Outside subcontractor bills on the Accounting tab: one bill or several per subcontract PO (progress billing, optional retainage), each with its payments. Enter a bill here or in QuickBooks and the other side gets it, matched by its QuickBooks id so nothing is entered twice. A payment made in QuickBooks lands here within minutes; one marked sent here becomes a QuickBooks bill payment. Record payment never sends money — it writes a payment down, and only Mark sent tells QuickBooks the cash has gone. Built exclusively for post-frame and barndominium builders, and off until an account turns it on.
Also called: vendor bills · accounts payable · sub invoices · bill payments · partial payments · QuickBooks bill sync · paid in QuickBooks · outstanding balance
One balance, whichever side paid it
Try itEvery bill and payment is matched by its QuickBooks id. Valley Plumbing's $10,000 bill was paid $6,000 in QuickBooks — the payment comes back marked from QuickBooks, already sent, read from the line that pays this bill — so it reads $4,000 owed and 9 days late. Above the list: what's outstanding, how late it is by due date, what's recorded but not sent, and retainage held. Bills can start from a subcontract PO, and progress bills on one PO can't pass its total.
The sub was paid in QuickBooks, but the job still showed the whole bill owed.
The project manager and the bookkeeper stop arguing from two different balances — there is only one.
Recorded is not sent
Try itRecord payment (does not send money) writes a payment down: approved, counted against the bill, money not gone. It's been sent — or Mark sent later — says the check or ACH actually left, and only then does QuickBooks get a bill payment. Leads 2 Build never moves money. A sub whose insurance has expired can't be paid either way unless an admin overrides with a reason.
A payment was marked paid on the job, but the check never went out.
"Paid" means one thing to everyone, and the ledger never hears about money that hasn't moved.
When the two disagree, it lands on Needs a look
Try itAccounting → QuickBooks says who posts what, so nothing is entered twice, shows when the last pull, push and hourly sweep ran, and lists every disagreement with its fix. Ridgeback Framing's bill reads $7,000 owed in QuickBooks and $7,500 here — a vendor credit entered there — and Match QuickBooks records it as a credit applied, never as paid.
A vendor credit in QuickBooks never reached the job, and nobody knew why the numbers were $500 apart.
A difference is a button with the reason beside it, not an afternoon of comparing two screens.
Voids and reversals — never deletes
A bill is voided with a reason and a payment reversed with a reason; both stay in the history with who did it. A payment voided or deleted in QuickBooks is reversed here as Voided in QuickBooks, and a bill deleted there is voided here and never re-created by the next sync. Everything sits on the Accounting tab, off until an account turns it on.
A bill deleted in QuickBooks came back on the next sync, and a voided check still showed as paid.
Corrections leave a trail instead of a hole, and a bill removed on purpose stays removed.
- 1New bill — project, sub, bill number, dates, amount, optional retainage; or start from a subcontract PO, and bills on it can't pass the PO total.
- 2Record payment (does not send money) writes it down; Mark sent is when the check or ACH has actually left — only then does it go to QuickBooks.
- 3A payment made in QuickBooks comes back as already sent, with the amount read from the line that pays this bill — not the payment's total.
- 4Voided or deleted in QuickBooks? The payment is reversed here with the reason Voided in QuickBooks; a bill deleted there is voided here and never re-created.
- 5Nothing is ever deleted: a bill is voided with a reason, a payment reversed with a reason, and both stay in the history.
- 6A vendor credit shows as credit applied, not paid; when QuickBooks shows a different balance it lands on Needs a look with a one-click fix.
- 7A sub whose insurance has expired can't be paid unless an admin overrides with a reason.
- 8An hourly sweep catches anything a QuickBooks notification missed; aging groups what's owed by how late it is.
Project staff and the bookkeeper keep two copies of what each sub is owed, and the copies drift: a payment made in QuickBooks never shows on the job, a voided check stays "paid", a bill deleted on purpose comes back on the next sync. Then everyone argues from different balances. So every bill and payment is matched by its QuickBooks id, read from QuickBooks' own balance, and kept in step both ways — including partial payments, voids and credits. Writing a payment down and actually sending the money are two different moments, so the screen keeps them apart and only the second one reaches the ledger.
- Sub balances that differ between the job and QuickBooks.
- Partial payments and vendor credits lost between systems.
- Voided or deleted QuickBooks payments still counted.
- Deleted bills re-created by the next sync.
- "Paid" meaning approved to some people and sent to others.
