Connecting Stripe, Twilio, Gmail and QuickBooks Online

01

1. Assign an owner and choose test or production

For each provider, name the person who controls the external account, the VMOTEK company owner and the operational tester. Confirm whether you are configuring localhost, a test account or production. Redirect URLs, webhooks and keys must match that environment.

02

2. Connect Stripe payments

Open Payments, start the Stripe connection and complete the provider's account-link flow. Confirm the correct legal business and bank information. When US bank-account payment is enabled, the same hosted Checkout can offer card and ACH without VMOTEK receiving raw account numbers. For subscriptions, VMOTEK uses the platform Stripe account and configured monthly or annual Price IDs; customer payment management opens through Stripe's customer portal.

• Keep test and live API keys, Price IDs and webhook secrets separate.
• Use the VMOTEK API callback URLs configured for the deployed domain.
• Test a low-value card payment plus ACH processing, success, failure and return according to company policy.
• Do not mark an ACH invoice paid while Stripe still reports processing.
• For counter payments, register the correct Stripe Terminal location and reader for each shop and test card-present success, failure and refund behavior.
• Confirm payment status in VMOTEK and Stripe before going live.

03

3. Configure Twilio SMS

Open SMS Configuration and connect or enter the approved Twilio sending number or Messaging Service according to the screen. Confirm the account is funded and production-capable; trial restrictions may prevent delivery to unverified numbers.

• Record customer consent before sending SMS.
• Test outbound delivery, a failure, opt-out handling and reply routing.
• Queued in VMOTEK does not prove carrier delivery; inspect Twilio delivery status when troubleshooting.
• Do not use a personal number as an undocumented production sender.

04

4. Configure Google OAuth for Gmail

Enable the Gmail API in the Google Cloud project, configure the OAuth consent screen and add the gmail.send scope. Create a Web application OAuth client. Add the exact authorized origin and redirect URI used by the VMOTEK frontend; scheme, host, port and path must match.

• Local origin: http://localhost:4144 when using the standard local frontend.
• Production origin: https://app.vmotek.com.
• Use the exact callback shown by VMOTEK; do not guess between frontend and API callback paths.
• While the Google app is in Testing, add the Gmail account as a test user.
• Production use of sensitive Gmail scope may require Google verification.

05

5. Connect Gmail inside VMOTEK

Open Email, select Connect Gmail and authorize the intended shop or company mailbox. Verify the Google account displayed before consenting. Send one estimate or message to a controlled address and confirm sender, recipient, subject, body, attachment and delivery record.

• A scope listed on the consent-screen configuration is not enough; the user must grant it during authorization.
• If the scope changes, disconnect or revoke the old grant and authorize again.
• A redirect_uri_mismatch means the URI sent by the application is not an exact registered redirect.
• System emails such as registration and password reset use the platform email service, not a shop's connected Gmail.

06

6. Connect QuickBooks Online

Open QuickBooks Online and start the connection. Sign in as a QuickBooks administrator and select the correct company. Confirm the production callback URI in VMOTEK and the Intuit application. Do not connect a sandbox company to production by mistake.

• Review customer, item, tax, account and payment mapping before bulk synchronization.
• Send one controlled transaction and reconcile identifiers and totals in both systems.
• Test duplicate prevention and an error such as a missing account mapping.
• Document which system owns later edits and how failed syncs are retried.

07

7. Validate integrations from the real workflow

Do not stop after the Connected badge appears. Stripe must process and reconcile a payment; Twilio must deliver a consented message; Gmail must send the expected document; QuickBooks must receive a transaction with correct customer, tax, item and account mapping.

08

8. Production cutover

Replace test credentials with production credentials through the approved secret-management process, verify production redirect and webhook URLs, restart the relevant service when configuration requires it and repeat the controlled test. Limit production access to accountable administrators.

09

9. Troubleshooting evidence

Capture the integration name, environment, UTC time, VMOTEK company and shop, action, public error code and provider event ID. Review browser network errors, VMOTEK service logs and provider logs without exposing tokens, authorization codes, client secrets, API keys or customer payment data.