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Overview

Newie and QuickBooks Online work together when collection and accounting need separate systems. Newie keeps the sale, fee, refund, and payout detail; QuickBooks keeps the accounting record and reconciliation workflow. 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 report. This is the approach we recommend for most businesses. Why It Works Well
  • The bank-feed deposit and the Newie payout should match by amount, which makes reconciliation easier to review.
  • 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 for domestic and overseas payment-method review.
  • 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, then tap Download and choose 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 downloaded payout report.
  4. Repeat for each payout. Most businesses can attach the individual payout report 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. Zapier’s QuickBooks app connects to QuickBooks Online.
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 connected to 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. If you have not connected Newie yet, follow Connecting Newie to Zapier first.
  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 turn on the Zap.

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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 themselves.
  • Use Newie’s payout reports when reviewing fees, refunds, and the per-transaction Payment Method Country. Payment Method Country is useful for domestic and overseas payment-method review, 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.
  • Trigger QuickBooks invoice and receipt workflows from Payment Paid.
  • Do not use Subscription Created for successful-payment accounting. It fires when the customer first purchases and can be earlier than the billing start date.
  • For BECS Direct Debit, Zapier does not expose Payment Created. Payment Paid fires after bank confirmation, when the related Newie invoice is marked Paid. Funds can still be clearing for payout after that trigger fires.
  • Tax: configure tax codes inside QuickBooks per product/service with your accountant rather than trying to compute tax in Zapier.
Last updated: 2026-06-26