The situation: You billed a customer directly in QuickBooks for work that's tracked as a job in SynkedUP. The customer paid you in QuickBooks. Your books in QuickBooks are fine, but back in SynkedUP, the job still shows as Unbilled because no SynkedUP invoice was ever created. You opened the invoicing tab hoping to mark it paid and there's nothing to mark.
The good news: the fix is short and you don't have to touch the QuickBooks side at all.
Why this happens
The customer's Invoicing Settings are set to use QuickBooks as the invoicing source. That setting tells SynkedUP that this customer's invoicing happens in QuickBooks, so SynkedUP doesn't create its own invoices for this customer by default — and it doesn't know about the QuickBooks one you made by hand.
To get the SynkedUP job to stop showing as Unbilled, you'll flip that customer to SynkedUP Payments as the invoicing source, create the invoice in SynkedUP, and mark it paid manually. The QuickBooks invoice stays where it is and continues to serve as your QuickBooks-side record. No reconciliation needed.
For the bigger picture on how SynkedUP and QuickBooks talk to each other about invoices, see Who Actually Paid? Reading Invoice Status Across SynkedUP and QuickBooks.
The fix (three steps)
1. Switch the customer to SynkedUP Payments.
Open the customer record, find Invoicing Settings, and change the invoicing source from QuickBooks to SynkedUP Payments. Save.
2. Create the invoice in SynkedUP for the work you billed.
Open the job and go to the Invoicing tab. Click Create New Invoice. Include the visit (or whatever work you billed for in QuickBooks). Set the date and click Create Invoice.
3. Mark it paid.
Open the new invoice. Click Pay Invoice → Mark as Paid → Submit.
The SynkedUP invoice is now closed out, the job stops showing as Unbilled, and the QuickBooks invoice you originally created stays put as your QuickBooks-side accounting record. Nothing pushes to QuickBooks from the SynkedUP side, so there's no duplicate to clean up.
A simpler option if you don't care about the cosmetic Unbilled
The SynkedUP "Unbilled" label is cosmetic. If your QuickBooks side is accurate and you got paid, you can just leave the SynkedUP job showing Unbilled. It doesn't affect:
The customer's actual balance
Your QuickBooks reports
Whether you got paid
Anything in payroll or job costing
The trade-off is that the job will look open in SynkedUP's invoicing reports forever, and you won't have a SynkedUP record of the payment. If you're fine with that, you don't have to do anything.
Going forward — how to avoid this
If you want SynkedUP to be the system of record for invoicing on this customer's jobs, leave their Invoicing Settings on SynkedUP Payments and always create the invoice in SynkedUP first. Don't create the QuickBooks invoice yourself for any work that's tracked as a SynkedUP job.
The only time you'd create an invoice directly in QuickBooks is for work that has nothing to do with a SynkedUP job — an old account you haven't migrated, or a one-off service you don't need to track as a job.
Still stuck
If your situation is messier than one invoice + one payment — multiple visits, partial payments, a deposit involved, or the customer paid by SynkedUP Payments rather than check or cash — message us in the chat box with the job name and we'll walk you through the cleanest path for your specific case.