual monitoring and data entry for your bookkeeper
New opportunities for costly bookkeeping errors to creep in
A fractured client experience split between multiple systems
The firms who are most successful on Materio do well because they unify their entire client experience around the single system of Materio and do not split their client's attention between multiple systems. These firms use MaterioPay for seamless online payment processing and avoid sending their clients to 3rd party sites like QuickBooks for payment processing.
However, if your firm has a strong reason to use QuickBooks as your online payment processor together with Materio, here are the steps to do so:
Draft the invoice in Materio.
Click "publish without sending" in Materio. This will sync the invoice to QBO.
From QBO, email the invoice to the client.
The client will then pay the invoice through QBO payments.
Your bookkeeper should manually monitor QuickBooks on a daily basis to see when payments have come in.
When the bookkeeper sees that a client has paid, they must log into Materio, find the project, then find the invoice.
Your bookkeeper must manually enter the payment details into Materio, and should uncheck the "Send payment confirmation" checkbox (keeping it checked would cause the client to receive a payment confirmation email from Materio when they've likely already received some confirmation from paying on QuickBooks).
Feedback, issues, or questions? Email us at hello@materio.co