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QuickBook Payments is a payment gateway service provider, allowing merchants to accept credit card and electronic check payments through their website and over an Internet Protocol (IP) connection. DEAR supports QuickBook Payments, Authorize.net, Stripe and PayPal as payment processors. To allow your customers to pay for their transactions using their preferred processor, you can define multiple payment documents containing links to these payment processors.


DEAR generates electronic documents (PDF, email content) to enable your customers to seamlessly pay quotes and invoices. Payment documents can contain Pay Links, allowing customers to pay directly using these documents. Users of the DEAR B2B Portal can also use QuickBooks Payments to process B2B portal transactions.


Prerequisites:

  • Complete Account mapping including customer credits account. 
  • You will need an active QuickBook Payments account.
  • Your DEAR account base currency must be supported by QuickBook Payments. 
  • Users will need the Integration: QuickBook payments permission in order to use this feature. 


Table of Contents:


QuickBooks Payments Integration Setup

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Connect QuickBooks Payments to DEAR and configure your integration settings. 


Connecting DEAR to QuickBooks Payments

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You can connect to QuickBook Payments directly from DEAR.

  1. In DEAR, go to Integrations → QuickBooks Payments. Click the Connect to QuickBooks Payments button to establish a connection between DEAR and QuickBooks Payments This will redirect you to QBO, and if you are not already logged in, ask you for your login details. 
  2. Once logged in, you will be redirected to a page where you can allow or deny the request for permissions for shared data. 
  3. Allow the permissions to be redirected back to DEAR and complete the connection.


Integration Setup

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Once you have connected DEAR and QuickBooks Payments you will be taken back to the integration page in DEAR, where on the Setup tab, you can:

  • Change the payment account associated with QuickBooks Payments. The account must be able to receive payments. 
  • View the time zone. Time zone cannot be edited from this page, this field will reflect the time zone selected in your General Settings. Time zone in DEAR does not need to match time zone in QBO and time zone settings do not affect one another. 
  • Ask for billing information. When this setting is enabled, the customer will be prompted to enter billing address information at the payment screen. When the setting is disabled, the customer will not need to entire billing address on the payment screen. 
  • Disconnect DEAR and QuickBooks Payments, if necessary. This process will revoke DEAR's access to the QuickBooks Payments account.


Click Save Settings. Your QuickBooks Payment account can now send and receive payments through DEAR.


Transaction History

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You can view payments processed with QuickBooks Payments from the Overview or Log tab. 


Transaction Overview

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The Overview tab gives a transaction summary of all completed transactions made through QuickBooks Payment integration. This tab contains the following elements:

  • Refresh: Refreshes the data displayed on the dashboard with the most recent data. 
  • Transactions: Shows the transaction count for the current day, week, month, and total transactions between the date QuickBooks Payment was connected and the current date. 


Payment details are listed for all transactions, showing payment date, related sale invoice, and sale amount. Payments can be searched by sale invoice number from the provided search box. The Gear icon can be used to customise the visible/hidden columns of the table – by default all are visible.


Overview tab should give a transaction summary of transactions made through QuickBooks Payments integration. 


Transaction Log

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The Log tab displays history of all payment transactions done through QuickBooks Payments. This tab shows additional details that are not displayed on the Overview tab. Payments can be searched by sale invoice number from the provided search box. The Gear icon can be used to customise the visible/hidden columns of the table – by default all are visible.


The log tab shows payment transactions with:

  • Payment Date: Date and timestamp of the transaction. 
  • Sale Invoice: Sale invoice ID. This hyperlink can be clicked to view the related sale order invoice.
  • Amount: Transaction amount in DEAR base currency. 
  • Account: Bank account where payment is received (specified in Setup tab). 
  • Payment ID: Reference # returned through QuickBooks Payments application to DEAR on completion of the payment transaction. This hyperlink can be clicked to view the transaction record in QuickBooks Payments. 
  • Payment Status: Displays if payment was successfully completed or not. 


Paying with QuickBooks Payments

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DEAR generates electronic documents (PDF, email content) to enable your customers to seamlessly pay quotes and invoices. Payment documents can contain Pay Links, allowing customers to pay directly using these documents. Users of the DEAR B2B Portal can also use QuickBooks Payments to process transactions.


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Insert a Pay Link into a sale quote or sale invoice document template so your customers can pay with ease. See Managing document templates for more information about adding mail merge fields to standard documents. 


NOTE: QuickBooks Payments must be connected and configured for pay links to show on the payment document.  Simple text hyperlinks are not supported. 


  1. In Settings → Document & Email templates, download the quote and/or invoice template.
  2. Copy an existing field to the location on the template where you want your pay link to appear. 
  3. Show the field code either by right-clicking the field and selecting Toggle Field Code or pressing Alt + F9 (on Windows) or Option + F9 (on Mac).
  4. Replace the copied field with the mail merge field { MERGEFIELD QBOPay} and the field will be replaced with the QuickBooks Payments Pay Link image. 
  5. Toggle off the field codes by pressing Alt + F9 (on Windows) or Option + F9 (on Macs) again.
  6. Save the edited template and upload. 


Paying via a Paylink

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When a customer clicks on the pay link on an invoice, they are taken to a page displaying the quote/invoice and payment options, of which there are two options:

  • Pay the full outstanding value of the quote/invoice
  • Pay less – this will open a pop-up window where the customer can enter a different value (for prepayments, partial payments, etc.)


Clicking either of the pay options will take the customer to a secure payment gateway. From here, the customer can edit their credit card details and billing information (if required). The payment is processed by QuickBooks Payments and if successful, the customer is returned to the sale screen where they can view the payment confirmation. 



Paying via DEAR B2B Portal

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When going through the checkout of a DEAR B2B sale, the customer can select QuickBooks Payments as a payment method. After confirming the order, the customer can select Pay with card to be taken to the secure payment gateway.


From here, the customer can edit their credit card details and billing information (if required). The payment is processed by QuickBooks Payments and if successful, the customer is returned to the sale screen where they can view the payment confirmation.


Refunds

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Refunds in QuickBooks Payments are not automatically synchronised with DEAR. Refunds must be made through QuickBooks Payments, once completed users needs to manually enter the refund entries in DEAR in order to reconcile transactions.


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