Does AutoPay charge the Customer if a payment was applied in QuickBooks?

Applies to: Maxio, QuickBooks Integration

AutoPay behavior depends on whether a payment was applied in QuickBooks before or after the e-Bill was sent.

Answer

• If the invoice was marked paid in QuickBooks before the e-Bill was sent, AutoPay charges only the remaining balance
• If it was marked paid after the e-Bill was sent, AutoPay will still attempt to charge the full amount.

To avoid duplicate payments, confirm QuickBooks updates before sending e-Bills.

Why the timing matters

An invoice is created in Maxio; the invoice is marked as an e-Bill and is set to Autopay. The e-Bill is then synced to QuickBooks and subsequently paid in full in QuickBooks. Another Maxio/QuickBooks sync occurs which reflects the invoice as paid in Maxio.

If an invoice is synced back to Maxio with payment information before it is sent as an e-Bill, the e-Bill will show zero balance and will not Autopay. Similarly, if an invoice that is set to AutoPay and synced to QuickBooks and the invoice is later partially paid in QuickBooks before it is sent as an e-Bill, the Customer will only be charged the e-Bill balance.

If an e-Bill that is set to Autopay is sent to the Customer and then the invoice is later marked as paid in QuickBooks and that paid status is synced to Maxio, the Maxio Bills server will not know about that and it will still Autopay. In other words, assuming there were no payments applied in QuickBooks before the e-Bill was sent to the Customer, AutoPay will charge the customer the full amount of the e-Bill.