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One Platform for B2B Payments: Connect Your CRM, QuickBooks, and Collections

  • mfindeisen6
  • 6 days ago
  • 4 min read

Tired of chasing invoices across tabs and tools? Coastal Payment Systems offers a unified B2B payments stack that connects your CRM, accounting (QuickBooks), and payment acceptance into one platform—so sales, ops, and finance stay in sync and cash hits your account faster.


Why B2B Needs a Unified Payments Stack

B2B selling isn’t a one-click checkout. Quotes turn into POs, POs become invoices, terms vary by customer, and payments arrive via ACH, card, or check—sometimes late. Disconnected systems create manual work, errors, and slow cash flow. A unified platform closes these gaps by tying customer data, invoices, and payment status together from first touch to final receipt.


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What’s Included

1) CRM Integration

  • Sync contacts, accounts, and deals to keep customer and AR data aligned.

  • Create invoices from opportunities and auto-attach payment links.

  • View payment status in the CRM so sales and CS know who’s current (and who needs a nudge).

2) QuickBooks Integration

  • Two-way sync of invoices, customers, and payment records with QuickBooks Online or Desktop.

  • No double entry: post settled payments back to the right invoices and GL accounts.

  • Cleaner month-end: reduce reconciliation time and write-offs.

3) Synced Invoices

  • Generate invoices in your CRM or accounting app and keep one source of truth.

  • Line-item support, taxes, discounts, and custom fields carry through.

  • Partial payments & deposits supported for projects and milestone billing.

4) Reminders & Collections

  • Automated dunning: schedule polite nudges before/after due dates.

  • Smart timing & templates: tailor by customer segment, balance, or days past due.

  • Self-service portals so customers can pay, download receipts, and update payment methods.

5) Connected Field & Office Teams

  • Field techs and reps can create estimates, convert to invoices, and send pay links on-site.

  • Office staff view the same account, balance, and activity history—no more “Who sent what?”

  • Role-based access and approval flows for credit limits, discounts, and refunds.

6) Pay-by-Link

  • Generate secure payment links from the CRM, invoice, or help desk ticket.

  • Embed links in email, SMS, or quotes and accept card or ACH in seconds.

  • One-time or reusable links for repeat orders and retainers.

7) Integrated Payments

  • Cards (credit/debit), contactless, ACH—in one merchant account.

  • Level II/III data options to improve B2B approval rates and interchange.

  • Tokenization & vaulted methods for faster repeat payments and subscriptions.

8) ACH for B2B

  • Lower-cost bank payments with authorization flows built for AR teams.

  • Next-day funding options (subject to approval) and robust return handling.

  • Micro-deposit or instant verification to reduce risk and speed onboarding.


How It Works (Typical Flow)

  1. Sales creates an opportunity in the CRM → generates a quote.

  2. Quote accepted → one click to create an invoice; Pay-by-Link is auto-attached.

  3. Customer pays via card or ACH; payment page reflects terms, PO, and invoice details.

  4. Payment posts back to QuickBooks and the CRM; balances and status update in real time.

  5. If overdue, automated reminders trigger with your branding and wording.

  6. Management sees live AR dashboards: DSO, aging, and forecasted cash.


Benefits You’ll Notice Fast

  • Fewer clicks, fewer errors: no more copy/paste or duplicate entries.

  • Faster cash flow: automated reminders, easier ways to pay, better approval rates.

  • Happier teams: sales sees status, finance trusts the numbers, ops keeps work moving.

  • Lower costs: steer to ACH where it makes sense; qualify for Level II/III on card.

  • Cleaner audits: every invoice and payment tied to a customer record and GL entry.


Security & Compliance

  • PCI-compliant processing with tokenization—payment data never touches your CRM.

  • Role-based permissions and audit trails for approvals and edits.

  • Encrypted data in transit and at rest with configurable retention policies.


Use Cases

Project-Based B2B (construction, services, manufacturing)

  • Take deposits, collect progress payments, and handle change orders with partial/line-item support.

Distributors & Wholesalers

  • Send bulk invoices with pay links; qualify for Level II/III to reduce card fees.

Field Services & Maintenance

  • Let techs convert work orders to invoices in the field and collect payment on the spot.

Professional Services & Retainers

  • Automate recurring invoices, vault ACH, and keep AR synced to QuickBooks.


Quick Feature Checklist

  • CRM integration (create/view invoices & payment status)

  • QuickBooks Online/Desktop integration (two-way sync)

  • Synced invoices & line items

  • Automated reminders & collections (email/SMS)

  • Connected field & office workflows

  • Pay-by-Link & customer payment portal

  • Integrated payments (cards, ACH, Level II/III)

  • Tokenization & vaulted payment methods

  • Analytics & AR dashboards (aging, DSO, cash forecast)


Implementation Options

  • Out-of-the-box connectors for leading CRMs and QuickBooks.

  • Open APIs & webhooks for custom workflows.

  • Guided onboarding: we map your invoice fields, terms, and posting rules so finance is happy on day one.


FAQs

Will payments post to the right invoice in QuickBooks? Yes. We write back settled payments to the correct invoice and customer, including fees and memos where needed.

Can we require ACH for large invoices and card for small ones? You can set payment method rules by invoice amount, customer type, or terms.

Do you support recurring or scheduled payments? Yes—subscriptions and scheduled ACH/card with automated reminders for expiring cards or failed bank debits.

What if my CRM is custom? Use our APIs/webhooks or talk to us about a connector—our team handles plenty of bespoke setups.


Ready to Streamline AR and Get Paid Faster?

If you’re juggling CRM data, QuickBooks, and overdue invoices, there’s a better way. Coastal Payment Systems brings them together in one platform—so your team spends less time chasing payments and more time growing revenue.


Let’s connect:

  • Message Mike Findeisen on LinkedIn

  • Call or text 877-321-6149

  • Email Coastal Payment Systems info@coastalpaymentsystems.com

  • Complete our Contact Form

  • Schedule an appointment for a quick demo tailored to your CRM and accounting setup.

 
 
 

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