When a customer pays a card fee, or you refund a payment, Run a Call can record it in QuickBooks Online too. For that it needs two accounts from you: one for the card fee income and one for the bank the money leaves from. You choose them once.
Choose the accounts
- Go to Settings → Integrations → QuickBooks Online → Manage.
- Click Sync settings & account mapping.
- Find Refunds and card fees and pick:
| Setting | What it's for |
|---|---|
| Card processing fee income | Fees customers pay when they pay by card post here, as their own income line. Run a Call uses a Card processing fee item on the QuickBooks invoice so the fee isn't mixed into your service income. |
| Bank account for Stripe payouts and refunds | Refund receipts are recorded as leaving this account. Pick the bank account your Stripe payouts land in. |
- Click Save Settings.
The refresh icon next to each picker reloads the list from QuickBooks. Use it if you just created the account there.
What syncs once the accounts are set
| In Run a Call | In QuickBooks |
|---|---|
| Card fee a customer paid on an invoice | A Card processing fee line, posted to your card fee income account |
| Refund of a payment | A refund receipt, paid out of your bank account |
| Credit issued to a customer | A credit memo |
| Credit applied to an invoice | A zero-dollar payment that uses the credit memo against the invoice. Removing the credit from the invoice deletes that payment. |
Refunds and credits are made from the invoice. See Refunds and credits.
Before you choose the accounts
Until an account is chosen, the records that need it wait. They show on the QuickBooks page under records that need attention as QuickBooks needs your decision, with the exact fix, for example Choose the bank account refunds come out of. Pick the account, save, and they go over on the next sync.
Card fees collected before you chose the income account aren't sent to QuickBooks, except the ones already waiting on that choice. Nothing already in QuickBooks is changed.
Good to know
- Bank refunds reach QuickBooks once Stripe confirms them, which can take 5–10 business days. A refund still showing Pending isn't sent yet.
- Refunds made in your Stripe Dashboard come into Run a Call on their own, and sync the same way.
- Payout deposits aren't sent yet. Keep matching Stripe deposits in QuickBooks the way you do today.