Before proceeding, please ensure you have properly configured your QuickBooks Online account. For more information about this, please check out this article.
In this guide, we will explore the necessary steps to configure the automation for Reservation Payments. This automation streamlines and simplifies the process to ensure payment information is properly synced to your accounting system. Follow along as we guide you through the set up process.
The video above is conveniently broken up into chapters, allowing you to easily navigate and skip to specific sections as needed.
00:00 - Overview
00:35 - Mapping Configurations
00:50 - Settings
02:39 - Important Note on Already Matched Transactions
Add the Reservation Payments Automation
From the Automations screen, click the Add Automation button.
Select Reservation Payments, then, in the next screen, Add automation.
You will be directed History tab of the automation. This screen will be blank as there currently is no historical data.
Configure Mappings
Select the Mappings tab.
Click on Accounts if not already selected.
Click into the fields in the Quick Books account column next to each application name and select the clearing account for each.
For Airbnb, this will be the Airbnb Clearing account.
For other applications, this will be you payment processor account (e.g. Stripe Clearing)
NOTE - if you utilize booking.com to process payments, you will want to create an additional clearing account in QBO for booking.com and utilize it for booking.com reservations.
If you use a 3rd party payment processor that does not integrate with VR Platform, you should use "Undeposited Funds" for non-airbnb reservations.
Click Save.
Update Settings
Click on the Settings tab.
In the Start Date field, input the date in which you want start pulling data from, e.g. if your go live date is August 1st, input that date into the field.
If you do not input a date, the automation will pull from the past 30 days.
Select Add Only in the Post Mode field.
Note: You should only select Add & Delete if you have a configuration issue and need to remove payments to repost them. Please check out the video for more information (timestamp 0:51).
Set the Enable Automation toggle to on. This will set the automation to automatically run every day.
Click Save.
If you need to repost a payment for a transaction that has already been matched to a bank feed transaction in QBO, you will need to manually unmatch the transaction in QBO before re-running the payment automation in VRPlatform.
Run Automation
Click the Run Automation button in the top right.
In the Date field, input the Date Range you need to pull reservations from.
Click Run.
A window will appear that will show the status of the automation. This window does not need to be left open. You can check on the status from the Histoy tab.
Troubleshooting Errors
After clicking Run to start the automation, you may see both success and error lines.
For any errors, click the Errors tab to view more information. The message column will give you the information required to resolve any errors.
For additional info, please check out the articles in our support center. If you cannot find what you need, please reach out to us via the chat bubble in VRP.