QuickBooks SyncPay

QuickBooks SyncPay lets you process payments and sync transaction data directly inside QuickBooks without logging into the Gateway. It supports QuickBooks Pro, Premier, and Enterprise (2007 and newer).

With SyncPay, you can:

  • Take payments on invoices and sales receipts
  • Save customer payment details to the Customer Vault
  • Sync settled Gateway transactions back into QuickBooks
  • Record deposits, refunds, voids, and returns without duplication

Install QuickBooks SyncPay

  1. Log in to the EPD Gateway
  2. From the home screen, click QuickBooks
  3. Download QuickBooks SyncPay
  4. Accept the license agreement
  5. Use the default install location
  6. Continue even if QuickBooks appears to be running
  7. When prompted, relaunch QuickBooks and log in as the QuickBooks ADMIN user
    • This is required for installation only
  8. Allow access:
    • Select Yes, always allow access even if QuickBooks is not running
    • If prompted, select ADMIN and allow access to personal data
  9. Approve the digital certificate and complete installation

After install, QuickBooks will close and reopen. You may then log in as any user.

Configure the Plugin

  1. In QuickBooks, go to Customers → Payment Gateway Plugin → Configuration
  2. Enter your Gateway username and password
  3. Choose optional settings (receipts, signatures, printer)
  4. Click Update

The plugin is now ready to use.

Process Invoice Payments

  1. Go to Customers → Payment Gateway Plugin → Process Sale
  2. Select a customer
  3. Choose how to apply the payment:
    • Apply to a specific invoice, or
    • Apply across open invoices (supports underpayments)
  4. Enter card details or swipe a supported reader
  5. Optional:
    • Update customer info in QuickBooks
    • Save payment info to the Customer Vault
  6. Click Process and Close

The invoice is marked paid and synced automatically.

Process Sales Receipts

  1. Create a Sales Receipt in QuickBooks
  2. Make sure the Intuit payment box is NOT checked
  3. Save the receipt and choose Process when prompted
  4. Complete the payment in the SyncPay window

The transaction ID is stored on the receipt for reference.

Use Saved Vault Cards

If a customer was previously saved to the Customer Vault:

  • The plugin will detect it
  • You can charge the card on file without re-entering details
  • New cards can still be entered for one-time or updated use

Sync Gateway Transactions Into QuickBooks

SyncPay can also pull in transactions that were not run through QuickBooks, such as:

  • Website transactions
  • Mobile payments
  • Virtual Terminal sales

Run a Sync

  1. Go to Customers → Payment Gateway Plugin → Gateway Sync
  2. Choose to sync settled transactions only
  3. Select a QuickBooks deposit account
  4. Match or create customers as needed
  5. Choose how to record transactions:
    • Receive payments on invoices (most common)
    • Or create sales receipts
  6. Click Import Transactions and Record Deposits

SyncPay:

  • Prevents duplicate entries
  • Can import voids, refunds, and ACH returns
  • Records batch deposits correctly

Key Benefits

  • Process payments without leaving QuickBooks
  • Sync Gateway activity automatically
  • Avoid double entry
  • Maintain clean accounting records
  • Safely store payment data in the Gateway, not QuickBooks

Video Walkthrough

Watch the full video below for a step-by-step walkthrough of installing QuickBooks SyncPay, processing invoice and sales receipt payments, using the Customer Vault, and syncing Gateway transactions into QuickBooks: