Automatically sync bookings/payments with accounting software

Purpose

1.1. Automate end-to-end syncing of helicopter tour bookings and received payments directly into accounting software to eliminate manual entry.
1.2. Automatedly reconcile revenue data with backend accounting for instant financial performance tracking.
1.3. Automate invoice generation, payment status updates, and ledger entries accurately for audits and reporting compliance.
1.4. Reduce human errors in transaction handling and speed up closing periods through continuous automation.
1.5. Ensure all tours, cancellations, and extras are automatable into categorized accounts immediately upon booking/payment event.

Trigger Conditions

2.1. A new booking is confirmed on the agency’s reservation platform (website/mobile/OTA).
2.2. A payment is successfully processed through integrated gateway or processor.
2.3. A booking modification, refund, or cancellation is updated in the booking management system.
2.4. A customer purchases extra add-ons (e.g. private flight upgrade or video package).
2.5. Periodic automated reconciliation at end-of-day or real-time upon transaction event.

Platform Variants

3.1. QuickBooks Online
• Function/API: “Create Invoice”, “Record Payment”—configure OAuth app; map booking fields to invoice; automate deposit entries.
3.2. Xero
• Function/API: “Invoices”, “Payments”, “Bank Transactions”—configure client secret/callback; automate invoice sync on confirmed bookings.
3.3. Zoho Books
• Feature/API: “Invoices API”, “Contacts API”—enable API keys; automate new contact and invoice creation upon ticket sold event.
3.4. Sage Business Cloud
• Function/API: “Sales Invoices Endpoint”—use REST API creds; automate invoice creation and match payments to specific bookings.
3.5. FreshBooks
• Feature/API: “Create Payment”, “Create Invoice”—configure OAuth; automate insertion of each sale or extras.
3.6. Wave Accounting
• Feature/API: “Create Customer”, “Create Invoice”—OAuth setup; automate new booking as new sales record.
3.7. KashFlow
• Feature/API: “Invoice API”—set up account API; automate bookings to invoices.
3.8. MYOB
• Function/API: “AccountRight API: POST /Sale/Invoice”—OAuth; automate sale as invoice in chosen company file.
3.9. NetSuite
• Feature/API: “Create Invoice RESTlet”—deploy token-based authentication; automate detailed booking items as line entries.
3.10. Intacct (Sage)
• Feature/API: “create_invoice”, “create_customer”—use web services sender ID/auth; automate input of revenue on paid booking.
3.11. FreeAgent
• Feature/API: “Contacts” and “Invoices” endpoints—OAuth integration automated for booking-to-invoice mapping.
3.12. ReckonOne
• Feature/API: “Invoices API”—API key-based; automate real-time or batch processing for daily bookings.
3.13. Microsoft Dynamics 365 Business Central
• Function/API: “Sales Invoice”, “Customer” endpoints—OAuth; automatable creation and reconciliation of each booking’s financial record.
3.14. Odoo
• Feature/API: “account.invoice”, “res.partner” objects; XML-RPC or JSON-RPC token; automate invoice for every new tour booking.
3.15. SAP Business One
• Feature/API: “Service Layer Invoice API”—SAML/auth; automate import of payments for A/R and aging reports.
3.16. Oracle Fusion ERP
• Feature/API: “Receivables Invoice API”—OAuth token; automate synchronization scripts upon booking or payment event.
3.17. Bill.com
• Feature/API: “Receivables API”—setup sandbox API; automate posting of client receipts for tours.
3.18. GnuCash (open source)
• Feature/API: XML Import; automate export from booking system, trigger import with CLI scripts.
3.19. Square
• Feature/API: “Invoices”, “Customers”, “Payments” endpoints; configure event webhooks; automate real-time payment sync.
3.20. Stripe
• Feature/API: “PaymentIntent”, “Invoice” APIs; use webhook for charge.succeeded; automate journal entry creation.
3.21. PayPal
• Feature/API: “Invoicing API”, “Transactions API”; automate ledger sync on payment.completed event.
3.22. Zoho Invoice
• Feature/API: “Create Invoice”, “Customer API”; automate real-time invoice push upon completed booking.
3.23. Bonsai
• Feature/API: “Create Invoice/Payment via Zapier or API”—configure new sale trigger for automation.

Benefits

4.1. Automates tedious financial recordkeeping, ensuring accuracy and timely transaction posting.
4.2. Automated matching of deposits and sales, accelerating bank reconciliation for tours.
4.3. Automates compliance with tax laws by posting each relevant transaction with mapped tax codes.
4.4. Streamlines period close, as all records are up-to-date without manual intervention.
4.5. Automating multi-platform bookings/payments into a unified ledger, simplifying audits and transparency.
4.6. Reduces staffing costs and automates scalability during peak seasons without manual surge.
4.7. Enables automated alerting for discrepancies and payment failures, increasing financial visibility.
4.8. Automatedly provides data for business intelligence and trend analysis across routes, times, and products.
4.9. Facilitates rapid financial reporting to owners, investors, and regulatory bodies via automation.
4.10. Improves the customer experience by automating prompt invoicing and receipts after bookings and payments.