Mark Invoice as Paid (BETA)
Mark Invoice as Paid
A guide for printIQ users
What is this feature?
Mark Invoice as Paid lets you record that an invoice has been settled without creating a payment record in printIQ. When a customer pays outside of printIQ and there is no payment sync in place, this feature keeps your invoice data accurate by updating the paid status, the paid amount, and any related fields directly on the invoice. A history record is added so you have a clear audit trail of who marked the invoice as paid and when.
Why would I use it?
- Keep your invoice records accurate when customers pay through bank transfer, cheque, or any other method that does not feed back into printIQ automatically.
- Avoid misleading overdue or unpaid indicators on invoices that have actually been settled.
- Maintain a clean audit trail because every Mark as Paid action is logged in the invoice history.
- Process multiple invoices at once using the bulk action in Manage Invoices, saving time at month end.
How does it work?
You trigger Mark as Paid manually from one of two places in printIQ.
The Edit Invoice screen.
Or the Manage Invoices board.
In the Manage Invoices board you can act on a single invoice using the row action.
In all cases, printIQ updates the paid value on the invoice to match the invoice total.
No payment entry is inserted into the ledger.
What qualifies?
An invoice can be marked as paid if all of the following are true:
- The invoice exists in printIQ and has not already been marked as paid.
- You have the Invoice Admin role, or your role has been granted access to the Mark as Paid function in the role-based settings.
- You are acting from one of the supported entry points: Edit Invoice, or Manage Invoices.
What happens after you mark an invoice as paid?
- Invoice updated: The paid value on the invoice is set to the full invoice amount. Related fields, including payment status and outstanding balance, are updated to reflect the payment.
- History record added: printIQ writes a history entry on the invoice recording that it was marked as paid, including the user who performed the action and the timestamp.
- Invoice reflects paid status: The invoice now shows as paid on the main invoice screen, in the same position where a payment record would normally appear.
What about the unpaid invoices filter?
The Mark as Paid feature is designed to work alongside an Unpaid Invoices filter on the Invoice Board. Once that filter is available, invoices you have marked as paid will no longer appear in the unpaid view, keeping your outstanding list clean.
What about invoices with a payment sync active?
Mark as Paid is intended for situations where there is no payment sync between printIQ and an accounting package. If you have Xero Integration or another payment sync active, payments should flow through that sync rather than being manually applied. Using Mark as Paid on a synced account may cause reconciliation mismatches.
Settings to know about
| Setting | What it does |
|---|---|
| Roles that can Mark as Paid | Shows the Mark as Paid button on the Create Invoice and Edit Invoice screens. Use this to mark a single invoice as paid without a payment record. |
| Shows the Mark as Paid action on the single-invoice row menu in Manage Invoices. Use this for a quick action on one invoice without opening it. | |
| Enables the Mark as Paid checkbox action in Manage Invoices. Use this to mark multiple invoices as paid in one operation. | |
| The role assigned access to the Mark as Paid function by default. Access can be extended to other roles in the role-based settings in Admin => Customise => Settings. |
Mark Invoice as Paid is not visible. What should I check?
Does your role have access to the Mark as Paid function?
Check the role-based settings in Customise => Settings => Invoicing. The function is available to the Invoice Admin role by default. If your role is not listed, ask your system administrator to grant access.
Are you looking in a supported location?
Mark as Paid appears on the Create Invoice screen, the Edit Invoice screen, and as both a row action and a bulk checkbox action in Manage Invoices. It is not available from other screens.
Is the invoice already marked as paid?
If the invoice has already been settled, the Mark as Paid option will not appear. Check the invoice status before taking action.
Still not seeing the expected behaviour after checking the above?
Reach out to your system administrator or the printIQ support team for a closer look at the configuration.
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