> ## Documentation Index
> Fetch the complete documentation index at: https://www.presolve.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounting records and statuses

> Understand expenses, invoices, receipts, approvals, and their identifiers.

| Term | Meaning in Presolve |
| - | - |
| Expense | A cost incurred for a matter. It can be unpaid or paid. |
| Vendor invoice | A bill the firm receives. It can link to expenses already recorded. |
| Billing invoice | An invoice the firm issues. Check direction before entering line items. |
| Approval | A review of a proposed action or financial terms. Its outcome is separate from payment. |
| Resolution | A settlement, recurring arrangement, or back-fee record. |
| Inbound check/payment | A receipt of funds linked to a case and, when applicable, a resolution. |
| Allocation | The amount assigned from a receipt to a destination such as fees, costs, or client recovery. |
| Disbursement | A destination for allocated funds, with its own payment progress. |
| Payment reference | A check number or other reference for the payment instrument. It may repeat across accounts. |
| Record ID | The permanent identifier of a Presolve expense, check, or resolution. |
| QuickBooks transaction ID | The identifier of the linked transaction in a particular QuickBooks company. |

## Keep the stages separate

**Review → stage for payment → record payment → verify external transaction** are different steps. An approved invoice can still have an expense awaiting funding. A Paid expense can still need external sync attention. A locally Completed disbursement does not establish bank clearing.

See [invoice statuses](https://www.presolve.com/docs/help/accounting/invoice-lifecycle.md#read-each-status-separately) for the queue meanings and [QuickBooks verification](https://www.presolve.com/docs/help/integrations/quickbooks-operations.md) for external links.

## Accounts and mappings

A saved Presolve bank account identifies routing used in local records. A QuickBooks chart-of-accounts entry belongs to the connected QuickBooks company. A mapping tells Presolve which external account to use for a particular office or payment route. Renaming a firm or local account does not create a QuickBooks account.


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