Short Answer
Every Amazon, Shopify, or eBay payout processed by A2X will trigger a Zap that fetches the detailed breakdown and attaches it as a permanent 'Attachable' file to the corresponding QuickBooks Journal Entry. Accountants gain 100% visibility without manual document uploads.
The Problem
Manual reconciliation is prone to error, and compliance audits often fail when supporting documentation for summarized marketplace payouts is missing from the general ledger. While A2X sends the summary, it doesn't always automatically attach the granular settlement PDF to the specific QuickBooks Journal Entry, leaving a gap in the audit trail.
The Outcome
Every Amazon, Shopify, or eBay payout processed by A2X will trigger a Zap that fetches the detailed breakdown and attaches it as a permanent 'Attachable' file to the corresponding QuickBooks Journal Entry. Accountants gain 100% visibility without manual document uploads.
Step-by-Step Guide
1. **Trigger**: Choose the **A2X** app and select the **New Settlement Processed** trigger. Connect your A2X account via API Key.
2. **Filter by Zapier**: Add a 'Filter' step to ensure the Zap only continues if `Is_Posted_To_Accounting` is (Boolean) True. This prevents the Zap from running before the data exists in QuickBooks.
3. **Formatter (Text)**: Use 'Formatter by Zapier' -> 'Text' -> 'Extract Pattern'. Use the Settlement ID from A2X to format a string that matches your QuickBooks 'Private Note' or 'Memo' naming convention (e.g., `Settlement #{{settlement_id}}`).
4. **Action (Search)**: Choose **QuickBooks Online** and the action **Find Journal Entry**. Search by the 'Private Note' field using the formatted string from Step 3.
5. **Action (Compute)**: If the entry isn't found immediately, add a **Delay by Zapier** for 2 minutes to account for API latency between A2X and QBO.
6. **Action (Attachment)**: Select **QuickBooks Online** and the action **Create Attachment**.
7. **Map File**: In the 'File' field, select the `Settlement_PDF_URL` provided by A2X.
8. **Map Object**: Set the 'Attach to Object Type' to `JournalEntry` and the 'Attach to Object ID' to the ID found in Step 4.
9. **Test & Review**: Use a recent settlement to test the file upload. Check the 'Attachments' section at the bottom of the Journal Entry in QuickBooks Online.
Data Mapping
| A2X Source Field | QBO Destination Field | Transformation/Logic |
| :--- | :--- | :--- |
| `Settlement ID` | Private Note (Search) | Used to locate the correct record in QBO |
| `Settlement_PDF_URL` | File (Attachment) | Required: Zapier downloads and re-uploads this file |
| `Settlement_End_Date` | Note / Comment | Optional: For timestamping the attachment |
| `Marketplace_Name` | File Name | `Settlement_{{ID}}_{{Marketplace}}.pdf` via Formatter |
| `Internal_ID` | Attach to Object ID | Required: Links the file to the specific Journal Entry |
Gotchas & Failure Modes
• **Rate Limiting**: QuickBooks Online has a limit of 100 requests per minute; if syncing high-volume settlements, use a 'Delay' step to stagger executions.
• **File Size**: Zapier can only handle files up to 100MB; A2X PDFs are usually small, but CSV exports of 100k+ rows may exceed this.
• **Search Misses**: If A2X hasn't finished its native push to QBO, the 'Find Journal Entry' step will fail. Always use a 2-5 minute delay for safety.
• **Task Usage**: Each attachment counts as a multi-step Zap. Ensure your Zapier plan has sufficient task quota if you process daily settlements across multiple stores.
Verification Checklist
- [ ] Trigger test pulls recent settlement data from A2X.
- [ ] Formatter correctly isolates the Settlement ID string.
- [ ] QuickBooks Search finds the specific Journal Entry created by A2X.
- [ ] Zap History shows successful file download from the A2X URL.
- [ ] Journal Entry in QBO displays the PDF attachment icon with correct data.
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