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Documentation Index

Fetch the complete documentation index at: https://newie.mintlify.app/llms.txt

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Why Connect Newie + QuickBooks

For businesses that bill in Newie and reconcile in QuickBooks Online. For most providers, the cleanest pattern is to let QuickBooks’ Banking feed import each Newie payout, then attach the Individual Payout Download as the supporting document. Use the payout report to support the accounting treatment your accountant recommends for sales, fees, refunds, and tax. Per-transaction Zapier invoicing is also available for lower-volume businesses, but it has fee-handling tradeoffs. When a Newie payout hits the bank account, QuickBooks’ Banking feed imports the deposit. Let QuickBooks create the deposit or money-in record, then attach the matching Individual Payout Download for that payout. This is the approach we recommend for most businesses. Why It Works Well
  • The bank-feed deposit and the Newie payout already match by amount, so reconciliation is one click.
  • The payout report shows how Newie’s fees, refunds, and adjustments contribute to the amount that hit the bank, so the accountant can review the payout detail from one supporting document.
  • The customer’s Payment Method Country is preserved in the Newie payout report, which helps you and your accountant review domestic and overseas payment-method transactions where needed.
  • High-volume businesses avoid hundreds of QuickBooks records: one QuickBooks entry per bank deposit, one attached report per entry.
How to Set It Up
  1. Connect the bank account that receives Newie payouts to QuickBooks via the Banking section. When a Newie payout hits the account, QuickBooks imports the deposit automatically.
  2. In Newie, open Payouts, select the matching payout, and download the Individual Payout Download as PDF or CSV.
  3. In QuickBooks, match the bank-feed deposit to a new Bank Deposit or Sales Receipt using the revenue, fee, refund, and tax treatment your accountant recommends, and attach the Individual Payout Download (PDF or CSV).
  4. Repeat for each payout. Most businesses can attach the Individual Payout Download and stop there; add line-by-line detail only if you or your accountant want it.
See Reports & Reporting for report details.

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Alternative: Per-transaction Zapier integration

For lower-volume businesses that want each Newie sale to appear as its own QuickBooks invoice or sales receipt, Zapier can drive that flow. Before choosing it:
  • Fee handling. Newie’s transaction fees are not cleanly captured by per-transaction Zaps. You still need to reconcile fees against the Newie payout report.
  • Volume. Hundreds of transactions per month mean hundreds of QuickBooks records - the payout-based approach is much cleaner at scale.
  • Coverage. Zapier handles customer, subscription, purchase, and payment events. It does not send payout reports, payout batches, or payout fee breakdowns - those still come from the Payouts section in Newie.
  • Plan. QuickBooks Online is a premium Zapier app, so a paid Zapier plan is required. The Zapier QuickBooks app is for QuickBooks Online, not QuickBooks Desktop.
Common Zaps Payment Paid → QuickBooks Online: Create Sales Receipt For paid-up-front flows where QuickBooks does not need its own invoice first, log the confirmed Newie payment as a sales receipt. Map customer email/name, service name (as product/service), and amount. Payment Paid → QuickBooks Online: Create Invoice If you prefer to keep a QuickBooks invoice trail, create a QuickBooks invoice and then a QuickBooks payment against it. Map customer, line item, and amount. Subscription Started → QuickBooks Online: Create Customer When billing starts and the subscription becomes active, create the matching customer record in QuickBooks so future invoices have somewhere to land. Payment Voided → Slack/Email notification Notify finance to handle refunds/voids manually. Automating credit memos in QuickBooks can get messy without human review. What You’ll Need
  • Newie account with Zapier connected (Settings → Integrations → Zapier)
  • A QuickBooks Online subscription
  • A paid Zapier plan, because QuickBooks Online is a premium Zapier app
  • A revenue account and at least one product/service set up in QuickBooks to map invoice line items to
Setup at a Glance
  1. In Newie, go to Settings → Integrations → Zapier and copy your API token.
  2. In Zapier, create a new Zap and choose Newie as the trigger. Pick Payment Paid.
  3. Connect QuickBooks Online as the action app and authorize the correct company file.
  4. Choose Create Sales Receipt or Create Invoice.
  5. Map Newie’s customer details to the QuickBooks customer (use Find Customer first if you want to avoid duplicates), then map service name and amount to the line item.
  6. Test with a real successful payment, then enable.
See Connecting Newie to Zapier for Zapier setup details.

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Notes

  • The payout-based approach is recommended for most providers, especially steady or higher-volume businesses. Per-transaction Zapier suits businesses that want individual-sale visibility in QuickBooks and are comfortable reconciling fees separately.
  • Use Newie’s payout reports when reviewing fees, refunds, and the per-transaction Payment Method Country. Payment Method Country can help review domestic and overseas payment-method transactions, but it is not a final tax-residence determination. See Reports & Reporting.
  • Use Find Customer (with create-if-missing) before the Create Invoice step to avoid duplicate customer records.
  • Always trigger QuickBooks invoice and receipt workflows on Payment Paid. Do not use Subscription Created for successful-payment accounting, because Subscription Created fires when the customer first purchases and can be earlier than the billing start date. For BECS Direct Debit, Zapier does not expose a Payment Created trigger, so users cannot build QuickBooks invoice or receipt automations that fire at submission. Payment Paid fires only after bank confirmation, when the related Newie invoice is marked Paid. Payment Paid can still fire while funds are clearing for payout.
  • Tax: configure tax codes inside QuickBooks per product/service with your accountant rather than trying to compute tax in Zapier.
Last updated: 2026-05-31