Marking Invoices as Paid on Tradify when Integrated with QuickBooks or Sage

Introduction

Tradify’s integration with QuickBooks and Sage offers streamlined invoicing, but it operates as a one-way sync, meaning once an invoice is approved in Tradify it is sent to the accounting platform and becomes locked on the Tradify end. However, there’s a workaround for those who want to record their invoices as paid in Tradify and in QuickBooks/Sage.

Using Tradify’s Invoice Number Sequence

To record an invoice as paid in Tradify, you can switch to Tradify’s invoice numbering sequence instead of QuickBooks or Sage’s, preventing invoices from automatically sending to your accounting platform and becoming locked when approved in Tradify, allowing you to:

1. 'Approve' the invoice in Tradify.
2. Send it to the customer.
3. Mark it as paid in Tradify.
4. Then Manually send it to QuickBooks or Sage by going to the invoice > Selecting Options > Send to [accounting platform].

Doing this will have the payment status of the invoice recorded in both Tradify and your accounting package.

Switching to Tradify’s Invoice Numbering Sequence

To make this switch, follow these steps:

1. Go to Settings > Integrations inside your Tradify account.
2. Disable the “Use QuickBooks/Sage invoice numbering sequence” toggle and save your changes.
3. Now go to Settings > Invoice and set what the next invoice number should be in the 'Next Invoice Number' field.