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Mark invoices as paid

Accurately track, manage and report on all your payments in Ignition by marking your invoices as paid.

Nicole Baptiste avatar
Written by Nicole Baptiste
Updated this week

Mark invoices as paid in Ignition even if payment is collected externally

You can now mark invoices as paid in Ignition even if payment is collected externally to accurately track, manage and report on all your payments using Ignition. For Xero and QuickBooks users, save even more time by letting the automatic sync do the work for you.


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Invoices marked as paid from QuickBooks or Xero

When you connect QuickBooks or Xero to your Ignition account, invoices marked as paid in your ledger will also be shown as paid in Ignition. This ensures that the status of invoices in Ignition mirrors their status in your ledger.

To see invoices marked as paid via the connected ledger, navigate to your client's file in Ignition → Invoices tab to view a green banner Invoice marked as paid.

You can also click on the invoice to see more details.

Once an invoice is marked as paid in the ledger:

  • The invoice cannot be marked as unpaid in Ignition

  • Payment collection for the invoice in Ignition will be disabled

Marking invoices as paid when a client pays externally (outside Ignition)

If you have have a client invoice in Ignition and QuickBooks or Xero with no payment recorded yet and you receive an external payment by check or wire transfer,

Do not mark the invoice as paid directly in Ignition. Doing this updates the invoice to "Paid" only in Ignition and not QuickBooks/Xero.

Instead, record the payment in QuickBooks/Xero. If you have QuickBooks/Xero connected to Ignition, it will automatically sync the invoice status back to Ignition which will mark the invoice as "Paid" in both systems.


Manually mark an invoice as paid

If payment is collected outside of Ignition, you can manually mark invoices as paid in Ignition. This ensures that the payment status of the outstanding invoice is accurately reflected in Ignition.

To manually mark an invoice as paid, navigate to your client's file in Ignition → Invoices tab → click the three dots → click Mark as paid.

Next, select the date paid → select Payment method → add a Reference.

Once an invoice is marked manually:

  • The invoice can be marked as unpaid

  • Payment collection for the invoice in Ignition will be disabled


FAQs

Is the automatic feature available with a MYOB integration?

Currently, no - it is only available for QuickBooks and Xero.

Can I use the manual feature without a connected ledger?

Yes, this feature is available to all accounts.

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