[{"question":{"category_id":515332,"account_id":12867,"created_at":"2026-05-22T17:31:16.057Z","tag_names":["credit memo biller genie","customer credit","customer account credit","apply credit to invoice","overpayment refund","goodwill credit customer","customer prepayment","returned goods credit","qbo credit memo","xero credit note","unapplied credit"],"answer_sample":"A common ask from new Biller Genie customers: \"Can I create a credit memo to appl","long_answer_sample":"A common ask from new Biller Genie customers: \"Can I create a credit memo to apply against this customer's next invoice?\" The short answer is no — credit memos and customer account credit are handled entirely in your accounting software. This article explains why, what to do instead, and how the workflow lands on the Biller Genie side. Credit memos ","language_id":1,"id":3826912,"last_published_date":"July 31st, 2026","last_published_avatar":"\u003cimg class=\"avatar circle\" width=\"96\" height=\"96\" style=\"background: url(\u0026quot;/initials_avatars/TA?bg=e0633a\u0026amp;s=192\u0026amp;fg=fff\u0026quot;) 0% 0% / 96px 96px;\" src=\"https://secure.gravatar.com/avatar/841e7ea85ebda058cdd7ee30638e7bee.png?s=96\u0026amp;d=blank\" /\u003e","last_published_user_name":"Thomas Aronica","indexable_body":"common ask new biller genie customers \"can create credit memo apply customer's next invoice\" short answer — memos customer account handled entirely accounting software. article explains why, instead, workflow lands side. feature \"credit memo\" \"customer credit\" object merchant portal. page view balance, action invoice, field record showing \"available credit.\" credit-memo lives software (quickbooks online, quickbooks desktop, xero), simply reflects resulting invoice payment balances produces. belong transactions. reduce revenue, affect a/r general ledger, need reflected books exactly way regular invoices payments are. system that. tax handling non-trivial. original tax, usually reverses too. qbo, qbd, xero handle natively; rebuilding inside reconciliation problems. auditability. ever get audited, able show every applied. keeps audit trail wouldn't. scenarios \"my overpaid two options depending wants refund overpayment. open transaction genie's transactions report, click refund, overage amount. processes gateway funds return customer. simplest option overpayment small asked difference back. invoice. qbo + \u0026gt; memo, pick customer, enter amount handling, save. becomes available syncs genie, it'll applied pays net returned goods paying want future items. software, will offer memo. save applied, sync difference. \"i give $100 goodwill gesture\" line like \"goodwill service interruption.\" (or oldest makes sense). reduced balance sync. prepaid sent hold patterns work prepayment deposit / (this varies \"receive payment\" without selecting invoice; qbd payments\" undeposited workflow; contact). eventually it. first amount, mark paid, actual later separate transaction. simpler creates invoices. looks brings state shows total minus credit. sees page. fully covers marks paid (no reminders go out, autopay charge attempted). unapplied (not yet attached specific invoice), surface record. credits via per-invoice reduction. related articles sales tax-exempt connect online deleting deactivating","name":"Credit Memos and Customer Account Credit","votes":0,"is_published":true,"slug":"credit-memos-and-customer-credit","first_category":"Customers \u0026 Jobs","categories_display_for_views":"Customers \u0026 Jobs","parent_categories":[515332],"is_internal":false,"is_private":false,"extra_categories":[],"url":"/customers/credit-memos-and-customer-credit?from_search=243382357","host":"https://helpcenter.billergenie.com","body_txt":"common ask new biller genie customers \"can create credit memo apply customer's next invoice\" short answer — memos customer account handled entirely accounting software. article explains why, instead, workflow lands side. feature \"credit memo\" \"customer credit\" object merchant portal. page view balance, action invoice, field record showing \"available credit.\" credit-memo lives software (quickbooks online, quickbooks desktop, xero), simply reflects resulting invoice payment balances produces. belong transactions. reduce revenue, affect a/r general ledger, need reflected books exactly way regular invoices payments are. system that. tax handling non-trivial. original tax, usually reverses too. qbo, qbd, xero handle natively; rebuilding inside reconciliation problems. auditability. ever get audited, able show every applied. keeps audit trail wouldn't. scenarios \"my overpaid two options depending wants refund overpayment. open transaction genie's transactions report, click refund, overage amount. processes gateway funds return customer. simplest option overpayment small asked difference back. invoice. qbo + \u0026gt; memo, pick customer, enter amount handling, save. becomes available syncs genie, it'll applied pays net returned goods paying want future items. software, will offer memo. save applied, sync difference. \"i give $100 goodwill gesture\" line like \"goodwill service interruption.