Automated PayPal Sales reconciliation to QuickBooks Online (Make.com)

1. **Create Scenario:** Open Make.com and create a new scenario titled 'PayPal to QBO Sync'. 2. **Trigger Module:** Add the **PayPal > Watch Transactions** module. Create a connection using your PayPal Rest API credentials (Client ID and Secret). Set the status to 'Success'. 3. **Add Router:** Connect a Router module to filter only for 'S' (Sale) or 'T' (Transfer) types to avoid syncing internal adjustments unless desired. 4. **Search Customer:** Add the **QuickBooks Online > Search for a Customer** module. Map the `Payer Email` from PayPal to the `Email` field in QBO. 5. **Create Customer (Conditional):** Right-click the Search module, select 'Add error handler' (Ignore) OR use a Filter on the next module. If 'Total number of bundles' is 0, route to **QuickBooks Online > Create a Customer** using PayPal's Name and Email data. 6. **Create Sales Receipt:** Add **QuickBooks Online > Create a Sales Receipt**. Map `Gross Amount` to the line item. Use `Transaction ID` for the Reference Number. Set the 'Deposit To' account to your 'PayPal Clearing' Asset account. 7. **Record Fees:** Add **QuickBooks Online > Create an Expense**. Map the `Fee Amount` from PayPal to your 'Bank Service Charges' account. This ensures the Net amount in QBO matches the Net amount in your PayPal balance. 8. **Error Handling:** Right-click the QBO modules and select 'Add Error Handler'. Use the **Break** directive to store failed executions for manual review without stopping the entire scenario. 9. **Schedule:** Click the clock icon on the Trigger and set the interval (e.g., every 15 minutes) or set to 'Immediately' if using Webhooks.

| PayPal Field | QBO Field | Make.com Transformation/Logic | | :--- | :--- | :--- | | `Payer Email` | `Email` | `lower(Payer Email)` - ensures consistency | | `Gross Amount` | `Amount` | `parseNumber(Gross Amount)` - ensures numeric format | | `Transaction ID` | `DocNumber` | `Transaction ID` (Required for duplicate prevention) | | `Transaction Fee` | `Expense Amount` | `abs(Fee Amount)` - converts negative PayPal fee to positive QBO expense | | `Transaction Date` | `TxnDate` | `formatDate(Date; YYYY-MM-DD)` | | `Item Name` | `Description` | `ifempty(Item Name; "PayPal Transaction")` |

• **Rate Limiting:** QuickBooks Online API has strict rate limits. If processing >100 transactions at once, use a **Sleep** module or the 'Commit' feature in Make to batch updates. • **Currency Mismatch:** If your PayPal receives USD and QBO is in GBP, ensure the 'Currency' field in the QBO module is mapped; otherwise, it defaults to home currency and causes balance errors. • **The 'Duplicate' Error:** QBO will throw a 400 Error if a `DocNumber` (Transaction ID) already exists. Always use a 'Search' module or an 'Ignore' error handler on the Sales Receipt module to prevent scenario stoppage. • **Operation Quotas:** Keep an eye on your Make.com 'Operations' usage. Using a Router to filter unwanted transaction types early preserves your monthly quota.

- [ ] Run the scenario once using the 'Run Once' button with a specific Transaction ID from PayPal. - [ ] Confirm in the Make.com execution log that the 'Search Customer' module correctly identified matches. - [ ] Verify in QuickBooks that the Sales Receipt Gross Amount + Bank Fee Expense = Net Deposit. - [ ] Check 'Incomplete Executions' tab in Make.com to ensure error handlers are catching data gaps. - [ ] Enable the scenario and verify the 'PayPal Clearing' account balance increases correctly in QBO.