Bank and imports

The bank is the witness. Once connected through Plaid, every posted transaction on that account flows in: deposits land as revenue with the payer worked out where it can be, and card and bank charges land as expenses already sorted into categories. DeskOps also uses the bank to confirm that money a processor says it paid out actually arrived, and to match each payout to a bank line. The connection row shows the window of dates it covers and any gap it knows about, so "the bank says" is never quietly "the bank said, until three weeks ago".

Yes. Two banks are included in your plan, and a third is an add-on at $5 a month — the price is on the Add bank row before you tap it. Three banks is the most. Each bank has its own row showing which is your main bank: the main bank's balance updates every day, and your other banks' balances update every week. Transactions from every bank arrive as your bank sends them. Money you move between your own banks is recognised as a transfer when both sides show it — the same amount within a few days, with transfer wording or the other account's last four digits — and is then not counted as revenue or an expense. Accounts within one bank login can still be excluded one by one, so a personal account under the same login stays out. Connecting the same bank twice does not add it twice: DeskOps refreshes the connection you already have.

Your main bank is the one whose balance DeskOps refreshes every day. Every other bank's balance refreshes once a week, and each row says which it is. Cash on hand adds up every connected bank, and the date beside it speaks for your main bank, so pick the account you run the business from. Your first bank is the main bank until you choose another. Tap Make main on any other bank's row to switch: from then on that bank updates daily and the previous main bank weekly. If you disconnect your main bank, your other bank becomes the main one automatically.

Nothing is deleted. When the $5 third-bank add-on ends, your newest bank that is not your main bank pauses: it stops syncing new transactions and its balance stops counting toward cash on hand, and every transaction it already brought in stays exactly where it is. DeskOps emails you the moment a bank pauses and tells you why. Add the third bank again: if the bank connection is still valid, DeskOps resumes the existing connection and requests available bank activity since it stopped. If your bank requires renewed permission, the app guides you through email verification or bank sign-in. DeskOps sends a 7-day warning before disconnecting a bank paused for at least 90 days; a delayed warning delays removal. Its saved history still stays. Connecting again after disconnection may also require those permission steps. A card that fails to pay does not pause a bank on its own; only the add-on actually ending does.

Once connected, the bank keeps feeding DeskOps on its own. Every so often a bank asks you to renew the permission you gave apps like DeskOps; when that is coming up, the feed keeps running and you get a calm line at the top of the page, an email and a notification, each with one button that opens your bank's own screen — for most banks a tap or Face ID, nothing set up again, no history touched. A bank can still ask for a fresh sign-in, for example after you change your bank password or after a security check on its side. Then DeskOps tells you the same day by email and notification, reminds you twice, and the same one button repairs the same connection. A short outage at the bank needs nothing from you: DeskOps tries again each night, and nothing is lost while it waits.

When your bank supplies a renewal or migration deadline, DeskOps uses that date in the renewal notice. If the bank has not supplied a date, the notice calls the timing an estimate. A renewal warning does not stop the feed.

A statement CSV covers what a connection cannot: a bank Plaid does not support, or the days a paused connection missed. Every dropped file is recognised by its own columns, so a Chase or Capital One export is read without you naming it, and other banks' layouts are mapped from their headers. Lines the connection already holds are matched and counted once, never twice, and the coverage line on the connection closes the gap it filled. Statement deposits are not attributed to a payer the way connected ones are, and re-downloading next month's statement is on you until an email-forward intake exists. Statement import is new.

“Customer payments (incl. sales tax) match your bank” means DeskOps compared that month’s recorded customer payments (including any sales tax collected) with deposits in the connected accounts, including known processor fees and timing, and the amounts matched to the cent. This bank-matching figure is money in, not revenue: revenue separately removes known sales tax. It appears only after the month ends and only when the bank history for that month is complete. Otherwise the line says “$X of customer payments (incl. sales tax) not matched to your bank yet” and opens the unmatched deposits or payments. Cash you recorded but did not deposit stays on its own line. This is an automated convenience check, not an audit, review, compilation or any other assurance about your books. It does not mean every bank deposit was a sale or that your records are complete, and it reflects only the accounts you connected.

DeskOps asks this only when two months in a row have customer payments, including sales tax, that reached no deposit in your connected bank, your bank history for those months is complete, and no unexplained deposit accounts for the gap. It usually means some customers pay into a second account, such as another bank or a processor. Connect that account and DeskOps checks the same months against it. Cash you record as kept stays on its own line and is never asked about. The question changes no number; it only points at where the money may have gone.

Before a payments file is imported, the preview checks your recent ended months against your connected bank with the file's payments added. If the file would leave a month with an amount not matched to your bank yet, the preview says which month and how much. The check uses the same rules as the month line, only runs when your bank history is complete, and adds nothing to your books. Nothing changes until you choose Import.