\" (or oldest makes sense). reduced balance sync. prepaid sent hold patterns work prepayment deposit / (this varies \"receive payment\" without selecting invoice; qbd payments\" undeposited workflow; contact). eventually it. first amount, mark paid, actual later separate transaction. simpler creates invoices. looks brings state shows total minus credit. sees page. fully covers marks paid (no reminders go out, autopay charge attempted). unapplied (not yet attached specific invoice), surface record. credits via per-invoice reduction. related articles sales tax-exempt connect online deleting deactivating","categories":{"current":{"id":515332,"name":"Customers \u0026 Jobs","url":"/customers"}},"category_param":"customers"}},{"question":{"category_id":1368781,"account_id":12867,"created_at":"2023-05-16T14:54:25.000Z","tag_names":["payment sync queue","payment sync history","sync error","invoice not paid in quickbooks","qbo sync error","xero sync error","qbd web connector","dequeue payment sync","transaction has been deleted","stale object error","closed transaction cannot be edited","authentication failed","6240 qbo","5010 qbo","3120 qbd","3171 qbd","3200 qbo","reconcile biller genie quickbooks","late fee not on quickbooks invoice","payments needing resolution","re-queue payment","dismiss payment","payment withheld from sync"],"answer_sample":"When a customer pays an invoice through Biller Genie, the payment is recorded in ","long_answer_sample":"When a customer pays an invoice through Biller Genie, the payment is recorded in Biller Genie first and then pushed back to your accounting software (QuickBooks Online, QuickBooks Desktop, or Xero) so your books match reality. Most of the time this push happens within a few minutes and you never have to think about it. When something goes wrong, the","language_id":1,"id":1957804,"last_published_date":"October 23rd, 2026","last_published_avatar":"\u003cimg class=\"avatar circle\" width=\"96\" height=\"96\" style=\"background: url(\u0026quot;/initials_avatars/TA?bg=e0633a\u0026amp;s=192\u0026amp;fg=fff\u0026quot;) 0% 0% / 96px 96px;\" src=\"https://secure.gravatar.com/avatar/841e7ea85ebda058cdd7ee30638e7bee.png?s=96\u0026amp;d=blank\" /\u003e","last_published_user_name":"Thomas Aronica","indexable_body":"customer pays invoice biller genie, payment recorded genie first pushed back accounting software (quickbooks online, quickbooks desktop, xero) books match reality. time push happens within minutes never think it. something goes wrong, ends sync queue error message — will continue show unpaid resolve report check whenever clearly paid still showing open xero. nine times ten answer here, tells exactly fix. matters reconciliation pain integrated a/r workflow comes one system other. took money great accountant opens next morning sees open. two systems disagree. now phone call. genie's \"this payment\" surface. every entry represents transaction landed failed post software. fix, fix underlying cause (or determine way), click dequeue remove queue. that, agree again. find main menu, reports \u0026gt; history. page panels (top) payments currently stuck. daily action list. history (bottom) either synced successfully dequeued. useful audit forensics. requires viewer role higher) see managing users . column shows id links details genie. tracing processed. associated with. amount dollar trying sync. created enqueued (= processed bg). last attempt tried payment. empty, row retried yet. recent queue, failing repeatedly. accounts receivable account to. \"a/r found.\" desc returned single wrong. actions button appears least made. protected online instead removes retry. \"dequeue, retry\" below. actually works (and retries fire) soon added background process runs schedule tries queued xero 5 minutes. desktop 2 web connector actively running merchant's machine. syncs, moves panel status \"synced.\" fails, stays timestamp updates, gets new message. keeps retrying schedule. retry limit, except cases noted fails day old stops needing resolution (see below). common messages patterns often. exact wording directly software's api response passes minimal translation full available. \"transaction deleted\" / \"object found\" \"stale reference\" means customer) supposed applied deleted apply code 6240 610; 3120; \"invoice valid status.