This article explains how to add PayRewards as a vendor in QuickBooks Online (QBO), forward PayRewards fee receipts, and manually mark bills as paid when payments are made through PayRewards.com.
The article covers:
Adding PayRewards as a Vendor in QuickBooks Online
Auto-forward PayRewards Fees Receipts to QuickBooks Online
Manually marking the bill as paid in QuickBooks Online
Note: A direct integration between PayRewards.com and QuickBooks Online is planned for release later in the year. Once implemented, payments processed through PayRewards.com will automatically update corresponding records in QuickBooks Online, and manual updating will no longer be required.
Paying a Bill Using PayRewards
Vendor bills can be paid directly within PayRewards. For detailed step-by-step instructions on initiating a supplier payment in PayRewards, refer to the article:
“How to Make a Supplier Payment”
Once a bill has been paid through PayRewards, the payment will not automatically sync to QuickBooks Online at this time. The bill will continue to display as unpaid in QuickBooks until it has been manually updated in QuickBooks Online.
Adding PayRewards as a Vendor in QuickBooks Online
To support tracking of PayRewards platform fees, PayRewards can be created as a vendor record in QuickBooks Online.
Once created, PayRewards fees can be recorded as vendor expenses or bills and allocated to the appropriate expense account (for example, “Payment Processing Fees” or “Bank Charges”). This approach assists with:
visibility of total fees incurred through PayRewards
reconciliation of PayRewards-related charges
expense categorization for reporting and tax purposes
Typical workflow:
In QuickBooks Online, navigate to Expenses & Bills > Vendors.
Select New Vendor.
Enter PAYAU US LLC as the vendor name and complete any additional desired details.
Save the vendor profile.
Record PayRewards fees to this vendor as bills or expenses, allocating them to the preferred expense account.
Auto-forward PayRewards Fees Receipts to QuickBooks Online
PayRewards issues email receipts on platform fees. These receipts can be automatically forwarded to the QuickBooks Online receipts forwarding address so that transactions are captured in QuickBooks without manual upload.
Most email providers (for example, Outlook or Gmail) allow creation of inbox rules that automatically forward specific emails based on sender or subject line. Establishing such a rule helps ensure that PayRewards fee receipts are consistently logged in QuickBooks.
Process overview
Navigate to the Receipts page in Quickbooks via Accounting > Receipts
Locate the unique QuickBooks Online receipts email address at the top of the page
In the relevant email platform, create a new email forwarding rule.
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Set conditions such as:
sender contains noreply@payrewards.com
subject contains Payment Receipt
Set the action to forward those emails to the QuickBooks receipts email address.
Save the rule.
Once configured, PayRewards receipts will automatically forward to QuickBooks Online, where they may be reviewed and matched to existing transactions or recorded as new expenses, depending on the organization’s workflow.
This approach assists with:
automatic capture of PayRewards fees
reduction in manual data entry
improved alignment between PayRewards fees receipts and QuickBooks records
Manually Mark the Bill Paid in QuickBooks Online
After the payment has been made through PayRewards.com, the payment can be manually recorded in QuickBooks Online so that financial records remain accurate in two different ways indicated below.
Option A - Mark as paid from the Bills screen
Navigate to Expenses & Bills > Bills in QuickBooks Online.
Locate the relevant bill.
Select Mark as paid from the action options.
(Optional) Adjust the payment date, amount, and payment account
Save the entry.
Option B - Record the payment using the Pay Bills workflow
Select + Create in QuickBooks Online.
Choose Pay Bills.
Select the bill that has already been paid through PayRewards.
Select the payment account used.
Enter the date corresponding to the PayRewards payment.
Save the transaction.
This method ensures that Accounts Payable and vendor balances are updated in accordance with standard posting rules.
Note: For any additional information please contact the Quickbooks Support Team.