This guide covers:
Steps to connect Adfin and QuickBooks
Importing customers
Importing invoices
How Adfin syncs with QuickBooks on an ongoing basis
Steps to connect Adfin and QuickBooks
1. Click the '+ Connect' button in the integrations tab under settings:
2. You will be redirected and prompted to login to QuickBooks, please login.
3. Once logged in successfully, QuickBooks will ask you to confirm the connection to Adfin.
4. Once you approve the connection with QuickBooks, you'll be redirected back to Adfin. We will then ask you some questions to configure the connection, see below:
Where would you like to receive your payments?
This is used for reconciliation purposes - we will automatically create a transfer to this account on QuickBooks when we payout funds to you.
This should be the same account as you provided to us during onboarding (otherwise reconciliation will not work properly).
Specify a name for your intermediary account
In order to enable seamless reconciliation, we will create an intermediary bank on your QuickBooks account.
When an invoice is marked as paid, we use the account to pay the invoice on QuickBooks.
When we payout funds to you, we create a transfer from this account to the bank account where you receives your payments.
You can then reconcile your bank statement against this transfer.
Assign 'Terms' for invoices to be sent via Adfin
In order to send invoices raised in QuickBooks via Adfin (with Adfin’s distribution and payments), you must specify using Terms in QuickBooks. We advise creating two Adfin-specific Terms:
A Term "Adfin one-time payment" for one-time payment requests (via card, bank transfer or open banking)
A Term "Adfin direct debit" for invoices (one-time or recurring) that are to be scheduled against an Adfin direct debit mandate.
Creating Terms in QuickBooks
To create Terms in QuickBooks, you can go to: https://qbo.intuit.com/app/terms
Click 'New' in the top right corner.
Name the new Term (as per the guidance above)
Set the due date (e.g due in 7 days)
Click 'Save'
Once the Terms have been created in QuickBooks, you'll be able to select them from the drop-down list in the Adfin configuration panel.
💡 It is possible to create more than two Adfin-specific Terms. For example, if you need Terms to collect invoices 7 days and 30 days after they are raised, you could create the following Terms:
Adfin one-time payment – Net 7
Adfin one-time payment – Net 30
Adfin direct debit – Net 7
Adfin direct debit – Net 30
All of these Terms then must then be configured in Adfin.
5. Once all fields have been configured, click 'Confirm details'.
To confirm Adfin is connected to QuickBooks, you can return to https://console.adfin.com/settings/integrations. If the status is '🟩 Connected', see example below, then the connection has been successful.
Import customers from QuickBooks to Adfin
Once you have confirmed the details of you QuickBooks integration (see Steps to connect Adfin and QuickBooks), you'll be asked whether or not you would like to import all your customers from QuickBooks.
If you want to issue new Direct Debit mandates, we recommend importing customers from QuickBooks. Once imported, you can send out new mandates via the Console customer view.
If you choose to import customers from QuickBooks, Adfin will import all customers and sub-customers from QuickBooks to Adfin.
Please note that given how QuickBooks is setup, sub-customers would be treated as standalone customers and non-primary contact persons cannot be pushed back to QuickBooks from Adfin.
Alternatively, you can bulk upload or manually create customers in Adfin. We will attempt to match and connect any customers created on Adfin to existing QuickBooks contacts based on the customer name and email.
If you do not wish to import customers, simply click 'Do this later'.
If you select 'Import all customers' followed by clicking 'Import customers', you will see a confirmation screen to let you know that the import has started.
Importing invoices from QuickBooks to Adfin
If you want an invoice in QuickBooks to be ingested into Adfin, you’ll need to use one of the two Terms you created earlier (see Steps to connect Adfin and QuickBooks).
You will see the following Terms on the invoice form drop-down:
"Adfin one-time payment" for one-time payment requests (via card, bank transfer, or open banking).
"Adfin direct debit" for invoices (one-time or recurring) that are to be scheduled against an Adfin direct debit mandate.
If you select one of the Adfin-specific Terms and save the invoice, Adfin will pick it up and send it.
⚠️ It is best practice to select “Save” rather than “Save and send”.
If you select “Save and send”, Adfin will still ingest the invoice but your client will receive duplicate emails (one from Adfin and one from QuickBooks).
If you do not assign one of your Adfin-specific Terms, you can edit the invoice in QuickBooks and assign an Adfin-specific Term later.
In the example below, the biller has selected the "Adfin one-time payment" Term, meaning the invoice will be sent out for collection via card, bank transfer, or open banking.
As soon as the "Save" button is clicked, the invoice will be ingested into Adfin and distributed for collection - you will be able to view it in the invoices dashboard.
Recurring invoices
Recurring invoices function the same way. Navigate to your recurring transactions:
Update them by assigning to your desired Adfin Term. Importantly, you must also uncheck 'Automatically send emails'.
⚠️ If you do not uncheck 'Automatically send emails' for recurring invoices, your client will receive duplicate emails (one from Adfin and one from QuickBooks).
How Adfin syncs with QuickBooks on an ongoing basis
Customers
When you create a new customer in Adfin:
The customer will be created in QuickBooks.
Details from primary person will be added on the customer record (first name, last name, email, phone).
Secondary contacts will not be synched to QuickBooks.
When you update a customer in Adfin:
Details from primary person will be updated on the customer record in QuickBooks (first name, last name, email, phone).
Secondary contacts will not be synched to QuickBooks.
Invoices
Payment status transitions:
When an invoice payment is made through Adfin, we will automatically update the invoice status to 'Paid' in QuickBooks.
If you mark an invoice as paid in QuickBooks, the status will not be updated in Adfin, you will need to manually 'Mark as paid' via the Console invoice view.
When you update an invoice in QuickBooks:
Credit notes applied in QuickBooks will be reflected in Adfin.
Updates to the invoice issue date, invoice number and line items will be updated in Adfin.
The due-date is not updated currently in Adfin.