\" safely issue purely accounting-software side. deletion intentional want either, dequeue. accidental need books, recreate software, manually (biller re-attempt different original gone). auto-detects case (error 3120) and, 3 retries, automatically dequeues row. move without anything. \"payment greater invoice's current balance\" someone another balance less apply. records exist money. applied. duplicate (cash posted + bg-processed payment), delete manual let bg's correctly. (your business kept purpose), accept bg live bg, object error\" object\" edited moment 5010. benign catalog. cycle (5 later qbo/xero) updated succeed. persists across multiple cycles, escalate support else may going on. \"closed edited\" period locked containing closed (the month/quarter/year). refuses modify period. 6000 transaction\" detail; 3171. temporarily reopen (settings settings advanced close qbo; edit preferences closing date qbd), sync, re-close (without unlocking period) \"authentication failed\" \"authorization \"authenticationunsuccessful\" connection disconnected oauth token expired, revoked, integration unlinked. 3200. reconnect go add-ons, entry, disconnect connect again). resume syncing cycle. email notifications enabled control settings, likely got alert already. \"timeout only) computer respond fast enough, cancelled request. usually transient. first, confirm machine use is, just wait (2 minutes) try again, checks whether anyway previous retrying. repeated timeouts row, restart application. \"validation error(s) ...\" (xero rejected several reasons spelled colon. variants modification voided deleted. above. exceeds outstanding balance-mismatch case. 'xyz' longer matches re-select account. \"in order xero, default name 'sales' 'enable accounts' option switched required\" chart payments-enabled sales set place can via api. accounts. create named \"sales\" turn \"enable account\" option. save. (you'll reconcile affected surfaces informational only, auto-retried specific error.) dequeue, important. permanently marked \"not synced.\" dequeueing right (e.g., bookkeeper found hand). permanent (invoice purpose; it; etc.). decided particular temporary (\"stale object,\" timeout, etc.) authentication failure clears itself. understand contact support@billergenie.com dequeued, own. automatic rules auto-dequeues take (3120), deleted, point older 365 days cleanup 900 retires year-old rows. \"automatically dequeued due age\" skipped. make (status = synced). researching ever pushed; final reason). auditing known outage related queues outbound covers line items (late fees, technology fees) existing invoices. workflow, data. voids flow separate sibling report. refund refunds back. pro tip weekly review non-empty end-of-month, almost certainly states vs 5-minute friday catches problems month-end reports. settings. completed number choose, get alert. finishes warnings counts successful, watch \"quickbooks warnings\" to-do dashboard. sometimes deliberately holds sending usual settled applying ach overpay pushing leave unapplied credit sitting customer, send second paid\" email. top history, reason shown. captured hand-off paused, waits decide. link straight panel, timeline withheld sits held reasons, choose options dismiss hand simply pushed. leaves panel. re-queue all. choosing reminder first. order. refused closed. bring change come re-queue. through, closes sides, disappears closed, voided, charged back, returned. refunded ach, finish settling rather re-queueing failures rejects old, repeatedly online. reopened autopay charge these, problem wrong), record paid, item. twice. sure means, id. switch reasons; migrating articles activity configure general (email notification)","name":"Payment Sync Queue and History: Why Invoices Sometimes Don’t Show Paid in Your Accounting Software","votes":0,"is_published":true,"slug":"using-the-payment-sync-history-report","first_category":"Reports \u0026 Dashboards","categories_display_for_views":"Reports \u0026 Dashboards","parent_categories":[1368781],"is_internal":false,"is_private":false,"extra_categories":[],"url":"/reports-and-reconciliation/using-the-payment-sync-history-report?from_search=243382357","host":"https://helpcenter.billergenie.com","body_txt":"customer pays invoice biller genie, payment recorded genie first pushed back accounting software (quickbooks online, quickbooks desktop, xero) books match reality. time push happens within minutes never think it. something goes wrong, ends sync queue error message — will continue show unpaid resolve report check whenever clearly paid still showing open xero. nine times ten answer here, tells exactly fix. matters reconciliation pain integrated a/r workflow comes one system other. took money great accountant opens next morning sees open. two systems disagree. now phone call. genie's \"this payment\" surface. every entry represents transaction landed failed post software. fix, fix underlying cause (or determine way), click dequeue remove queue. that, agree again. find main menu, reports \u0026gt; history. page panels (top) payments currently stuck. daily action list. history (bottom) either synced successfully dequeued. useful audit forensics. requires viewer role higher) see managing users . column shows id links details genie. tracing processed. associated with. amount dollar trying sync. created enqueued (= processed bg). last attempt tried payment. empty, row retried yet. recent queue, failing repeatedly. accounts receivable account to. \"a/r found.