Aligning Eviivo and QuickBooks for Accurate Financial Management
Learn how to synchronize Eviivo and QuickBooks to ensure accurate financial records and improve booking confirmations.
Historically, updates were primarily made in QuickBooks, with Eviivo often overlooked unless necessary for charging balances. As we move towards automating confirmations and issuing them from Eviivo, maintaining consistency between the two systems becomes crucial. This guide will help you understand the process of updating Eviivo to reflect accurate financial data, preventing discrepancies that could lead to misunderstandings with clients.
Let's get started
We need to shift our mindset. We've been focused on QuickBooks for a long time, but haven't paid much attention to Eviivo's financials, like what it says people owe. Generally, we don't care unless a booking comes through the website initially, as we need QB to match it in that case - however, if someone makes a change, like adding a pet fee or receiving a 10% discount, we've historically updated QuickBooks but not Eviivo. The only time we would update Eviivo is if we were going to charge the balance through it when they check in. At that time, if necessary, we would adjust Eviivo to match QuickBooks for charges. We need to change this mindset, which will be challenging for me at least, especially after 12 years of doing it a certain way.
The reason for this change is that we will begin automating SCIs from Eviivo and issuing more confirmations from Eviivo, even for direct bookings, as time progresses. They need to be accurate, so I will review the entire year to ensure every booking in Eviivo matches QuickBooks.
Moving forward, we need to ensure everything matches at all times. My concern is about a booking or an SCI from Eviivo showing the wrong amount. This could lead to guests arriving thinking they owe less than they actually do. To give you a quick example, I have a check-in later today. This guest booked in person some time ago. When I check QuickBooks, I see they paid $1,062.50.
If I check Eviivo, it doesn't show the payment. We only booked the dates without considering the finances. The invoice total is correct because Eviivo calculated it accurately when we made the booking, but we didn't apply a payment.
Open the booking in Eviivo. Navigate to the Payments tab. Let's check if there is an applied deposit or not.
Click payment method, and decide which method makes the most sense for the situation. I've been using external card reader, for example, if they paid through CardPointe ... although the manual extranet might be more accurate. But I don't really care about this at the moment. It's just a way of logging the fact they did pay us with a credit card.
Enter $1,062.50, and then record the charge.
It is not actually charging their card, by the way, no worries :)
It informs Eviivo that the amount has been charged. It shows that the amount was charged, and the balance is displayed here. If you compare it, you'll see it's the exact same amount.
We need to ensure these match before the automated e-mails are sent out. If this had been sent out a week ago, it wouldn't have been correct. It would have indicated that they owe the full amount of the invoice, which would understandably cause concern. We need to ensure these are accurate, and I'll take responsibility for it. I must review the entire year to confirm everything is current.
Additionally, it's important for everyone to know how to do this. If you're accessing a booking in Eviivo, please check to ensure it matches. If it doesn't, please try to make it match, and if you have questions or trouble, leave a note about it for me, and I'll take a look and do my best to make it match 👍