ROLLER to QuickBooks Settlement Reconciliation
ROLLER settlement batches are matched against the deposits recorded in QuickBooks, and only the differences reach finance - so the daily reconciliation spreadsheet stops being anyone's job.
Posting the day's revenue and proving the money arrived are two different jobs. A venue can have a perfectly categorised journal in QuickBooks and still not know whether yesterday's card settlements actually landed in the bank, net of the fees the processor took.
Without this integration, that proof is a spreadsheet. Someone lists the ROLLER settlement batches down one column and the QuickBooks deposits down another, and works through them looking for the pairs that do not agree. On most days everything matches, so the work produces nothing except the confidence that nothing is wrong - which is exactly why it is the first task dropped when the venue is busy, and exactly when a short deposit goes unnoticed.
With the integration running, IntelliPaaS matches each ROLLER settlement batch against the corresponding deposit recorded in QuickBooks and accounts for the transaction types that make the two differ - refunds, discounts, tax and payment-processing fees. What matches is closed without anyone seeing it. What does not is sent to finance as an exception, with both sides of the comparison attached.
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Why deploy this use case
Each ROLLER settlement batch is compared against the deposit recorded in QuickBooks rather than being reconciled by eye in a spreadsheet.
Days that balance close silently, so the queue finance looks at contains exactly the cases that need a person.
Refunds, discounts, tax and payment-processing fees are applied before matching, so the expected figure is the one that should actually arrive.
A settlement that does not arrive in full is raised on the day rather than at month end, when tracing it is far harder.
Ticket, membership, retail and food and beverage activity are included, rather than only the categories someone remembered to check.
The reconciliation that produces nothing on a normal day stops consuming a person's morning to produce it.
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Questions teams ask
How does the ROLLER to QuickBooks Settlement Reconciliation integration work?
The pack is a prebuilt IntelliPaaS workflow between ROLLER and QuickBooks. At the end of each trading day it collects the ROLLER settlement batches, applies refunds, discounts, tax and payment fees to work out the expected figure, and matches each batch against the deposit recorded in QuickBooks. Only unmatched batches are raised to finance.
How is this different from the ROLLER to QuickBooks Revenue Sync pack?
Revenue Sync posts the day's revenue into QuickBooks - it aggregates sales by GL code and creates the nightly journal entry. This pack does the other half: it proves the money arrived, matching settlement batches against bank deposits and escalating only the differences. Venues that want both the posting and the proof run them together.
When does the ROLLER to QuickBooks reconciliation run?
At the end of each trading day, on the schedule you set, because settlement and deposit data are both daily by nature. A run can also be triggered by hand when finance needs the current position before the next scheduled close.
What's included in the ROLLER QuickBooks Settlement Reconciliation Integration Pack?
The pack covers collection of ROLLER settlement batches across ticket, membership, retail and food and beverage activity, the refund, discount, tax and fee adjustments, the match against QuickBooks deposits, and the exception queue that raises only unmatched batches. The full use-case list and the step-by-step flow are set out on this page.
Do I need a developer to set up the ROLLER QuickBooks reconciliation?
No. The Integration Pack ships with the trigger, the agent logic and the actions already configured. Everything is adjusted from the IntelliPaaS dashboard, so your finance team can own the matching rules and tolerances without waiting on engineering. Most teams are live the same day.
How much does the ROLLER QuickBooks integration cost?
The ROLLER to QuickBooks Settlement Reconciliation Integration Pack is priced per month, and the current rate is shown on this page. Full plan details and what each tier includes are on the IntelliPaaS pricing page.
Can I set a tolerance for what counts as a discrepancy?
Yes. Every field mapped between ROLLER and QuickBooks is editable, and you can layer on your own conditions, filters and transformations without leaving the Integration Pack. That includes the tolerance below which a difference is treated as matched, and who receives the exceptions that are raised.