Syncing Payments to Your Accounting System: QuickBooks, NetSuite, and More

Your DMS tracks the automotive side. Your accounting system tracks the financial side. But when these don't talk to each other — or don't talk well — you end up reconciling between them manually.

Payment sync is where this often breaks down. Payments posted in your DMS may not match what's in QuickBooks, NetSuite, or whatever accounting system you use.

Let's fix that.

Understanding the Data Flow

Where Payment Data Lives

Payment Processor: The source of truth for what actually happened (authorizations, settlements, fees)

DMS: Where payments post operationally (closing ROs, recording transactions)

Accounting System: Where payments appear for financial reporting (revenue recognition, bank reconciliation)

The Challenge

These three systems don't naturally sync:

• DMS may record payment at time of transaction
• Accounting may need to match bank deposit (which settles later)
• Processor reports actual amounts (after fees)

Getting them aligned requires intentional design.

Common Accounting Systems at Dealerships

QuickBooks (Online and Desktop)

Most common for independent dealers:

• Affordable and accessible
• Good for smaller operations
• Integration options vary

NetSuite

Growing in mid-market:

• Full ERP capability
• Better for multi-location
• More complex implementation

Dealership-Specific Platforms

Some dealers use:

• DMS with built-in accounting
• Dealer-specific platforms (Dealertrack DMS, CDK accounting)
• Industry-specific solutions

Enterprise Platforms

Larger groups may use:

• SAP
• Microsoft Dynamics
• Oracle

Integration Approaches

Approach 1: Manual Entry

No automated sync. Staff enters payments manually into accounting system.

Process:

1. Pull payment report from DMS or processor
2. Create journal entries or deposits in accounting
3. Match to bank statement

Pros:

• No technical setup
• Complete control over entries

Cons:

• Labor intensive
• Error-prone
• Timing delays

Approach 2: Batch Import

Periodic file-based sync.

Process:

1. Export payment data from DMS or processor
2. Import into accounting system
3. Map fields and post

Pros:

• Less manual entry
• Good for periodic reconciliation

Cons:

• Not real-time
• Requires format matching
• Manual step to trigger

Approach 3: Direct Integration

Automated connection between systems.

Process:

1. Integration configured once
2. Payments flow automatically
3. Review and exception handling

Pros:

• Minimal manual work
• Near real-time
• Fewer errors

Cons:

• Setup complexity
• Requires compatible systems
• May need ongoing maintenance

QuickBooks Integration

QuickBooks Online

Integration options:

• Native integrations from some processors
• Third-party connectors (Zapier, etc.)
• API-based custom integration

What typically syncs:

• Payment receipts as sales receipts or deposits
• Customer information (if mapped)
• Payment method details

Setup considerations:

• Chart of accounts mapping
• Customer matching
• Timing of sync (daily, real-time)

QuickBooks Desktop

Integration options:

• File import (IIF format)
• Third-party sync tools
• Limited native options

Challenges:

• Desktop versions harder to integrate
• File formats can be finicky
• May require local installation

NetSuite Integration

Native Capabilities

NetSuite has robust integration options:

• SuiteScript for custom integrations
• Pre-built connectors for major processors
• API access for developers

What to Configure

• Payment methods mapping
• GL account assignments
• Multi-currency handling (if applicable)
• Subsidiary mapping (multi-location)

Best Practices

• Work with NetSuite admin or consultant
• Test thoroughly in sandbox
• Plan for exception handling

Key Integration Decisions

When Does Payment Post?

Option A: At transaction time

• Payment records when processed
• Revenue recognized immediately
• May not match bank deposit timing

Option B: At settlement

• Payment records when funds settle
• Matches bank deposits
• May delay revenue recognition

Best practice: Record at transaction, reconcile to settlement.

How Are Fees Handled?

Payment processor fees can be handled:

Option A: Gross method

• Record full payment amount
• Record fee as separate expense
• Easier to track fee costs

Option B: Net method

• Record net amount (after fees)
• Matches bank deposit exactly
• Loses visibility into fees

Best practice: Gross method for visibility, unless your accountant prefers net.

How Are Refunds Handled?

Refunds need to flow back:

• Reduce revenue
• Match to customer/transaction
• Reflect in correct period

Ensure integration handles refunds, not just sales.

Reconciliation Best Practices

Daily Reconciliation

Match these numbers daily:

1. Processor batch total
2. DMS posted payments
3. Accounting system entries

Discrepancies should be rare and investigated immediately.

Bank Reconciliation

When bank deposit arrives:

• Match to processor settlement
• Verify net amount matches (total minus fees)
• Clear reconciling items

Month-End Close

By month-end:

• All payments should be in accounting
• Bank statements should reconcile
• No unexplained items

If daily reconciliation is working, month-end is easy.

Common Integration Problems

Problem: Timing Differences

Symptom: Numbers match but dates differ

Cause: Transaction vs. settlement timing

Fix: Establish consistent timing approach; accept that some timing difference is normal

Problem: Fee Mismatch

Symptom: Net doesn't match deposit

Cause: Fee handling inconsistency

Fix: Verify fee recording method; reconcile fees separately

Problem: Missing Refunds

Symptom: Accounting shows higher revenue than actual

Cause: Refunds not syncing

Fix: Ensure refund flow is part of integration; verify refunds post

Problem: Duplicates

Symptom: Payments recorded twice

Cause: Integration and manual entry overlap

Fix: Establish single source; disable duplicate entry path

Building the Integration

Step 1: Map Your Current State

Document:

• Where payment data comes from
• How it gets to accounting today
• What problems exist

Step 2: Define Requirements

Decide:

• Real-time or batch?
• What data needs to sync?
• What exceptions need handling?

Step 3: Evaluate Options

Consider:

• Native processor integration
• Third-party connectors
• Custom development

Balance capability, cost, and complexity.

Step 4: Implement and Test

• Configure integration
• Test with real transactions
• Verify accounting entries correct
• Run parallel before cutover

Step 5: Monitor and Maintain

• Regular verification
• Address issues promptly
• Update when systems change

Working with Your Accountant

Include Them Early

Your accountant should weigh in on:

• Chart of accounts mapping
• Revenue recognition timing
• Fee handling approach
• Reporting requirements

Define the Process

Document:

• What entries happen automatically
• What requires manual review
• Who owns reconciliation
• How exceptions are handled

Review Regularly

Monthly:

• Review integration accuracy
• Address any recurring issues
• Assess if changes are needed

The Ideal State

Fully integrated payment flow:

1. Customer pays at terminal
2. Transaction posts to DMS
3. Payment syncs to accounting
4. Bank deposit reconciles automatically

Your involvement:

• Review daily exception report
• Investigate any discrepancies
• Sign off on reconciliation

Time spent: Minutes per day, not hours.

---

Integrate Your Payment and Accounting Systems →

Anchorbase helps connect payment processing with your accounting workflow. Get the data where it needs to go, automatically.