A2X Settlement Auto-Archiver & Audit Trail (Zapier)

Automatically attach A2X settlement summaries to QuickBooks Online Journal Entries for audit-proof accounting.

Tools: A2X → QuickBooks

Platform: Zapier

Short Answer

Every Amazon, Shopify, or eBay payout processed by A2X will trigger a Zap that fetches the detailed breakdown and attaches it as a permanent 'Attachable' file to the corresponding QuickBooks Journal Entry. Accountants gain 100% visibility without manual document uploads.

The Problem

Manual reconciliation is prone to error, and compliance audits often fail when supporting documentation for summarized marketplace payouts is missing from the general ledger. While A2X sends the summary, it doesn't always automatically attach the granular settlement PDF to the specific QuickBooks Journal Entry, leaving a gap in the audit trail.

The Outcome

Every Amazon, Shopify, or eBay payout processed by A2X will trigger a Zap that fetches the detailed breakdown and attaches it as a permanent 'Attachable' file to the corresponding QuickBooks Journal Entry. Accountants gain 100% visibility without manual document uploads.

Step-by-Step Guide

1. **Trigger**: Choose the **A2X** app and select the **New Settlement Processed** trigger. Connect your A2X account via API Key. 2. **Filter by Zapier**: Add a 'Filter' step to ensure the Zap only continues if `Is_Posted_To_Accounting` is (Boolean) True. This prevents the Zap from running before the data exists in QuickBooks. 3. **Formatter (Text)**: Use 'Formatter by Zapier' -> 'Text' -> 'Extract Pattern'. Use the Settlement ID from A2X to format a string that matches your QuickBooks 'Private Note' or 'Memo' naming convention (e.g., `Settlement #{{settlement_id}}`). 4. **Action (Search)**: Choose **QuickBooks Online** and the action **Find Journal Entry**. Search by the 'Private Note' field using the formatted string from Step 3. 5. **Action (Compute)**: If the entry isn't found immediately, add a **Delay by Zapier** for 2 minutes to account for API latency between A2X and QBO. 6. **Action (Attachment)**: Select **QuickBooks Online** and the action **Create Attachment**. 7. **Map File**: In the 'File' field, select the `Settlement_PDF_URL` provided by A2X. 8. **Map Object**: Set the 'Attach to Object Type' to `JournalEntry` and the 'Attach to Object ID' to the ID found in Step 4. 9. **Test & Review**: Use a recent settlement to test the file upload. Check the 'Attachments' section at the bottom of the Journal Entry in QuickBooks Online.