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An invoice’s status, its approval, its expenses, and its QuickBooks link answer different questions. Read all four before taking the next action.

Create the invoice

  1. Open Accounting → Payables → Create Invoice.
  2. Choose the direction: From Vendor for a bill your firm receives, or Billing for an invoice you issue.
  3. Add line items. Use Existing Expenses when a cost is already logged; use Add New only for a new cost. A custom line item is not a reason to recreate an existing expense.
  4. Add the source document and appropriate status in Document & Status.
  5. Inspect Review & Confirm, including the case, vendor, amount, and line items, then save.
  6. Reopen the saved invoice. Check the linked expenses and, if configured, the automation run and approval.
See the illustrated invoice guide for the review screen.

Read each status separately

These are not a mandatory sequence of clicks. Select statuses supported by the facts and your firm’s process.

Review and stage

For a configured Invoice created → Stage Expenses for Payment workflow, the approval must complete before its gated action proceeds. Inspect the invoice, expenses, funding, and source document, then use the approval action. Confirm the result in History and the workflow’s run details. Staging marks the relevant invoice for payment; it does not send money. An expense with Not decided funding can still need review afterward. See financial approvals.

Record payment once

Accounting follows the firm’s chosen route:
  • Record locally only: record the payment in Presolve without creating a QuickBooks transaction through that action.
  • Create payment/check directly: create the direct QuickBooks payment without first creating a Bill.
  • Create Bill, then payment: create the payable and later apply payment to that Bill.
If a QuickBooks Bill already exists, use its Bill payment route. A separate Check or Expense would risk recording the cost twice. Intuit explains this distinction in Bills, checks, and expenses. Before confirming, check the office, QuickBooks company ID, resolved payment account, and whether the dialog will create a direct payment or pay a Bill. The saved default account is selected automatically when compatible; change it only when the payment needs a different route. If setup fails to load, use Recheck setup or deliberately choose Record without QuickBooks. Check the payment date shown by the flow; the current payment action records today’s date. Afterward, inspect the saved record and QuickBooks link. Printing a check and clearing it at the bank are later events.

Correct a mistake

Edit the original record when permitted. If it was exported or paid, inspect its linked transaction before changing it. Presolve edits do not imply that an external payment was voided, deleted, or reconciled. Have accounting coordinate corrections in both systems and retain the source references.