NameCRM invoices, payments and QuickBooks Online: bill once, get paid, and the books already agree

QuickBooks Online mirror

Customers, estimates, invoices, payments, refunds, fees and payouts are mirrored to QuickBooks Online with the same numbers, and card money runs through a clearing account so nothing double counts.

What sets it apartThe accountant works in QuickBooks with no double entry.

Every bill ahead, on its day

Billing's Upcoming page shows every bill your agreements and plans will send in the next 12 months, each on its own day, by month, by agreement or on a calendar, and lists apart those still waiting for a day.

What sets it apartIt reads the same schedule the morning invoice run uses, so what it shows is what will go out.

Full-page invoice builder

A full-page invoice builder saves as you type, with tax per line, No GST lines, a discount line, due terms, memo, PO reference and CAD or USD.

One catalogue across three systems

Line items autocomplete from your services, QuickBooks items and Stripe products at once.

Numbered only when Stripe agrees

An invoice is finalized through Stripe and verified to the cent, and if the totals disagree the Stripe copy is voided and your draft stays untouched.

Invoice page with a timeline

Each invoice page shows one card for its state and a timeline from drafted to finalized, sent, paid and refunded.

Invoice email with Pay button

Invoice emails carry a Pay button and the PDF attached, and the PDF prints the GST number with a draft watermark until it is final.

Invoices that deliver themselves

Payments set in a signed agreement are invoiced by email and text on their due day, the first one when the client signs, plan renewals too, and a fully paid invoice sends exactly one receipt.

e-Transfer, cash and cheque

Record an e-Transfer, cash or cheque against an invoice, with part payments that never make Stripe ask for too much.

Refunds, credits and write-offs

Refund part or all of a payment, credit an open invoice without moving money, or write it off, and each reaches the books correctly.

Collections queue

Overdue invoices line up oldest first with reminder drafts that escalate from gentle to firm to final, plus a promised-date field that shows when a promise is missed.

Receipts that send themselves once

A factual receipt goes to the client automatically once money settles, exactly once, and never claims a card was charged for an e-Transfer.

Payments counted once

Stripe events are verified and stored before they are applied, so a payment is counted exactly once and paid never flips back.

Survives Stripe API changes

One compatibility reader understands every shape of Stripe's data, so a Stripe API change cannot quietly break payments, receipts or plans.

Payments and declines reach you

When a client pays an invoice online, the bell and your phone say who paid and how much, and when a plan renewal or a scheduled card charge is declined, the bell says why.

Revenue in one currency

US dollar payments are stored with the Canadian amount Stripe actually settled, so every revenue total adds in one currency.

Three-way reconciliation

Totals are checked across Stripe, NameCRM and QuickBooks, a sale is linked once so it never becomes a second invoice, and nothing merges silently.

Books tab

Revenue, expenses and profit by month are read live from QuickBooks' own reports, so the CRM never shows a second answer.

Bookkeeping rule book and review queue

A rule book files recurring transactions and a review queue catches the rest, so books are kept weekly instead of at tax time.

No phantom invoices

The zero-dollar trial invoices Stripe opens for future-dated plans are never turned into real invoices or sent to the books.

Billing in nine pages

Billing has nine pages, from an Overview of your books and recurring revenue to Upcoming, Invoices, Plans, Payments and Clients, and every row opens its full record with a menu of what you can do.

Statements of account

Any client's statement shows every invoice and payment, how many days each open invoice is past due, and a Pay by card button on each one that takes cards, ready to print or send as a draft with the PDF.

One press moves money once

Recording a payment, a credit or a refund is saved in one step, so a double press, a retry or two open tabs never records it twice or sends money out twice.

Who pays slowest

Billing's Payments page shows how fast clients pay and who pays slowest, and its Clients page shows what each client owes and has paid this year.

Card wallet

A client can keep several cards on file, Stripe holds every card number, and the default only changes for a good reason such as expiry or two failures.

What sets it apartCard-on-file billing without the CRM ever touching a card number.

Sign, then pay the first month

After signing a monthly agreement, the client pays the first month by card in one step, the card is saved for future months, and a decline gets one polite try-another-card email.

What sets it apartSigning, first payment and the recurring plan happen in one flow.

Plans that bill themselves

Recurring plans collect by emailed invoice or by charging the card on file, and the Plans board shows every running plan with monthly and yearly totals in Canadian dollars.

Care plans from acceptance

A care plan is scheduled when a quote is accepted and started on delivery, with pause, resume and cancel at period end, and failed renewals drafted for follow-up.

Ask any contact for a card

Send any contact a secure link to add a card, valid for 60 days, with their consent recorded.

Monthly charge from the plan

A client's monthly charge is always read from their live plan, so the number on their record cannot drift from what is actually billed.

Knows how each client pays

The invoice and plan builders know whether a client pays by card or invoice and default to the card on file.

Card installments on the agreed day

A payment the signed agreement charges to a saved card is charged on the day it sets, or invoiced by email and text when no card is saved, and wording it cannot read for sure waits for a person.

Signing sets up the monthly plans

When a client signs, each monthly service in the agreement becomes a plan waiting to start, so launch day is setting one date instead of building plans by hand.