Set up Win! with QuickBooks Online

1. 1

   Open your business profile

   Go to Connections and stay on the Business profile tab.
2. 2

   Enter your business name

   This is the name your customers see at the top of every payment page and email. Save it.
3. 3

   Choose your legal business state

   Pick the state your business is legally located in, tick the box certifying that it is your legal business location, then click Save business state. It takes about 30 seconds.

1. 1

   Open Connections and choose QuickBooks

   Go to Connections. If no platform is connected yet, Win! asks Which accounting platform do you use? Pick QuickBooks Online.
2. 2

   Click “Connect QuickBooks” and answer the plan question

   Win! first asks which QuickBooks plan the company is on. Simple Start, Essentials, Plus, Advanced or Not sure continues to Intuit's consent flow in a new browser tab. Solopreneur or Desktop stops right there with the fix, so you never go through a consent screen Intuit will refuse. If Intuit refuses anyway, Win! emails you the plan requirement.
3. 3

   Pick a company

   Sign in with your Intuit account, choose the QuickBooks company you want to link, and click Connect. Pick your live company, not a sample or sandbox company: Intuit refuses those and Win! sends you back with a message saying so.
4. 4

   Review the permissions and allow

   Intuit shows Win! asking to manage your accounting data (customers, invoices, payments, and the payout transfers and fees Win! records). Click Connect or Allow, as Intuit labels it.
5. 5

   Back on Connections

   The QuickBooks card shows Connected with your company name. Click the refresh icon in the card header (tooltip Sync QuickBooks now) to import your open invoices straight away.

Already taking payments through QuickBooks Payments? Do this before you send your first Win! link

1. 1

   Turn off online payments on your QuickBooks invoices

   In QuickBooks go to Settings (the gear), then Account and settings, then Sales. Click the pencil on Invoice payments, untick Cards and Bank transfer, and click Save. Invoices you already sent keep their old payment options, so re-send any you want paid through Win!. QuickBooks keeps your merchant account open; this only removes the pay buttons from invoices.
2. 2

   Stop QuickBooks emailing your customers

   Use Save and close instead of Save and send. In Account and settings, then Sales, open Reminders and turn off Automatic invoice reminders. In Settings, then Recurring transactions, edit each template and untick Automatically send emails.
3. 3

   Let Win! send the invoice email instead

   On Automation, turn on emailing the Pay Now link when a new invoice appears, and pick a reminder schedule. On Connections, under QuickBooks, you can also switch on Win! Pay Link on QBO Invoices, which puts a Pay online link in the memo of every invoice QuickBooks sends.

1. 1

   Open Connections and click “Connect Stripe”

   Find the Stripe card on Connections.
2. 2

   Tell Win! which kind of account you have

   A dialog titled Connect your Stripe account offers two choices: I'm new to Stripe creates an account for you, and I already have a Stripe account lets you sign in and click Authorize on Stripe's own site. Stripe opens in a new tab.
3. 3

   Finish Stripe's onboarding if you are new

   Complete business type, address, owner identity, and the bank account for payouts. Existing accounts skip straight to authorising.
4. 4

   Come back to Win!

   The Stripe card shows Connected, your Stripe account ID, and checkmarks for Charges, Payouts, and ACH once Stripe has verified your details.

1. 1

   Open Invoices

   Go to Invoices. Your open invoices have already been imported.
2. 2

   Click “Send link” on an unpaid invoice

   Confirm the Send payment link? prompt. The customer needs an email address saved on their record.
3. 3

   Your customer pays

   They receive an email from your business with a Pay Now button. They can pay by card (Apple Pay and Google Pay appear where their device supports them) or by US bank account, with no account to create.
4. 4

   Your books update

   A card payment is written back to the invoice within seconds. A bank (ACH) payment is written back once the debit clears, which can take up to 4 business days.

Stripe pays you in one lump sum, but your customers pay one invoice at a time. That is why your bank feed never lines up with your invoices. Win! fixes this with a simple holding account. Set it up once and QuickBooks can match each Stripe deposit for you.

1. 1

   Create the accounts in QuickBooks

   Add a bank account called Stripe Clearing with no bank feed, an expense account called Stripe Fees, and (only if you add a card surcharge) an income account called Card Service Fee Revenue. Your real bank account is the one Stripe pays into.
2. 2

   Tell Win! which account is which

   On Connections, under your QuickBooks connection, pick Clearing account for payments, Payout destination, Stripe fee account, and Surcharge revenue account, and click Save on each. The clearing account and the payout destination must be two different accounts.
3. 3

   Reconcile as usual

   When Stripe pays out, QuickBooks should offer your deposit as a match for one transfer from Stripe Clearing.

Common mistakes

• Using your everyday bank account as the clearing account. Deposits would then be counted twice. Use a separate Stripe Clearing account.
• Creating Stripe Clearing as a regular asset account. It will not appear in the list. It has to be a bank account.
• Connecting a bank feed to Stripe Clearing. That creates duplicate entries. Leave it without a feed.
• Skipping the fee account. Stripe's fees would stay in Stripe Clearing, and its balance would never settle.

1. 1

   Open the sender card

   On Connections, open the Custom Domain tab and find the email sender card.
2. 2

   Enter your address and name

   For example [email protected], and the name customers should see.
3. 3

   Add the three DNS records

   Win! shows one CNAME for mail and two DKIM CNAMEs. Add them at your DNS provider.
4. 4

   Wait for the green light

   Win! re-checks every hour and emails you when the address goes live. You can also use the check button on the card to test straight away.

1. 1

   Autopay (optional)

   On Invoices, click Autopay on an invoice, or use Send Unpaid Invoices from a client. The customer saves a card or bank account once on the page that opens. Invoices they pick are charged right away, and future invoices are charged on their due date. If a charge fails, Win! retries daily (up to five attempts in total for a card, three for a bank account, to stay within Nacha's retry rules) and emails you and the customer after a failure.
2. 2

   Reminders and the Pay Now email

   On Automation you can email the Pay Now link when a new invoice appears, switch on polite reminders, pick a schedule (Gentle, Standard, Firm, Aggressive, or Custom), and set your business timezone. New clients wait for your approval before the first automatic email.
3. 3

   Send Unpaid Invoices in one email

   Open a client from Clients and click Send Unpaid Invoices. One email lists every outstanding invoice with a Pay link next to each and a Pay Invoices button, all leading to the autopay-enabled checkout.
4. 4

   Brand your pages and emails

   On Connections, in the Business profile tab, upload your Customer portal logo and Square icon and pick your Primary brand color. They appear on your payment pages and customer emails.