Cash Application FAQ's

How the New Cash App Works

How does the new Cash App solution improve Cash Application?

• Automated transaction imports: Bank transactions sync every four hours.

• AI-based recommendations: Detects customer names and invoice numbers from transaction data.

• Enhanced reconciliation: Handles partial payments, bank fees, and bad debt write-offs.

• ERP integration: Correct journal entries are written automatically.

How does the system detect matches?

The AI looks at:

• Transaction descriptors to identify the customer.

• Invoice numbers within the transaction data.

• Transaction date vs. invoice due date.

• Remaining invoice balance.

How does it handle partial payments?

• AI detects likely invoice matches.

• Users confirm or adjust the match.

• If necessary, users can close out the remaining balance as bad debt or a bank fee.

What if a customer claims they already paid?

• Users can search by invoice to check for a matching payment.

• If no match is found, recommendations will suggest likely transactions.

Can I undo a payment match?

Yes. Users can remove a payment match, reopen the invoice, and reattempt reconciliation. The system will also reverse any journal entries made during the initial match.

How does it handle non-invoice-related transactions (e.g., bank fees, interest payments)?

• Users can exclude irrelevant transactions (e.g., interest income).

• The system automatically filters out non-relevant debits.

NetSuite & QuickBooks Integration

What accounts should be set up in the Chart of Accounts (COA)?

Ensure your COA includes:

• Bad Debt Expense Account

• Bank Fees / Credit Card Fees Account

Can I still use the Cash Application Reconciliation module in NetSuite?

No. Users should stop using the Cash Application Reconciliation module to avoid conflicts with the new automated workflow.

Is Cash App a bidirectional sync with the ERP?

• Yes, it creates payments and updates invoice statuses in the ERP.

• No, it does not sync bank transactions back into the ERP.

• Users should disable transaction matching in QuickBooks to avoid duplicate payments.

Automation

How does the AI improve over time?

• Learns from manual matches to refine future recommendations.

• Adjusts for business-specific patterns (e.g., recurring fees, specific customer payment behaviors).

How often does the system refresh bank transactions?

If using Plaid, transactions sync every four hours.

Will it work with Stripe deposits?

Yes. The system will:

• Automatically detect bulk Stripe payouts.

• Split the deposit into individual invoice payments.

• Account for exact Stripe fees at the per-invoice level.