Cash Application for QuickBooks Online, Automated

QuickBooks Online has no native way to do this. Receive Payment is a manual screen, so applying a remittance advice means finding each invoice the customer listed in Outstanding Transactions and ticking it by hand. The automation has to come from an app working on the receiving side. RemitClear reads the remittance advice your customer sent, whether it arrives as a PDF, a spreadsheet, a CSV or the body of an email, extracts every invoice number and amount, matches them against the open invoices in your QuickBooks Online company, and creates the Receive Payment transactions once you approve the allocations, posting one payment per customer applied across every invoice that payment covers. Short payments, rebate deductions and credit memos are surfaced for a decision rather than guessed at, and the payment is applied when it arrives rather than sitting in unapplied cash.

For the occasional payment, use Receive Payment: select the customer, tick each invoice the lump sum covers under Outstanding Transactions, adjust any amount that was short paid, and save. That works when one payment covers a handful of invoices. It stops working at volume, when a big payment covers dozens or hundreds of invoices and arrives with a remittance advice listing every one. Someone then has to find and tick each line by hand. RemitClear automates exactly that case: it reads the remittance advice, matches every listed invoice against your open invoices in QuickBooks Online, and creates the Receive Payment with the lump sum applied across all of them once you approve.

Cash application is the work of matching incoming customer payments to the right open invoices and posting them. In QuickBooks Online that normally means opening Receive Payment, finding each invoice on the remittance, checking the amount, and applying the payment by hand, then clearing whatever lands in unapplied cash. RemitClear reads the remittance advice, extracts every invoice number, matches them against your open invoices, and creates the Receive Payment transactions, applying one payment across all the matched invoices.

RemitClear connects directly to QuickBooks Online to read your open invoices and post Receive Payment transactions. Book a demo to see it in action. We can use example remittances, or yours if you'd like.

RemitClear works with QuickBooks Online, the cloud-based version of QuickBooks. The connection is to QuickBooks Online, so if your books sit in QuickBooks Desktop or Enterprise, book a demo and we will show you what moving the receivables side to QuickBooks Online would look like. If you run QuickBooks Online, RemitClear connects directly to your company and reads your open invoices and customers.

This is common. Customers often drop prefixes, add spaces, or truncate numbers on their remittance advices. RemitClear's matching engine handles exact, partial, and prefix-based invoice numbers, so a dropped prefix, an added space, or a truncated number still finds its invoice. You can configure invoice prefixes so the system knows which patterns to look for, so a payer who truncates or reformats still lands on the right invoice. And when a customer quotes a PO or order reference instead of any invoice number, RemitClear checks the reference text on your invoices too, including both QuickBooks memo fields. Anything the engine cannot settle on its own is flagged for review rather than guessed at, with the extracted line shown next to the original document.

PDF (.pdf), Word (.docx), Excel (.xlsx/.xls), CSV (.csv), and TSV (.tsv) files, as well as plain-text email bodies. There is no format-specific setup. Some customers (particularly in construction, wholesale, and grocery retail) send remittance data as spreadsheets rather than PDFs, and RemitClear matches the invoices identically regardless of the source format.

Once you have reviewed the matched invoices, RemitClear creates the Receive Payment transactions in QuickBooks for you. It posts one payment per customer, applied across every invoice that customer's payment covers, so a remittance spanning several customers posts as one payment each. Payment references are formatted so the deposit is easy to reconcile.

Yes. Real-world remittances often include credit memos, promotional deductions, or short payments. RemitClear reads those lines, applies any credit memo that already exists in QuickBooks against the right invoices, and posts a short payment for what was actually paid, leaving the residual open on the invoice. During the review step you can adjust allocation amounts on any matched invoice or remove lines, and RemitClear validates that your total allocations balance against the remittance total before anything posts. One case to know about: a single QuickBooks transaction cannot touch both the receivable and the payable side, so a remittance that nets your invoices against supplier bills on the same customer is held for review rather than posted at a wrong figure. If your payers net bills against invoices, book a demo and we will walk through how it fits your setup.

Yes. Email the scanned checks and their payment stubs to your RemitClear forwarding address. With check-batch processing enabled during setup, a combined PDF is separated into individual payments and the invoice lines are matched against QuickBooks Online. You can review each check before posting or enable auto-posting for eligible perfect matches. Check payments can go to Undeposited Funds, ready for you to group into a Bank Deposit in QuickBooks and match to the bank-feed credit. Include the stubs in the scan, because the check image alone may not list the invoices paid.

Forward them. An ACH payment reaches your bank as a bare deposit, and the detail arrives separately as an email, either a PDF or spreadsheet attachment or invoice numbers typed into the body. Those emails rarely arrive at one address; they go to whichever contact each customer has on file, shared inboxes and personal ones alike. Set one forwarding rule in each inbox that receives them, pointed at your dedicated RemitClear address, and every ACH email is extracted and matched within seconds of arriving, with nobody downloading attachments or retyping invoice numbers. RemitClear reads the attachment when there is one and the email body when there is not, so invoices stop showing open in your AR aging after the money has already landed. You keep your inboxes exactly as they are; the forwarding rules do the routing.

Yes. Property managers, franchise owners and head offices often send one check or ACH payment covering invoices that sit on different customer accounts in QuickBooks Online, one manager settling a dozen locations in a single payment. RemitClear reads the whole remittance, works out which invoices belong to which customer, and posts one Receive Payment per customer, each applied across that customer's matched invoices, so the ledger ends up exactly as if every location had paid separately. Nothing needs splitting by hand before the document goes in, and every allocation is shown for review, adjustable line by line, before anything posts. QuickBooks Online's Receive Payment screen works one customer at a time, which is precisely why a payment spanning accounts is tedious to apply manually and why RemitClear handles the split for you.

It still matches. Payers often quote their own reference back: a purchase order number, or the sales order number an inventory or order-management system created before QuickBooks Online assigned the invoice its number. RemitClear matches on the invoice number first, and when a line does not hit one it checks the reference text on your invoices too, including both QuickBooks memo fields, the customer-facing message and the internal memo. So if your order system stamps its order number into a memo on the invoice, a payment quoting that number still finds the right invoice. A match made through a reference is shown with the evidence and held for a one-click review rather than posted unattended, so a memo that happens to contain a similar number can never apply money to the wrong invoice on its own.