How to Automatically Create QuickBooks Check Records for Confido Disbursements

This Zapier automation creates expense records in QuickBooks Online whenever you send a disbursement through Confido Legal.

1. Trigger – New Disbursement in Confido Legal

• The Zap begins when a new disbursement transaction is sent in Confido.

• Zapier watches for these disbursement events and starts the workflow automatically.

2. Format the Reference Number

• Zapier’s Formatter truncates the Confido transaction ID.

• The last six characters are used as the QuickBooks reference number, making it easier to match records across systems.

3. Find Account in QuickBooks

• The Zap searches QuickBooks for an account using the client name from the disbursement.

• This ensures the expense is tied to the correct client account.

• Note that if you don't use sub bank accounts in QuickBooks, this step is not necessary. 

4. Find or Create Customer in QuickBooks

• The Zap looks for a customer record that matches the client’s name.

• If no match is found, Zapier automatically creates a new customer record in QuickBooks.

5. Create Expense Record in QuickBooks

• Zapier creates an expense entry with these details:

  • Payment method: Check

  • Payee: The client (from step 4)

  • Account: The account found in step 3 (or the trust bank account if you are not using sub bank accounts

  • Amount: The disbursement amount from Confido

  • Reference number: The formatted transaction ID from step 2

  • Expense account: Typically a liability account associated with your trust account. When the payment is made out of the bank account, it will both reduce the balance in the bank account in QuickBooks and reduce the trust liability account. 

What It Looks Like in Practice