If you've ever looked at an invoice marked paid in QuickBooks and thought "wait, did my customer actually pay me?" — this article is for you. SynkedUP is the source of truth for payment status; QuickBooks mirrors what SynkedUP records. Here's where to check, what you're seeing in each place, and how to reconcile when the two don't match.
SynkedUP is the source of truth
For payment status — paid, not paid, partial — always check SynkedUP first. QuickBooks mirrors what SynkedUP records. It doesn't decide payment status on its own.
When a customer pays through SynkedUP, the invoice gets marked paid in SynkedUP, and that change flows to QuickBooks. When you mark an invoice paid manually in SynkedUP (for example, after receiving a check), QuickBooks gets updated to match.
Where to check who actually paid
Across all invoices:
In the left sidebar, go to Invoicing.
Click Invoices.
Filter by Paid or Not Paid.
You'll see a list with the customer name, amount, and date. Anything in the Paid list has been recorded as paid in SynkedUP and should reflect that way in QuickBooks too.
For a specific job:
Open the job and go to the Invoicing tab. You'll see three rolling totals:
Paid — total payments already received
Outstanding — invoiced but not yet paid
Unbilled — work still to be invoiced
What you're seeing in QuickBooks Online
For every invoice you create in SynkedUP, a duplicate invoice appears in QuickBooks. That duplicate is for accounting purposes only — it carries a memo that reads "Invoice managed by SynkedUP — do not pay directly."
Customers should always pay through the invoice link SynkedUP sends them, not by clicking a payment link in QuickBooks. When the payment lands in SynkedUP, QuickBooks updates to show it as paid.
If you see an invoice marked paid in QuickBooks, that means SynkedUP has already recorded the payment — either because the customer paid through SynkedUP Payments, or because someone on your team marked it paid in SynkedUP manually.
Common questions
My customer paid me by check (or cash) directly. How do I record it?
Open the invoice in SynkedUP and mark it paid. That closes out the invoice and pushes the paid status to QuickBooks. You don't need to record anything separately in QuickBooks.
QuickBooks shows the invoice as paid, but I want to verify my customer actually paid. How?
Open the invoice in SynkedUP and check the payment record. If SynkedUP shows a payment date and method, that's your confirmation. For a detailed view of paid invoices and deposits, go to Settings → Payments → Payouts.
I don't see an invoice I expected to see.
Make sure you're looking in the right filter (Paid vs Not Paid). If it's not in either list, it may not have been created yet — check the job's Invoicing tab. The Unbilled number reflects work that hasn't been invoiced.
When something doesn't match
If SynkedUP says paid but QuickBooks doesn't (or vice versa), the most common cause is a sync hiccup with the QuickBooks integration. To check:
Go to Settings → Integrations → QuickBooks and confirm the connection is active.
Confirm your chart of accounts is mapped correctly inside SynkedUP's integration settings.
Open the specific invoice in SynkedUP and confirm the payment record shows what you expect.
If everything looks right in SynkedUP and QuickBooks still doesn't reflect it, send us a message in the chat box with the invoice number and we'll take a look.