When a processor like Stripe or Square pays you out, the bank sees one lump deposit that is really several customer payments already counted when they were paid. Counting the deposit again would double your money in, so DeskOps files it as a processor payout, keeps it off the Money list, and matches it to the payments inside it. Revenue counts the customer's payment once, at the moment it was taken, then removes refunds and known sales tax; processor fees remain their own expense. A deposit DeskOps cannot place — no payer it recognises, no processor behind it — is shown for you to name rather than guessed at.

Your bank and your accounting system can both record one purchase, and DeskOps counts it once only when something proves it: the same check number or reference on both sides, the same known account, or the bank's own line text sitting in the books entry. A purchase your books say was paid from cash on hand is never treated as a card or bank line, and two different check or reference numbers are always two payments, whatever else matches. When nothing proves a pair either way, both stay counted and the pair is listed as a possible duplicate under review. Where your books do not yet carry the paying account, a bank line and a books entry with the same supplier name, amount and date are still counted as one — and those pairs are listed as "matched by name only" in the same review, in the accountant's year-end package and in Des's answers, so nobody mistakes a name match for proof. Nothing is merged silently and nothing is hidden.

When DeskOps matches a processor payout to a bank deposit and the arithmetic works out but a person should confirm it, the match waits in a short queue with the sums in plain words — these payments, minus these fees, equals this bank line. You confirm it or reject it; a rejected line is freed for other matches. Undoing a confirmation never deletes anything: the history reads "confirmed" then "returned", both true, in order. Owner-only, because bank settlement is the same class of information as the Wealth page. An empty queue is the normal state.

Bring in your history lists every way a business moves in: files from another system, QuickBooks Online, Xero and your bank. Each has a ? that says what it brings and what stays behind, and nothing is saved until you have seen what will come in. The Import buttons on Customers, Jobs and Money lead to the same page. QuickBooks Online and Xero bring history in once and then disconnect; neither keeps syncing. Only the bank and Stripe stay connected. Any import can be undone for seven days under Recent imports. When an import finishes, the page ends on Your first look.

Your first look is four numbers: what you made, what you’ll owe in taxes, who owes you and what needs you. Profit and the tax estimate are the ones the Taxes page shows, for this year so far or the latest year with records. If the estimate had to assume your filing status or business type, the tax card asks you right there with one-tap choices; See the math opens a short sheet: what came in, minus expenses, equals profit, then the tax line by line. Who owes you is the open invoices; what needs you lists duplicates kept out of your totals, imported payments with no customer and invoices more than 90 days late. If something is not recorded yet it says so instead of showing $0, and money in with no expenses asks for your expenses instead of calling revenue profit. Only the owner sees it.

Since you started follows what happens after your first invoice, your first payment and your first job. For the invoice it says who it was sent to and whether the email is confirmed delivered, opened, bounced or not confirmed yet. For the payment it says whether it is processing, settled, recorded by you, returned or refunded, and where it came from. A job you imported is history, so only a job made in DeskOps counts as your first. If an invoice email bounced, a card payment was disputed and taken back, or your bank has not refreshed for more than three days, one sentence says what that means and links to the fix. Only the owner sees it.

Choose files, then drop CSV exports into one zone. Jobber, Housecall Pro, ServiceM8, Workiz, FieldPulse, Kickserv, Service Fusion, GorillaDesk, Joist and Tradify files are recognised from their columns. Unfamiliar files need you to confirm the columns.

To import from FreshBooks there is no sign-in: export Clients, Payments Collected (Reports → Payments Reports, choose a Custom date range for your full history) and Expenses as CSV. Recognised files share one review and one Import button. A business with several contacts becomes one customer. Changed receipts without IDs need your choice together on that review. The invoice export brings your unpaid invoices into Get Paid with their balances. QuickBooks native customer and received-payment reports are recognised too.

The preview names what will come in, what already exists and what is set aside. A truncated or malformed file is refused whole with a reason. Saving runs in chunks and Retry resumes after a connection drop. Undo is available for seven days. DeskOps never messages customers because of an import.

Yes, as read-only references in Get Paid → Quotes. Import Jobber's Quotes Report CSV with Quote #, Client name, Status, Total ($) and Sent date. For Housecall Pro, use the Estimate List CSV with a stable estimate number, Customer name, Estimate status, Outcome, Open value and Created date. Files may contain at most 500 estimates. The review counts open records and explains every set-aside row.

Each reference keeps the source, customer, date, status and stated value. Housecall Pro's Open value is its highest open option. These values are not revenue or money due. No email is sent. Another import keeps existing source numbers unchanged. Undo removes only references this import created.

Customers, jobs and collected payments need their own exports. Equipment, photos, job-note history, quote line items, signatures and deposits do not come across. Keep the originals; re-enter equipment and important notes. Retire an old offer in the old system before sending a new DeskOps quote.

Short answer: A payment file imports collected money. Its unpaid invoice balances are not brought into Get Paid.

