Table of Contents
Manually Mark an Invoice as Paid (Force Mark)
Remove the Manual Payment Flag (Unmark as Paid)
Overview
Usually, payments made on invoices in QuickBooks will automatically come over when those invoices are synced into BigTime. You’ll see those payments in the invoice details for that invoice in BigTime.
Although it’s rare, it is possible that a payment doesn’t come over when you import it from QuickBooks into BigTime. This could be due to a bug in QuickBooks, the Sync Agent, or in BigTime. If that’s the case, there’s a workaround that allows you to manually mark those invoices as paid once they’re in BigTime.
Manually Mark an Invoice as Paid (Force Mark)
Step 1: To forcibly apply a paid status to an invoice, first navigate to the Invoicing page (Invoicing…Overview) from the main navigation bar), and then click on either the Finals or the A/R Aging tile. These are the only two locations where you can manually mark an invoice as paid.
Step 2: In either of these screens, find the invoice you’d like to mark as paid. Check off the checkbox to the left of the invoice name.
Step 3: Now, click the arrow next to the Bulk Actions button. A picklist will appear – click the option labeled Mark as Paid.
Step 4: A dialog box will appear asking you to confirm your decision. Click Yes.
After this last step, your invoice will be marked as Paid/Closed. If you performed these actions in the A/R Aging screen, the invoice you marked as paid will be moved to the Finals screen.
Remove the Manual Payment Flag (Unmark as Paid)
If you’ve manually marked an invoice as paid in error, or if you need to reverse that status, you can remove the payment flag directly from the invoice details page.
Step 1: Navigate to Invoicing > Overview, then click either the Finals or A/R Aging tile to locate the invoice you want to update. You can also flip that switch to change Finals to Drafts, and you can force mark paid within the Drafts page as well.
Step 2: Click the invoice number or name to open the invoice details screen.
Step 3: In the upper-right corner of the invoice, click the ($) icon (Remove Payment Flag).
Step 4: A confirmation dialog will appear asking whether you want to remove the payment flag. Click YES to confirm.
Step 5: After confirming, BigTime will display a “Create a New Payment” pop-up window, suggesting you add a new payment.
- To skip this step, click CANCEL.
- To add a new payment instead, click ADD PAYMENT and follow the usual process.
Step 6: Once confirmed (or canceled), the invoice will revert to its previous Open or Unpaid status. It will also reappear in your A/R Aging view if applicable.