QuickBooks AR Automation, Powered by AI
Stop building invoices by hand in QuickBooks. LedgerUp automates invoicing, collections, and reconciliation — directly from your CRM, contracts, and inbox.
How it works
From deal close to QBO invoice, collections, and reconciliation — automatically.
CRMDeal closed in HubSpot, Salesforce, or Attio
AriContract terms extracted, invoice built
QuickBooksCustomer + invoice created in QBO
SlackTeam notified, payment tracked
Ari receives the deal event, reads the contract, creates the QuickBooks invoice, runs collections, and reconciles payments.
QuickBooks AR automation connects your CRM, contracts, and payment systems to QuickBooks Online so invoices are created automatically, collections run on autopilot, and every payment reconciles without manual journal entries. LedgerUp is the AI layer between your revenue tools and QuickBooks — purpose-built for B2B teams scaling AR without scaling headcount. For the billing mechanics — recurring invoices from contract terms, proration, and multi-entity routing — see the QuickBooks contract billing automation guide.
What LedgerUp does with QuickBooks
End-to-end AR automation — from invoice creation to collections to reconciliation.
CRM Deal to QuickBooks Invoice
When deals close in HubSpot, Salesforce, or Attio, LedgerUp creates QuickBooks invoices with the right amounts, terms, and items — no manual entry, no copy-paste from contract to QBO.
AI Contract Term Extraction
Ari reads contract PDFs and extracts payment terms, billing schedules, and line items. QuickBooks invoices match what was signed, not what someone typed at month-end.
Automated Collections on Net Terms
LedgerUp sends payment reminders before and after due dates, escalates overdue accounts, and tracks every customer reply. Your team focuses on exceptions, not chasing emails.
Stripe & Bank Reconciliation
Match Stripe payouts, ACH, wires, and check deposits to QuickBooks invoices automatically. Processing fees and partial payments are handled without spreadsheets.
Recurring & Milestone Billing
Annual contracts, monthly retainers, milestone billing, and one-off invoices — all generated from CRM data on the right schedule.
AR Status Back to CRM
Invoice status, payment dates, and overdue flags sync back to your CRM. Sales and CS see collection status without bothering finance.
LedgerUp vs Other QuickBooks AR Tools
How LedgerUp compares to Bill.com, native QuickBooks Online features, and Versapay.
| Feature | LedgerUp | Bill.com | QBO native | Versapay |
|---|---|---|---|---|
| Auto-create invoice on deal close | Yes, AI-powered | Manual entry | Manual entry | Configuration required |
| Contract PDF extraction | Automatic | Not available | Not available | Not available |
| Collections automation | Built-in AI dunning | Basic reminders | Basic reminders | Yes |
| Stripe/bank reconciliation | Automatic | Limited | Bank feed only | Add-on |
| Implementation time | Days | 2-4 weeks | Built-in | 4-8 weeks |
| Requires developers | No | No | No | Sometimes |
| Best for | B2B teams scaling AR without headcount | AP-first finance teams | Solo founders, very small teams | Mid-market with IT resources |
QuickBooks AR automation use cases
How B2B teams automate billing, collections, and reconciliation in QuickBooks.
B2B Subscription Billing
Annual or monthly contracts close in your CRM — LedgerUp creates QuickBooks invoices on the right cadence with the right amount.
$3,500/month annual contract becomes 12 scheduled QBO invoices automatically.
Net 30/60 Collections
B2B customers don’t pay on time without nudging. Ari sends polite, persistent reminders and escalates the accounts that need a human.
Average DSO drops by 9+ days without anyone manually chasing email threads.
Stripe Payout Reconciliation
Daily Stripe payouts matched to QuickBooks invoices. Processing fees posted to the correct account. Chargebacks and refunds reconciled automatically.
A $9,420 Stripe payout reconciles 14 invoices and posts $283 of fees in seconds.
QuickBooks AR automation FAQ
Common questions about automating billing, AR, and reconciliation in QuickBooks.
Which version of QuickBooks does LedgerUp work with?
LedgerUp connects to QuickBooks Online via the official QuickBooks API. We support all QBO plans that include invoicing — Simple Start, Essentials, Plus, and Advanced.
How does LedgerUp connect to QuickBooks?
Via OAuth and the QuickBooks Online API. Setup takes a few minutes. We create and update customers, invoices, payment records, and credit memos with full audit logging.
Will LedgerUp replace QuickBooks?
No. QuickBooks remains your system of record for accounting and reporting. LedgerUp is the AI layer that handles the manual work around QuickBooks — invoice creation, collections, and reconciliation.
How does Stripe reconciliation work with QuickBooks?
LedgerUp ingests Stripe payouts, matches each charge back to the correct QBO invoice, posts processing fees to your fees account, and reconciles chargebacks and refunds — without spreadsheets.
How is this different from Bill.com or Versapay?
Bill.com is primarily an AP tool. Versapay is a payment portal and add-on. LedgerUp is an AI teammate that handles the whole AR workflow — reading contracts, building invoices, running collections, reconciling payments, and answering customer billing questions.
How long does implementation take?
Most teams go live in days, not weeks. Connect QuickBooks, connect your CRM and inbox, and Ari starts handling work the same week.
How do I automatically apply payments to the right invoices in QuickBooks?
Ari matches incoming payments — ACH, checks, Stripe payouts, wires — to open QuickBooks invoices using amount, customer, remittance data, and payment history. Matched payments are recorded against the correct invoice automatically; ambiguous ones are routed to Slack for a one-click confirmation instead of sitting unapplied.
Can LedgerUp automate credit memos and refunds in QuickBooks when contract terms change?
Yes. When a contract is amended, downgraded, or cancelled, Ari calculates the adjustment against the original invoice, creates the credit memo or refund in QuickBooks with the right amounts and accounts, and links it to the source contract change so the audit trail stays intact.
Can I require invoice approvals before anything posts to QuickBooks?
Yes. You define the rules — over a dollar threshold, one-time fees, non-standard terms — and Ari routes those invoices to the right approver in Slack before posting. Standard invoices post automatically; exceptions wait for a human.
How does LedgerUp help with month-end close for invoicing and AR in QuickBooks?
By month-end, the work is already done: invoices posted, payments applied, credits linked, and Stripe payouts reconciled continuously through the month. Close becomes a review of exceptions Ari has already flagged rather than a multi-day catch-up on unapplied payments and missing invoices.
How do I automate proration and mid-cycle upgrades or downgrades in QuickBooks?
When a contract is amended mid-cycle, Ari calculates the proration — a daily rate on the days remaining in the billing period — and posts an incremental invoice for upgrades or a linked credit memo for downgrades. The original invoice is never edited, so payment matching and the audit trail stay intact. See the QuickBooks contract billing automation guide for the full mechanics.
Can LedgerUp automate recurring invoices in QuickBooks from contract terms?
Yes. Instead of a static QuickBooks recurring template, LedgerUp generates each invoice from the signed contract at billing time — so annual escalators, renewals at new pricing, milestone billings, and usage lines apply automatically without anyone editing a template.
What are common QuickBooks AR automation mistakes to avoid?
The big four: syncing invoice data without validating it against the signed contract, letting unmatched payments pile up as unapplied credits, automating reminders without payment-status sync (so customers get dunned after paying), and creating duplicate customer records from multiple source systems. LedgerUp is designed around preventing all four.