How to ask for Google reviews automatically after a QuickBooks payment

Why ask for a Google review after a QuickBooks payment?

The ask often fails because nobody remembers to make it. A payment is a natural moment to ask, and QuickBooks already records it without anyone doing anything extra.

It also gives a review tool what it needs. QuickBooks holds who paid and how to reach them, so a tool that listens to QuickBooks can send the request on its own.

This suits businesses that bill after the work: contractors, consultants, accountants, cleaners, agencies and repair shops. If you take payment at the counter and never invoice, a different moment may fit better, and our guide on how to get more Google reviews covers those.

How does the QuickBooks trigger actually work?

The trigger is a webhook. That is a short message one program sends another when something happens, so neither one has to check on a schedule. When you connect QuickBooks, Reputant registers the webhook for you. You do not paste codes or build anything.

Reputant's QuickBooks connection reacts to three events: a payment recorded, a customer created, or an invoice created. When you set up a campaign you turn on QuickBooks and pick one of the three. The one this guide is about is the payment recorded event, which QuickBooks calls a payment being created.

When the event arrives, Reputant sends that customer your campaign's message. A campaign is either a text or an email, so to send both for the same event, set up one campaign of each. There is no step in the setup that sorts people by mood. Google's review policy says businesses may not selectively solicit positive reviews, so every customer the event covers gets the same request.

The trigger only knows what QuickBooks tells it, so a payment that is never recorded there will not send a request.

Does a repeat customer get a request every time?

Yes. Reputant treats each new payment recorded in QuickBooks as its own event and starts a request for it. The only duplicate check is for the same QuickBooks event on the same campaign, so a retried delivery does not send twice. Reputant does not limit a customer to one request, so a customer who pays you every month can be asked every month.

If that is not what you want, decide before you switch the campaign on, and keep an eye on which customers pay on a schedule.

What happens if the customer has no phone number or email?

A text campaign uses the phone number on the QuickBooks customer record, taking the main phone first and the mobile number if there is no main phone. An email campaign uses the email address on the record. If the campaign's channel has nothing to send to, no message goes out. The run shows "Not sent: no one to send to", with a note that these people had no phone number (for a text campaign) or no email address (for an email campaign) when the request was due.

The fix is on your side: add the missing phone number or email address to the customer in QuickBooks so future requests can reach them.

How do I set up automatic review requests from QuickBooks?

You need access to your QuickBooks login and your Google Business Profile.

1. Create your direct Google review link. Reputant has a free review link tool, and the link opens straight to your review box so the customer lands in the right place.
2. Connect QuickBooks. Sign in with your QuickBooks login. Reputant registers the webhook itself.
3. Write the message once. Use the template further down, add your business name and the review link, and choose text or email for the campaign.
4. Turn on QuickBooks for the campaign and pick the event that should start a request, such as payment created.
5. Run one test. Record a small payment for a customer who is you or a colleague, with a phone number or email on the record, and check that the message arrives and the link opens your review box.
6. Watch the first runs. The campaign stats show emails opened and clicked and texts clicked, so you can adjust the wording if few people tap the link.

What should the review request say?

Keep it short and name the customer. One link, one ask, a thank you. If you send by email, add a plain subject line. More wording is in our full set of review request templates. These are examples to adapt.

What are the rules for sending these requests?

Google lets you ask. Its help page on getting reviews says customers can be asked to visit a Google link or scan a QR code. Google's review policy says merchants may not offer incentives, such as discounts or free goods or services, in exchange for a review. See Google's content policy. So do not offer a discount on the next invoice for a review.

Permission to message is a separate question that depends on where you and your customer are. Our guide to CASL and review requests goes through the Canadian rules.

A simple habit helps: tell customers on the quote or invoice that you may message them after payment, name your business in every message, and honor any request to stop.

What if I use more than QuickBooks?

If you are comparing tools, ask each vendor three things: which QuickBooks events start a request, whether every customer who pays gets one, and what happens when a customer has no phone number or email. Our comparison pages show how Reputant compares.

Reputant also covers businesses without QuickBooks. You can upload a spreadsheet of customers from any system and run a campaign the same day. There is also a Clio trigger for law firms, which is covered in our guide to Google reviews for law firms.

What happens once the reviews start arriving?

New reviews should get a reply. Reputant pulls Google and Facebook reviews into one feed, and you can ask for suggested replies to edit before they post. Our guide on how to respond to positive reviews covers what a good reply looks like.

Requests tied to payments go out as payments are recorded, so how many you send follows how many payments you record.

What goes wrong with automatic review requests?

Most trouble comes from the customer data, not from the connection.

• Missing contact details. A customer with no phone for a text campaign, or no email for an email campaign, cannot be reached. Fill those fields when you create the customer.
• Business customers. The request goes to the phone number or email on the QuickBooks customer record, which for a company may not be the person who used your service.
• Repeat customers. Each new payment starts a new request, so a customer who pays monthly can be asked monthly.
• A wrong review link. Test the link on your phone before the first real run.
• Silence. If few people tap the link, try a shorter message.