Automated PayPal Sales and Fee Reconciliation to QuickBooks Online (Make.com)

1. **Establish Connections**: In Make.com, create a new scenario. Add the **PayPal** module and connect using your PayPal Developer Client ID and Secret. Add the **QuickBooks Online** module and authorize your Intuit account. 2. **Trigger Step**: Add the **PayPal > Watch Transactions** module. Set the 'Limit' to 10 for initial testing. This will poll PayPal for new successful events. 3. **Search for Existing Customer**: Add the **QuickBooks Online > Search for Customers** module. Use the Filter menu to search where `Email` equals the `Payer Email` from PayPal. This prevents duplicate customer profiles. 4. **Conditional Logic (Router)**: Add a **Router**. - Path A: If the search result from Step 3 is empty, add **QuickBooks Online > Create a Customer** mapping the Payer Name and Email. - Path B: If the search result exists, proceed directly to the next step. 5. **Calculate Net and Fees**: Use a **Tools > Set Variable** module to handle currency conversion or fee calculation if needed. Specifically, use the formula `{{add(transaction.amount; transaction.fee)}}` to verify the gross total. 6. **Create Sales Receipt**: Add the **QuickBooks Online > Create a Sales Receipt** module. - Map `Customer Ref` to the ID from Step 3 or 4. - Set `Deposit to Account` to your 'PayPal Clearing' bank account. - Add two line items: - Line 1: Gross Sales (Positive Amount). - Line 2: PayPal Fee (Negative Amount mapped to your 'Merchant Fees' expense account). 7. **Duplicate Prevention (Data Store)**: Add a **Data Store > Add/replace a record** module at the end. Use the PayPal `Transaction ID` as the Key. Add a **Filter** before the QuickBooks modules to only proceed if the `Transaction ID` does *not* exist in the Data Store. 8. **Error Handling**: Right-click the QuickBooks modules and select **Add error handler**. Choose the `Ignore` or `Commit` directive to ensure the scenario doesn't stop if a single transaction fails due to a locked period in QuickBooks.

| PayPal Source Field | QuickBooks Destination Field | Transformation / Logic | | :--- | :--- | :--- | | `Payer Email` | `Customer: PrimaryEmailAddr` | `lower(email)` to ensure consistency | | `Transaction ID` | `SalesReceipt: DocNumber` | Map directly for audit trail | | `Gross Amount` | `SalesReceipt: Line 1 (Amount)` | Ensure positive value | | `Fee Amount` | `SalesReceipt: Line 2 (Amount)` | Use `{{-1 * fee}}` to record as deduction | | `Transaction Time` | `SalesReceipt: TxnDate` | `formatDate(time; YYYY-MM-DD)` | | `Currency` | `SalesReceipt: CurrencyRef` | Use Map toggle if using multi-currency |

* **Operation Quotas**: PayPal's 'Watch Transactions' is a polling trigger. Set the schedule to every 15-30 minutes to conserve Make.com operations. * **The 'Fee' Trap**: PayPal fees are often returned as negative numbers in some API versions but positive in others. Use the `abs()` function in Make and then multiply by `-1` to ensure it always subtracts from the Sales Receipt total. * **Locked Accounting Periods**: If you try to sync an old PayPal transaction into a closed period in QuickBooks, the module will fail. Use an Error Handler to catch these specific Intuit '400' errors. * **Mapping IDs**: Don't map the Customer Name; always map the `Customer ID` (Internal ID) obtained from the Search module to ensure QuickBooks links the record correctly.

- [ ] **Run Once**: Use the 'Run Once' button and select a specific PayPal Transaction ID from your history. - [ ] **Data Store Check**: Verify the Transaction ID was written to the Make Data Store to prevent future duplicates. - [ ] **Clearing Account Audit**: Open QuickBooks and ensure the Sales Receipt 'Deposit To' field is correctly set to 'PayPal Clearing' and NOT 'Undeposited Funds'. - [ ] **Fee Verification**: Confirm the total Sales Receipt amount equals the NET amount deposited into your PayPal account (Gross minus Fee). - [ ] **Dev Console Log**: Check the 'Inspector' in Make.com for each module to verify the JSON output from QuickBooks matches expectations.