B2Bpay with QuickBooks integration: frequently asked questions

Why connect B2Bpay to QuickBooks?

Short answer: Connecting QuickBooks saves time and data entry. Your approved QuickBooks bills appear in B2Bpay ready to pay, a 'Pay Now' link on your QuickBooks invoices takes customers to your B2Bpay payment page, and every payment, both payables and receivables, is recorded back in QuickBooks automatically.

The integration works in both directions:

• Paying bills (payables). View and pay all your QuickBooks bills in B2Bpay with the cards stored in your B2Bpay wallet, even to suppliers who do not accept cards.
• Getting paid (receivables). A 'Pay Now' link on your QuickBooks invoice template directs customers to your B2Bpay payment page. When they pay, the payment is recorded against the invoice and reconciles in QuickBooks.

Don't use QuickBooks? Ask your accountant or bookkeeper which accounting software suits your business. QuickBooks offers a free 30-day trial on its website. B2Bpay also integrates with Xero and MYOB.

Connect QuickBooks to pay bills

You only do this once. It takes a few minutes.

1. Log in to B2Bpay with your normal credentials.
2. Click the 'QuickBooks Pay Bills' tab.
   

   

3. Click 'Connect to QuickBooks'.
   

   

4. Sign in to QuickBooks. You are taken to the QuickBooks login page. Enter your details and click 'Sign In'.
5. Choose your Payment Account. This is the card or account in QuickBooks where you want B2Bpay payments recorded.
6. Choose your Expense Account. This is where B2Bpay payment processing fees are recorded in QuickBooks, for example "Bank Fees".
7. Click 'Save'.
8. Pay your bills. You will see all approved bills synced from QuickBooks and ready to pay. Select the bills, choose the day you want to pay, and click "$ Pay Selected".

The first time you pay a supplier, or if B2Bpay can't match them in its system, you may be asked to provide or confirm their bank details (for example BSB and account number).

That's it. From then on, every time you log in, click the 'QuickBooks Pay Bills' tab and your bills are waiting.

What happens in QuickBooks after you pay

B2Bpay processes your payment and automatically updates QuickBooks by:

• recording your payment of the bill;
• posting the payment processing fee to your nominated Expense Account (for example Bank Fees);
• recording the total payment amount in your nominated Payment Account.

The only thing left for you is what you already do today: reconcile the payment when it appears on your credit card statement against the entry in your QuickBooks Payment Account.

Connect QuickBooks to get paid by card

Connect B2Bpay to QuickBooks so customers can pay you by credit card directly from your QuickBooks invoices, online, at any time. When a customer pays, the payment is automatically recorded against the invoice and reconciled in QuickBooks.

1. Log in to B2Bpay as a Biller at pay.b2bpay.com.au.
2. Click 'Profile' on the left-hand side of the screen.
   

   

3. Open the 'Connected Apps' tab.
   

   

4. Click 'Sign in with QuickBooks'.
   

   

5. Log in to QuickBooks with your details, then click 'Connect'.
6. Choose your Payment Account and Expense Account, then click 'Save'.
   • Payment Account: the account you receive customer funds into. B2Bpay records each customer payment against this QuickBooks account automatically.
   • Expense Account: where payment processing fees are recorded, for example "Bank Fees". This only matters if you choose to pay the fees rather than pass them on.

You're now connected. The last step is to add a 'Pay Now' link to your invoices.

Add a 'Pay Now' link to your QuickBooks invoices

After you connect, B2Bpay shows a "Congrats" screen. Then, in QuickBooks:

1. Log in to your QuickBooks account.
2. Click the cog wheel at the top right and select Custom form styles (in the Settings column).
3. Click Edit next to the invoice template you want to add the link to. If you don't have a custom template yet, edit Standard.
4. Click the bottom section of the invoice template, then click Content.
5. Paste text 1 below into the Message to customer box.
6. Click the Emails tab and paste text 2 under Message to customer.
7. Click Reminder Email and paste text 2 under Message to customer again.
8. Click Done.

In every text, replace ENTERYOURBILLERCODEHERE with your own Biller Code (see below). Note the invoice link and the email link are different: the email version fills in the invoice number for your customer.

Text 1: invoice template (Content > Message to customer)

Text 2: Emails tab and Reminder Email (Message to customer)

Your customers are now directed to your payment page from every invoice and can pay securely online using any card.

Where to find your Biller Code

In your B2Bpay dashboard, click Profile, then Merchant Details. Your Biller Code is listed there.

Need help?

The Australian-based team can walk you through any of these steps. Call 1300 205 575 or email help@b2bpay.com.au.