QuickBooks^® Request for Payment Invoicing

While QuickBooks Online (QBO) primarily handles accounting and financial data, it doesn't directly support real-time collaboration like a shared spreadsheet would. However, you can use external tools and processes to facilitate a workflow where payees can match, merge, and clear Request for Payments (RfP) with your Aging Request to Pay spreadsheet. Here's a suggested approach:

1. Shared Spreadsheet:

• Maintain a shared spreadsheet (e.g., Google Sheets) accessible to both payers and payees.

2. Columns for Matching and Clearing:

• Include columns in the spreadsheet to facilitate matching and clearing of payments.

• Match Status: A column to indicate if the payment matches the request (e.g., Yes/No).
• Merge Status: A column to indicate if multiple requests have been merged (e.g., Yes/No).
• Clearance Status: A column to mark when the payment is cleared.

3. Unique Identifiers:

• Assign unique identifiers to each Request for Payment (RfP) and corresponding payments. This ensures accurate matching.

4. Payee Collaboration:

• Allow payees to update the spreadsheet to mark matches, merges, and clearances.
• Payees can periodically review the aging requests and update the match, merge, and clearance statuses based on their records.

5. Notification System:

• Implement a notification system to alert payees when new payments are recorded in QBO. This can be done through automated emails or other communication channels.

6. Regular Review Meetings:

• Conduct regular meetings or check-ins between payers and payees to discuss and resolve any discrepancies or issues.

7. Integration with QBO:

• Manually update the spreadsheet based on the payment information recorded in QBO.
• Alternatively, explore if there are third-party tools or integrations that can sync data between your shared spreadsheet and QBO.

Example Structure:

Note:

• This approach requires manual input from both parties and involves regular communication.
• It's crucial to maintain accurate and up-to-date records in both the spreadsheet and QBO.
• Security measures should be in place to protect sensitive financial information.

While this approach adds a layer of manual coordination, it can be effective in situations where real-time collaboration within QBO is not directly supported. Always ensure that any external tools or processes comply with your organization's security and data protection policies.