Record, reconcile, and sync payments to QuickBooks

The bookkeeper flow: record payments, use status flags on entries, close the month, and mirror paid invoices to QuickBooks through Airtable.

Updated September 3, 20262 min read

Bookkeepers work at the financial layer across every brand. This article covers recording a deposit, flagging entries, the month-end sweep, and how paid invoices reach QuickBooks.

Record a payment

  1. Go to Billing, then Invoices, and open the invoice the deposit references.
  2. Click Record payment. Enter the amount, the date it posted to the bank, the method (wire, ACH, check, card, crypto), and a reference or memo.
  3. Save. The invoice moves to Paid or Partially paid. Record one payment per invoice when a deposit covers several.

Flag entries with bookkeeping status

  1. Go to My work, then Time logs, and filter to the period.
  2. Right-click an entry or use the row's bookkeeping menu to set Incomplete, Partially complete, or Complete.
  3. Draft invoices pull from Complete entries, and Partially complete when the account manager chooses. Incomplete is a hard block, safer than deleting.

Month-end close

  1. Clean up entries: flag anything missing notes, on the wrong project, or with a $0 rate.
  2. Confirm every drawdown client has a new retainer period for the new month.
  3. Reconcile open AR: filter invoices to Sent, match against the bank statement, comment on anything past 30, 60, or 90 days so the account manager chases with a paper trail.
  4. Export the month's billings under Reports & insights, then Time reports, and cross-check against the invoice list.
  5. Ask an admin to lock the period. See Configure time tracking rules and locks.

QuickBooks through the Airtable bridge

The bridge is configured by the operator with an Airtable token, base, and table. When configured, every path that marks an invoice Paid mirrors it to the Incoming payments table with invoice number, client, amount, method, and a deep link back. Repeated syncs update one row; the In QBO columns are written only on first creation so the accounting team's value is never overwritten. Settings, then Platform health, shows whether the bridge is active and when it last wrote.

What to check

  • Payments carry two statuses: confirmation (Pending, Confirmed, Rejected), seen by everyone with access, and bookkeeping (Incomplete, Partially complete, Complete), seen by admins and bookkeepers.
  • Do not delete a wrongly recorded payment. Ask an admin to reverse it so the audit trail survives.

Questions

How do paid invoices reach QuickBooks?

When an invoice is marked paid, Verbial upserts a row in an Airtable Incoming payments table keyed on the invoice number. An existing Zapier automation creates the invoice in QuickBooks Online and flips the In QBO flag. Usage statements never sync.

Who sees bookkeeping status?

Admins and bookkeepers only. Other roles never see the Incomplete, Partially complete, or Complete flags on entries or payments.

Should I record net of processor fees?

No. Record the gross invoice amount and book the fee separately, or the invoice keeps a ghost balance.

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