SteadMatch / Cash application
Read the remittance. Find the invoices. Review the differences. Turn check and ACH payment advice into clear invoice allocations and validated QuickBooks payment records.
From $149/month after trial · Credit card required
Start in dry-run mode before enabling live posting.
Customer remittance
One ACH · six invoice references
+ 3 more invoices
SteadMatch organizes the allocation
Payment previewCash received
$12,000.00
From remittance to record
Your remittance workspaceYour accounting systemExtract the payer, amounts and invoice references from the source document.
Workflow illustration · Automatic posting is optional.
One receipt. The whole story.
A single deposit can cover dozens of invoices, a credit memo, and a deduction. SteadMatch helps connect that detail to your open QuickBooks invoices, with a specific reason beside each item that needs attention.
01 / Capture
Forward payment emails or upload remittance PDFs and check scans. Keep the source document with the payment.
02 / Match
Extract references and amounts, then compare them with the customer's open QuickBooks invoices.
03 / Review
Check deductions, existing credits, and unclear references. See what remains open before accepting an allocation.
04 / Record
After validation and authorization, record the cash already received against the selected invoices in QuickBooks.
Automation with a review path
SteadMatch reads customer remittances and proposes QuickBooks invoice matches. Every plan includes manual approval. Growth and Scale, and one-user trials, also offer optional automatic posting for eligible matches. Unclear payments stay in review.
Forward an email or upload a PDF or check image.
Extract the payer, cash amount and invoice references.
Check the customer, allocations and current balances.
Eligible single-invoice match
With auto-approval enabled, a validated match meeting your configured confidence threshold can post when live posting and safeguards permit. With manual approval selected, it waits for you.
Automatic posting · Growth, Scale and trials
Exception or multi-invoice payment
See the original document, proposed allocations and a specific review reason. Correct references, inspect credits or sync missing invoices, then approve the whole payment. Multi-invoice lump sums currently require review.
See the review workspace →After authorized posting
Check the QuickBooks payment, invoice balances and recorded attachment outcome. Group payments into a deposit when using Undeposited Funds. Your team completes the bank-feed match inside QuickBooks.
Test Mode controls whether anything posts. When it is on, approvals are rehearsals and no payments are written to QuickBooks.
Approval mode controls who approves. Keep automatic intake and matching while requiring a person to approve every payment.
Tested workflow · fictional sandbox records
In our QuickBooks sandbox test, $1,000 cash and a $50 existing credit settled $1,050 across three invoice allocations. We verified the payment, source attachment, deposit and remaining balances. A fictional statement row was then matched to that same deposit inside QuickBooks.
Sandbox validation, not a customer case study or measured customer result. Real inbound email processing was tested separately. A live bank download and one continuous real-customer pilot remain to be verified.
A partial payment leaves the remaining balance visible. It does not silently write it off.
Your workflow, your pace
Every plan reads your remittances, proposes invoice matches and gives you a complete review path into QuickBooks. Growth adds tools for recurring work and a team.
Compare plans and allowances ↗Starter · $149/month
Growth · $399/month
Try Growth features for 14 days. One user, 50 payments and 250 document pages. Team review begins on paid Growth or Scale.
Start your trial ↗Card required. Your selected plan begins after the trial unless you cancel. Test Mode blocks QuickBooks writes; automatic posting remains optional and subject to validation. Multi-invoice payments require review.
Inside SteadMatch
Inspect allocations, remaining balances, credits, and net cash in the actual product interface. Switch between the examples below to see the review in context.
See where every dollar will go.
Review the customer, cash received, invoice allocations, and balances after application before confirming the payment.
The differences stay visible
Check existing credit memos against the customer and available balance. Review the invoice allocations, credits, and cash together. Missing credits and unexplained deductions remain decisions for your team.
Explore short payments and creditsIllustrative payment allocation
Same customer. Available credit verified. Net cash explained.
Fictional figures. An example of the review, not a posted payment.
The QuickBooks side
SteadMatch records money your customer has already paid. When live posting is enabled and validation passes, the result is a QuickBooks customer Payment record—the Receive Payment workflow—with the supported invoice and credit allocations.
Read about access and data handlingInspect proposed matches before enabling live posting.
Use Undeposited Funds for deposit batching or an eligible bank account according to your configured workflow.
Keep the source document and recorded actions with the payment history.
Your team reviews the bank transaction against the recorded payment or deposit. Suggested matches depend on the QuickBooks records.
Know the workflow
Start with your documents, review the proposed allocations, and verify your QuickBooks results. Here are the controls and limits to discuss before enabling live posting.
Is it a fit?
A practical fit for QuickBooks Online teams receiving customer checks and ACH payments that cover multiple invoices.
A typical remittance
Include a straightforward example and one with a credit, deduction, or unclear reference.
Your payment volume
An estimate of monthly receipts and the number of invoice lines they usually contain.
Your review workflow
Who checks exceptions, where receipts are recorded, and how deposits are grouped.
This page covers incoming customer remittances. Marketplace payout accounting and outgoing vendor bill payments are separate workflows.
Clear answers before you connect
Yes. Starter requires manual approval. On Growth, Scale or during your one-user trial, turn auto-approval off so the dashboard reads Manual approval for all. Email intake, extraction and invoice matching continue; every payment waits for your approval. Test Mode is separate: while it is on, even approved payments do not create QuickBooks payment records.
SteadMatch keeps it in the review queue with its source document, proposed allocations and a specific reason. Check the payer, invoice references, credits and current balances; correct unresolved details before approving the whole payment. Multi-invoice lump-sum payments currently require review even when extraction confidence is high.
Remittance matching connects a customer's payment advice to the invoices it pays. Cash application is the resulting allocation of money already received to accounts receivable. SteadMatch helps organize both steps for QuickBooks Online teams.
Yes. SteadMatch groups proposed invoice allocations under a payment for the same customer. Review the customer, references, amounts, and current balances before recording the payment. Cross-customer credits and uncertain ownership require investigation.
Bring customer remittance PDFs, check scans, Excel (.xlsx/.xls), UTF-8 CSV, saved payment emails, or forwarded payment emails and their supported attachments. Direct spreadsheet uploads show source cells for inspection before processing; replace formulas with values and keep each spreadsheet under 5MB. Extraction varies by document quality and format. Bring representative documents to a demo so we can assess your workflow.
When live posting is authorized and validation passes, SteadMatch creates QuickBooks customer Payment records, corresponding to the Receive Payment workflow, with invoice allocations and supported existing credit applications. Dry-run results and the demonstrations on this website do not create accounting transactions.
A correctly recorded payment or grouped deposit supports your later bank matching workflow. A suggested bank match still depends on the bank transaction, amount, dates, and existing QuickBooks records. SteadMatch does not guarantee an automatic bank-feed match.
Yes. Start in dry-run mode to inspect extraction, proposed allocations, credits, and exceptions. Your team verifies the workflow before enabling live posting. SteadMatch records receipts; it does not initiate ACH transfers or collect money from customers.
Plans start at $149 per month after a card-required 14-day trial. Compare current plan allowances, seats, and terms on the pricing page. A demo can help determine whether your documents and payment volumes are a good fit.
Practical guide
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Bring the remittance. See the match.
Start with a review of your actual workflow. Inspect the results in dry-run mode before enabling live posting.
From $149/month after trial · Credit card required · Compare plans and allowances