Payments → QuickBooks Sync

The full workflow as it runs in n8n. Drag to pan, zoom with the controls, and hover any step for what it does.

Drag to pan · zoom with the controls · hover a step for detail.

1. On form submission (trigger): Someone uploads the Naylor payments export to start the sync. → Get Prior Synced.
2. Get Prior Synced (action): Looks up everything already synced before. → Aggregate Priors.
3. Aggregate Priors (action): Summarises prior syncs to catch duplicates. → Extract CSV Rows.
4. Extract CSV Rows (action): Reads the rows out of the uploaded file. → Filter Invalid Rows.
5. Filter Invalid Rows (logic): Drops rows that aren't valid payments. → Build Dedup Key.
6. Build Dedup Key (action): Builds a unique key for each payment. → Check Already Synced.
7. Check Already Synced (action): Skips payments already booked. → Has Merchant ID?.
8. Has Merchant ID? (logic): Branches on whether the payment came through Stripe. → Stripe: Get Charge + Fees. → Set Offline Sentinels.
9. Stripe: Get Charge + Fees (action): Pulls the Stripe charge and its processing fees. → Stripe: Lookup Payout.
10. Set Offline Sentinels (action): Marks non-Stripe (offline) payments. → Merge Stripe and Offline.
11. Stripe: Lookup Payout (action): Finds which payout the charge settled in. → Extract Stripe Fields.
12. Extract Stripe Fields (action): Keeps the Stripe fields we need. → Filter Pending Payouts.
13. Filter Pending Payouts (logic): Holds back payments not yet paid out. → Merge Stripe and Offline.
14. Merge Stripe and Offline (logic): Recombines the Stripe and offline payments. → Compute Sequence Suffix.
15. Compute Sequence Suffix (action): Numbers entries so each stays unique. → Record Synced.
16. Record Synced (action): Marks these payments as synced. → Map QBO Fields.
17. Map QBO Fields (action): Maps each payment to QuickBooks fields. → Explode to Fee Rows.
18. Explode to Fee Rows (action): Splits out separate rows for processing fees. → Convert to CSV File.
19. Convert to CSV File (action): Builds the QuickBooks import file. → Return CSV to User.
20. Return CSV to User (output): Hands the finished file back to download.

More connectors on the way

This flow was built for one association's Naylor-to-QuickBooks reconciliation. The same pattern — dedupe, enrich, map, hand back a clean import — applies to most membership and fundraising platforms. We're building connectors for these next:

• Keela
• DonorPerfect
• FundraiseUp
• Swoogo

And we'll wire up other membership, CRM, and payment systems as engagements call for them.