What can you do with rules?
By using our Smart Rules, you can fill in the gaps in the data you are missing during the synchronization to QuickBooks or build a flow to trigger an action outside QuickBooks such as send a notification email (thank you emails/reminders), a text message, etc.
You can apply or edit classes/locations/tax/payment method/product names etc. in QuickBooks for synchronized transactions based on customer/product names/description/amount etc.
Why are data missing? Simply because the systems like let’s say Stripe and QuickBooks are built for different tasks, which means Stripe doesn’t have any accounts or classes but you might want to have them in QuickBooks.
Missing data filling example:
Let’s say you want all the transactions where the total amount is equal or greater than 100 from Stripe to be applied to a specific class, e.g., Food in QuickBooks.
Once a Sales Receipt/Invoice is synchronized to your QuickBooks it triggers an update of the receipt and the class selected in Synder will be applied.
Here it is the transaction in QuickBooks after the sync and update:
By creating a rule you can update any synchronized transaction adding missing data or correcting recorded data to make sure there is nothing you need to edit manually to have your books accurate and detailed. This provides you with each and every detailed reporting opportunity and ability to take informed decisions for your business.
How do Rules work?
Rules work on the basis of if-then conditions so you can create flows and make Synder adapt to your needs. The process contains 2 phases:
- Synchronization of a transaction from the payment processor/e-commerce to your accounting system.
- Update of the created QuickBooks transaction based on the information inside of it, which happens almost instantly based on the conditions of the flow.
Below is an example on how to create a rule to apply class for payment transactions. However you can use the same principle to build any flow and adjust Synder to your specific needs.
1. Go to Smart rules tab on the left menu → Rules → green Create rule button
2. As a trigger that starts the flow we select the Sales Receipt → Created → Rule* button. Once you sync a transaction via Synder, you will have both Expense and Sales Receipt/Invoice created in QuickBooks, and the created sales receipt will trigger a rule to work.
*Rule means that you are going to specify additional conditions for the rule to be applied to specific Sales Receipts. You can select Action right away if you want the flow to be applied to each of the synchronized Sales Receipts.
3. Now we start to build our if-then algorithm. From the “Select field” dropdown select Amount → Greater or equals → 100 → click Yes. That means if the amount of a transaction equals or is greater than 100, then the action described at the next step will be applied to the sales receipt.
4. You can continue creating rules (conditions) but for our current flow we select the Actions button. Select QuickBooks action to be applied to Sales Receipt → Update current* → Set QuickBooks entity data.
*Update Current – an option to update currently synchronized Sales Receipt which triggered the flow.
5. Select Current customer* → mark “Update all” checkbox** → enter the class you want to be applied to each product line of the transaction if it matches previously set condition → click Submit button.
*Current customer – select this option to leave customer name as is for the Sales Receipt.
**Update all – check this box to update all the existing product lines in the transaction as opposed to add new ones to the transaction.
6. Save the flow and synchronize a test transaction in the Transactions tab of the left-hand side menu in Synder.
Once a transaction which is compliant with the selected criterias is synced you can go to Rules -> Executions tab to check if the rule was triggered and applied. Use the “Show object” link to open the log of the transaction updated by the flow.
Please check the results on the QuickBooks side to see that the class is applied automatically. Here you go: