How to Send Payments from Dispatch Anywhere to QuickBooks Online
This article explains how to send payments recorded in Dispatch Anywhere to QuickBooks Online so invoices already exported to QuickBooks are marked as paid.
Prerequisites
An active QuickBooks Online connection (the same connection used for invoice export)
Customers set up in QuickBooks Online with a company name matching the account's QuickBooks name in Dispatch Anywhere
Services mapped to QuickBooks items, so their invoice lines can export
QuickBooks Online tax settings that match the tax rate used in Dispatch Anywhere
The invoices being paid must already be exported to QuickBooks Online
Note: Before your first payment export, Autura Support sets an earliest-receipt-date floor for your account. This prevents older payments you may have already entered into QuickBooks by hand from being sent again as duplicates. Confirm this is set before running your first export.
Step 1: Send Invoices to QuickBooks Online First
A user can send a payment only once for each invoice line that already exists in QuickBooks Online. In Dispatch Anywhere, select the Accounting tab and run Send Invoices to QuickBooks Online before sending payments.
Step 2: Send Payments to QuickBooks Online
Select the Accounting tab and choose Send Payments to QuickBooks Online. Choose the date range of payments to send (defaults to today) and click Export.
Note: Dispatch Anywhere looks for payments whose receipt date or invoice date falls within the selected range, so it still picks up a payment taken before its invoice was posted.
Step 3: Review the Export Log
The log reports one line per payment: sent, waiting, or failed with a reason such as a missing customer or missing invoice. A payment marked waiting is not an error. It goes through automatically on a later run once its invoice has been exported.
What Gets Sent
Each Dispatch Anywhere payment (receipt) creates one Payment in QuickBooks Online, linked to the invoices it applies to:
Customer, matched to the account's QuickBooks name
The amount applied to each invoice, linked to the matching QuickBooks invoice so it is marked paid
Payment date (the Dispatch Anywhere receipt date)
Reference or check number (truncated to QuickBooks' 21-character limit)
Payment method, matched by name to your QuickBooks payment methods
Note: Dispatch Anywhere does not set the deposit account. QuickBooks Online applies its default (Undeposited Funds).
Tax Behavior
Dispatch Anywhere sends the tax-inclusive amount actually collected. QuickBooks Online calculates tax using its own rate for each invoice line. These only reconcile automatically if your QuickBooks tax rate matches your Dispatch Anywhere rate.
If the rates don't match, QuickBooks Online will not show an error. Instead, it books the difference as a customer credit or leaves the invoice underpaid. Confirm your QuickBooks tax rate matches Dispatch Anywhere before relying on this feature.
What Doesn't Transfer
Tips. There is no invoice line to apply a tip to, so tips stay out of the QuickBooks payment. Reconcile deposit totals in QuickBooks.
Amounts covered by a Dispatch Anywhere credit memo. These appear in QuickBooks as a regular payment. Invoice balances stay correct either way.
Corrections. Dispatch Anywhere does not update or delete a payment once it's sent. Make corrections directly in QuickBooks Online.
FAQ
Why didn't a payment transfer?
Its invoice hasn't been exported to QuickBooks Online yet. Send invoices first, then run the payment export again.
Why does the log say "No invoices found"?
One of the invoice's services likely isn't mapped to a QuickBooks item. Check the service's QuickBooks mapping, since an unmapped service blocks both the invoice and its payments from exporting.
Can I send a payment more than once?
No. Once sent, Dispatch Anywhere marks a payment as sent and will not send it again, even if edited afterward.
Does this work with QuickBooks Desktop?
No. Payment export is available for QuickBooks Online only.
Do tips get sent to QuickBooks?
No. Tips have no invoice line to apply to and must be reconciled in QuickBooks Online directly.
After You Export
Review the export log for any payments marked waiting or failed. Confirm paid invoices show as Paid (or partially paid) in QuickBooks Online. If a payment is stuck, check that its invoice has been exported and that the related service has a QuickBooks item mapping.