BigTime supports the ability to record manual payments on Invoices for any customer who is not enrolled in BigTime Wallet. There are 3 ways that you can do this across BigTime:
1. Invoice Dashboard: "Make Payment"
Navigate to your Invoice Overview Dashboard, and press "Make Payment" button
Once you press "Make Payment", a secondary screen will appear to enter in payment details to be applied to an existing invoice.
2. Record Payment in Invoice Detail View
Navigate to the detail view of any of your Invoices, and press the "$" icon in the upper right toolbar.
Once you press the "$" icon, a secondary screen will appear to enter in payment details to be applied to an existing invoice.
3. Record Payment in Billing History
Navigate to the Billing History Tab of your Project, and press the "Make Payment" button.
Once you press "Make Payment", a secondary screen will appear to enter in payment details to be applied to an existing invoice.
QuickBooks Online Users: Manual Payment Not Syncing
If a manual payment you created in BigTime isn't syncing to your company's QuickBooks Online (QBO) instance, a alternative workflow will be needed. The fix involves deleting and recreating the invoice in both systems so the payment can be applied and synced correctly.
Coordinate with your accounting team before proceeding, this workflow involves deleting invoices from both BigTime and QBO. Deleting records in QBO affects your financials, audit history, and A/R reporting, so confirm with your accounting team before taking any action in QBO.
Why This Happens
A manual payment entered directly in BigTime isn't automatically recognized by QBO as linked to an existing QBO invoice. Without a matching QBO transaction, BigTime has no anchor to sync the payment against - leaving it unlinked and the invoice showing an outstanding balance in one or both systems.
This alternative workflow resets the link by rebuilding the invoice through the integration, then recording and applying the payment in QBO so it flows back to BigTime upon a manual sync.
Alternative Steps
Complete all steps in order. Don't skip the deletion step - recreating the invoice without removing the original will create duplicate records in both systems.
Deletion is permanent in QBO: deleting an invoice there removes it from audit history and A/R reporting. Confirm with your accounting team before proceeding, and if the invoice has already been reconciled in QBO, you may need additional accounting entries.
- Step 1: Delete the invoice in both systems: in BigTime, open the invoice and delete it; in QBO, locate the same invoice and delete it. Confirm both deletions are complete before moving on.
- Step 2: Recreate the invoice in BigTime with the same details as the original: client and project, line items and descriptions, amounts and tax settings, and invoice number - make sure it matches the original if you use sequential numbering.
- Step 3: Post the invoice from BigTime to QBO. Post or sync the recreated invoice, confirm QBO creates a new matching invoice, and verify the invoice number, client, and amounts match in both systems.
- Step 4: Apply the payment in QBO. Record the payment in QBO and apply it to the recreated invoice. Don't record the payment in BigTime first - enter it in QBO and let it flow back via sync.
- Step 5: Run a sync from BigTime. The payment recorded in QBO should flow back and link to the correct invoice. Confirm the invoice's paid status and balance update correctly.
Post-Sync Verification
After the sync completes, confirm the following in both systems:
- The invoice in BigTime reflects the correct paid status and shows a zero or reduced balance.
- The A/R Aging report in BigTime no longer shows the invoice as outstanding.
- The payment in QBO is applied to the correct invoice and the balance matches BigTime.
- Invoice numbers and client details are consistent between both systems.
Expected Outcome
Once the sync completes and the payment is applied correctly in QBO, the invoice should show as paid in both systems. If the payment still doesn't appear in BigTime after syncing, confirm it was applied to the correct invoice in QBO and re-run the sync.