Payments in Run a Call create receive-payment records in QBO and (for Stripe payments) reconcile against your bank deposit. Done right, this saves your bookkeeper hours a week.
Online payments (Stripe)
When a customer pays a card or ACH invoice via Stripe:
- Payment recorded in Run a Call — the invoice flips to Paid.
- Sync to QBO:
- QBO Receive Payment record created against the QBO invoice.
- Payment posts to the Undeposited Funds account.
- When Stripe pays out (typically 2 business days later):
- Stripe deposits to your bank.
- Run a Call creates a Bank Deposit in QBO grouping all the payments in that payout.
- The deposit clears Undeposited Funds.
- In your bank rec: the QBO deposit matches the bank line cleanly.
This auto-reconciliation is the magic. Without it, your bookkeeper is matching one bank line to dozens of Run a Call payments — and that's a lot of error-prone work.
Offline payments (cash, check)
When you record a cash or check payment in Run a Call:
- Receive Payment record created in QBO against the invoice.
- Posts to Undeposited Funds (default).
- When you make the bank deposit, you tell QBO which payments are in it (manual step, or Run a Call's bulk deposit helper).
Configuration
Settings → QuickBooks → Payments.
| Setting | Recommended | What it does |
|---|---|---|
| Sync payments | On | Recommended. |
| Stripe deposits account | Your real bank | The QBO bank account where Stripe pays out. (NOT Undeposited Funds — pick the actual bank.) |
| Cash deposit account | Your bank | The QBO bank where cash gets deposited. |
| Undeposited Funds account | Default | Usually QBO's default Undeposited Funds. Don't change unless you know why. |
| Auto-reconcile Stripe payouts | On | The auto-grouping behavior described above. |
Fees
Stripe fees post separately in QBO as an expense, against your Payment processing fees account (configurable). The fee posts on the same day as the payout, so your books match Stripe's payout statement exactly.
Tips
Tips collected via Stripe post as their own line item on the receive-payment, tagged with the tech who earned them (if you have tip-split set up). This makes tip payouts to techs trackable.
Refunds
Run a Call doesn't issue refunds today — there's no in-app refund action. Refunds happen in the Stripe Dashboard, and they don't sync to QBO automatically.
If you refund a customer through Stripe, you'll need to record the credit memo in QBO manually and reconcile the bank withdrawal against your bank rec. The Run a Call invoice stays at paid.
Membership recurring charges
When membership autopay is enabled and a renewal charge fires, each recurring charge:
- Creates a QBO invoice in your Memberships income account.
- Immediately marks it paid.
- Posts the payment to the Stripe deposits account.
Membership autopay isn't on by default for every account — see Recurring billing for the current state.
Common errors
| Error | Fix |
|---|---|
| "Account not found" | Your deposit account name changed in QBO. Re-map under Settings → QuickBooks → Payments. |
| "Invoice not found" | The QBO invoice was deleted; the payment can't apply. Restore the QBO invoice or void the payment. |
| "Duplicate payment" | A manual payment was added in QBO; sync would create a duplicate. Run a Call skips and logs a warning. |