QuickBooksWorkflow
Connecting PayRewards to QuickBooks Online has minimal impact on your existing QuickBooks workflow. Bills are still created and managed in QuickBooks as normal — the change is in how you pay them.
What stays the same
- You continue to create and manage bills in QuickBooks as you normally would.
- Vendor records in QuickBooks are unchanged.
- Your QuickBooks chart of accounts is unchanged, except for two objects PayRewards creates automatically on connection (see below).
What changes
- Instead of paying bills through QuickBooks or your bank directly, you import them into PayRewards and pay from there.
- Bills paid through PayRewards will be automatically marked as paid in QuickBooks once auto-reconciliation is available. Until then, you'll need to update them manually after each payment.
- If you opt into PayRewards Points on a payment, a fee bill is automatically created in QuickBooks and marked as paid — so your original bill doesn't appear overpaid. This happens behind the scenes with no action required from you.
What PayRewards creates in your QuickBooks account
When you connect PayRewards, two objects are automatically created in your QuickBooks account. You don't need to set these up or configure them.
| Object | What it is | Do I need to do anything? |
|---|---|---|
| PayRewards vendor | Represents PayRewards as a vendor in your QuickBooks account. Transaction fee bills are posted here when you opt into PayRewards Points. | No action required. Do not delete this vendor if you use PayRewards Points. |
| Fee expense account | A default expense account used to categorize PayRewards transaction fee bills. Created automatically so there is always an account available. | No action required. You can assign a different expense account at checkout if you prefer — see How are PayRewards fees recorded in QuickBooks? |
Note for bookkeepers managing multiple clients
PayRewards connects one QuickBooks Online company per PayRewards account. If you manage multiple businesses, each PayRewards account connects to its own QuickBooks company separately.