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Manually Reconciling Bills and Client Invoices as Paid

Mark a Bill or Client Invoice as Paid directly in JACK, without first syncing it to your accounting software.

Overview

Not every Bill or Client Invoice needs a trip through Xero or QuickBooks before you can call it reconciled. If you have an item you don't want duplicated in your accounting software, or one you'd rather leave out of the sync altogether, you can reconcile it and mark it Paid directly within JACK. This keeps your job budgets, cash flow, and financial reporting accurate within seconds, with no extra data entry.

ℹ️ Marking a Bill or Client Invoice as Paid without syncing to your accounting software only updates its status in JACK. It does not create, update, or perform any actions in Xero or QuickBooks.

When to use manual reconciliation

Use this for Bills and Client Invoices you don't want synced to your accounting software, for example, those entered directly there or those you're intentionally keeping out of sync. Reconciling them in JACK still provides accurate job budgets and cash flow reporting without creating duplicate entries in Xero or QuickBooks.

Marking a Bill as Paid

  1. Navigate to the Bill you want to reconcile, scroll down the bill to the payments section, and click the  button, and click on it.

  2. This will open the Record Payment view where you can Record Payments, including the payment method (Bank Transfer, Cash, or Cheque), the payment date, and the amount. The payment will sync to your accounting software by default; untick the sync checkbox if you do not want this to sync.

  3. You can record a single payment for the entire amount or record multiple partial payments until the total amount is paid.

  4. This will update the bill's status to be either Paid or Partially Paid.

  5. You can remove recorded payments at any stage, and this will revert the bill to either Partially Paid or Approved for Payment.

Marking a Client Invoice as Paid

The process for marking Client Invoices as paid remains largely the same as for Bills.

  1. Navigate to the Client Invoice to be marked as Paid, and click the button.

  2. This will open the Record Payment view, where you can select the payment method (Bank Transfer, Cash, or Cheque), the payment date, and the amount. You can record full or multiple partial payments.

  3. Once finalized, the invoice status will update to Partially Paid or Paid, and if selected to sync to your accounting software, it will show as Synced.

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