A2X Payout Reconciliation and Document Archival (n8n)

Automatically sync A2X settlement data to QuickBooks with audit-ready PDF attachments using n8n.

Tools: A2X → QuickBooks

Platform: n8n

Short Answer

A fully automated workflow in n8n that detects a finalized A2X settlement, fetches the detailed financial summary, creates a Journal Entry in QuickBooks, and attaches the source documentation for 100% audit compliance.

The Problem

Finance teams often struggle with 'black box' accounting entries where a single Journal Entry represents thousands of transactions. Without manual intervention, there is no direct link between the QuickBooks record and the source PDF settlement from A2X, leading to audit delays and reconciliation gaps.

The Outcome

A fully automated workflow in n8n that detects a finalized A2X settlement, fetches the detailed financial summary, creates a Journal Entry in QuickBooks, and attaches the source documentation for 100% audit compliance.

Step-by-Step Guide

1. **Create Webhook Trigger**: Add a 'Webhook Node' in n8n. Set the HTTP Method to `POST`. Copy the Production URL and paste it into your A2X 'Outgoing Webhooks' settings. 2. **Configure A2X Credentials**: Create a 'Header Auth' credential in n8n to store your A2X API Key for subsequent GET requests. 3. **Fetch Settlement Document**: Add an 'HTTP Request' node. Use the `settlement_id` from the webhook to call the A2X API and download the PDF/CSV summary. Set the 'Response Format' to `File`. 4. **Data Transformation (The Code Node)**: Use a 'Code' node to transform the A2X JSON array into the specific QBO `Line` object format. Ensure debits and credits balance to zero using an expression like `{{ $json.total.amount }}`. 5. **Check for Ledger Accounts**: Add a 'QuickBooks Online' node with the 'Resource: Account' and 'Operation: Get All'. Filter by name to ensure the account exists before posting. 6. **Create Journal Entry**: Add a 'QuickBooks Online' node. Set 'Resource: Journal Entry' and 'Operation: Create'. Map the expressions from your Code node to the 'Line' parameter. 7. **Map Currency**: Use the n8n expression `{{ $json.currency || 'USD' }}` to handle multi-currency settlements dynamically via the QBO `CurrencyRef` field. 8. **Upload PDF Attachment**: Add another 'QuickBooks Online' node. Select 'Resource: Attachable' and 'Operation: Create'. Reference the `JournalEntryId` from the previous step and the binary file from Step 3. 9. **Implement Error Handling**: Create a 'Sticky Note' and an 'Error Trigger' node. Connect the Error Trigger to a 'Slack' or 'Email' node to notify the accounting team if a settlement fails due to a mapping error.