Thoughts on Payments and Areas for Improvement

Balance Details Missing Context [Medium Priority]
In the JobNimbus payment portal, the Balance Details section does not display the customer name, job name, or a running balance. Both the job name and a running balance should be included so users can quickly identify which job or customer the transactions belong to and easily spot where any negative balances originated.

No Print or Export Functionality [Medium Priority]
Currently, the Balance Details cannot be properly printed or exported to CSV/Excel. While it is possible to copy and paste the data into Excel and manually create a running total, this is inefficient. A direct print button or export option is necessary to make the data practical and useful, rather than just static numbers on a screen.

Consolidated Same-Day Deposits [Low Priority / Wish List]
When multiple payments are processed on the same day, they are combined into a single deposit. This requires additional research to reconcile which transactions add up to the deposit total. It would be preferable if each payment generated its own deposit, matching the individual customer transaction.

Merchant Fee Handling [High Priority]

In QuickBooks, if a customer pays $1,876.00, the deposit shows as $1,876.00, with a separate expense entry for the $18.76 merchant fee. This makes reconciliation simple.

In JobNimbus, however, the deposit shows as $1,857.24 (net of the fee). This requires time-consuming reverse engineering:
a. Search JobNimbus for a transaction close to $1,857.24.
b. Find the exact customer and merchant fee.
c. Match to the customer’s balance.
d. Manually adjust the transaction to $1,876.00 (creating a temporary imbalance).
e. Add a separate “Merchant Fees” entry of $18.76.
f. Complete reconciliation.

Solution: Instead of reducing the deposit by the fee, deposits should reflect the full payment amount, with fees recorded as separate transactions. This aligns with QuickBooks’ workflow and avoids unnecessary accounting burdens. Consultation with the QuickBooks team on best practices would be highly beneficial.

Dispute / Rejected Payment Handling [Special Case]
When we first started using JobNimbus Payments, an e-check was accidentally run through both JobNimbus and QuickBooks. Both cleared, and the customer was double-charged. They disputed one payment (the JobNimbus one).

In QuickBooks: the disputed funds would have been withdrawn, showing both a deposit and a withdrawal, maintaining clarity.

In JobNimbus: the account instead showed a negative balance, which rolled forward. This created major accounting issues, as subsequent transactions were absorbed into the negative balance (in my case, nearly $10,000). Reconciling this required breaking apart unrelated deposits to balance accounts properly.

Solution: In cases of rejected or disputed payments, the deposit should be pulled back (withdrawn), rather than creating a negative balance. This prevents future payments from being misapplied and avoids long-term reconciliation problems.