The review and final receipt name the unpaid invoices left behind and their readable dollar balance. That includes the unpaid remainder of a partially paid invoice. The collected part can still become a payment; the unpaid part creates neither revenue nor a new invoice. Recent imports keeps the same receipt after you close the window. Older receipts may not have recorded this check; re-import the file to record it.

Des distinguishes invoices tracked in DeskOps from unpaid balances left in imported files. A file balance is a snapshot from import time; check the source for what is still owed. Repeated files are separate receipts, so do not add their balances together. Undo removes that import's receipt qualification. QuickBooks' one-time connected import has a separate open-invoice carry path.

A recurring schedule in the export becomes a paused service plan in DeskOps when its repeat rule is one DeskOps can read — weekly, every two weeks, monthly, quarterly or yearly. A rule it cannot read is named on its own row in the preview rather than silently imported as a one-off, so nothing quietly stops recurring. Importing does not start visits or billing. In Moved to DeskOps, transfer each obligation only after stopping its recurring automation, collection and reminders at the source and recording how you checked. Its plan stays paused until you resume it in Jobs → Plans. For an older imported plan, use Link existing plan on its transferred obligation, choose its original paused plan and record how you verified the match. Linking leaves the plan paused for your review.

One screen for the whole move: what came in, what still needs you and where to fix it, and next week as it now stands in DeskOps. It reads the most recent sitting of imports — everything committed in the last 24 hours — and dated jobs appear in next week; imported recurring plans stay paused until you explicitly transfer the obligation and resume its plan. Anything the importer could not read is listed under What needs you. The undo for the whole batch lives here for seven days. Undo keeps work already transferred to DeskOps and its recurring plans, and names what was kept. After an undo the screen stays put and says so, and you choose whether to import again.

Two records merge on their own when two real email addresses agree, or when neither has an email and they come from two different systems with one phone number and names that do not disagree. A shared phone alone is never enough: two people saved separately in the same system, or two different names, stay two customers, because spouses and offices share phones too. Anything less certain is a question for you. "Same person" merges the records and moves their payments, their open invoices, quotes, jobs, visits, schedules, notes and addresses onto one — a paid invoice stays where it was issued and still shows on the customer's page — and Undo puts back exactly what moved; "different people" is remembered so the pair is never suggested again. Suppliers get the same treatment on the Expenses page.

DeskOps counts a person, a supplier or a payment once only when something proves it is the same one. Two customer records merge on their own only when two real email addresses agree, or when two different systems share one phone number and the names do not disagree; anything less certain becomes a question at the top of Customers, and Undo puts back exactly what moved. A payment that arrives from two places is kept once when the customer and the exact cents agree within three days and nothing disproves it, and when you log a payment that looks like one already there, Money warns you on the spot. A bank line and a books entry matched by name alone are labelled "matched by name only", never passed off as proof. Nothing is merged silently and nothing is hidden.

QuickBooks and Xero import once, then disconnect; neither keeps syncing. QuickBooks brings payments, sales receipts, customers and expenses, plus open invoices and unpaid supplier bills. Xero brings customers, invoice payments and expenses, not invoices. DeskOps shows bank and processor agreements, conflicts and missing records; the same payment is counted once. Undo is available for seven days in Recent imports. Voids and reversals in a closed month are held: the import finishes and Settings lists their count, dates and amounts. Reopen the month in Period Close and import again to apply them. Both systems’ CSV exports also work through file import. Accounting software is optional; DeskOps keeps its own records.

Open invoices keep their original amounts, recorded tax and payments already made. Their remaining balances open A/R, not new income. You can collect them in DeskOps; the import sends no customer email. Customer statements show the original amount and what was already paid, carrying only the remaining balance on the import date. Supplier payments keep their payment dates and categories; unpaid balances become Bills. Paid portions and balances stay separate. Undo keeps invoices you have collected or changed and bills you have paid or edited. Review these records after importing; an import is not a second payment.

Use Invoices and Received Payments or Transaction List by Customer, exported as CSV from QuickBooks Online US. DeskOps reads the customer headings and individual payment references. An invoice, a voided invoice, a customer subtotal and the report total are not collected cash. A negative Refund row stays a refund. Two equal payments with different references stay separate; cash rows with a missing reference, or a repeated reference for one customer, are listed for review.

Invoice List by Date shows invoice amounts and outstanding balances. It does not identify the individual payments, so DeskOps asks for a cash report instead of importing its invoice amounts as revenue. Add or import your customer records first, then upload the report to attach the payments. Review the preview before importing. A second upload of the same payment references refreshes the existing rows; an amount correction is shown before you save it. Undo remains available for seven days in Settings → Data & privacy → Recent imports.

Payment imports bring in collected history through the existing money register. Opening trial balances are not supported by this importer: recognizable account-balance reports are refused before any import or money write, including manual mapping. Keep those reports for your accountant. Do not also post an opening balance that includes the same imported history. DeskOps does not choose or convert an accounting opening basis automatically. Ordinary bank statements and separate collected-payment receipts remain supported.