\" desc returned single wrong. actions button appears least made. protected online instead removes retry. \"dequeue, retry\" below. actually works (and retries fire) soon added background process runs schedule tries queued xero 5 minutes. desktop 2 web connector actively running merchant's machine. syncs, moves panel status \"synced.\" fails, stays timestamp updates, gets new message. keeps retrying schedule. retry limit, except cases noted fails day old stops needing resolution (see below). common messages patterns often. exact wording directly software's api response passes minimal translation full available. \"transaction deleted\" / \"object found\" \"stale reference\" means customer) supposed applied deleted apply code 6240 610; 3120; \"invoice valid status.\" safely issue purely accounting-software side. deletion intentional want either, dequeue. accidental need books, recreate software, manually (biller re-attempt different original gone). auto-detects case (error 3120) and, 3 retries, automatically dequeues row. move without anything. \"payment greater invoice's current balance\" someone another balance less apply. records exist money. applied. duplicate (cash posted + bg-processed payment), delete manual let bg's correctly. (your business kept purpose), accept bg live bg, object error\" object\" edited moment 5010. benign catalog. cycle (5 later qbo/xero) updated succeed. persists across multiple cycles, escalate support else may going on. \"closed edited\" period locked containing closed (the month/quarter/year). refuses modify period. 6000 transaction\" detail; 3171. temporarily reopen (settings settings advanced close qbo; edit preferences closing date qbd), sync, re-close (without unlocking period) \"authentication failed\" \"authorization \"authenticationunsuccessful\" connection disconnected oauth token expired, revoked, integration unlinked. 3200. reconnect go add-ons, entry, disconnect connect again). resume syncing cycle. email notifications enabled control settings, likely got alert already. \"timeout only) computer respond fast enough, cancelled request. usually transient. first, confirm machine use is, just wait (2 minutes) try again, checks whether anyway previous retrying. repeated timeouts row, restart application. \"validation error(s) ...\" (xero rejected several reasons spelled colon. variants modification voided deleted. above. exceeds outstanding balance-mismatch case. 'xyz' longer matches re-select account. \"in order xero, default name 'sales' 'enable accounts' option switched required\" chart payments-enabled sales set place can via api. accounts. create named \"sales\" turn \"enable account\" option. save. (you'll reconcile affected surfaces informational only, auto-retried specific error.) dequeue, important. permanently marked \"not synced.\" dequeueing right (e.g., bookkeeper found hand). permanent (invoice purpose; it; etc.). decided particular temporary (\"stale object,\" timeout, etc.) authentication failure clears itself. understand contact support@billergenie.com dequeued, own. automatic rules auto-dequeues take (3120), deleted, point older 365 days cleanup 900 retires year-old rows. \"automatically dequeued due age\" skipped. make (status = synced). researching ever pushed; final reason). auditing known outage related queues outbound covers line items (late fees, technology fees) existing invoices. workflow, data. voids flow separate sibling report. refund refunds back. pro tip weekly review non-empty end-of-month, almost certainly states vs 5-minute friday catches problems month-end reports. settings. completed number choose, get alert. finishes warnings counts successful, watch \"quickbooks warnings\" to-do dashboard. sometimes deliberately holds sending usual settled applying ach overpay pushing leave unapplied credit sitting customer, send second paid\" email. top history, reason shown. captured hand-off paused, waits decide. link straight panel, timeline withheld sits held reasons, choose options dismiss hand simply pushed. leaves panel. re-queue all. choosing reminder first. order. refused closed. bring change come re-queue. through, closes sides, disappears closed, voided, charged back, returned. refunded ach, finish settling rather re-queueing failures rejects old, repeatedly online. reopened autopay charge these, problem wrong), record paid, item. twice. sure means, id. switch reasons; migrating articles activity configure general (email notification)","categories":{"current":{"id":1368781,"name":"Reports \u0026 Dashboards","url":"/reports-and-reconciliation"}},"category_param":"reports-and-reconciliation"}},{"question":{"category_id":323115,"account_id":12867,"created_at":"2023-05-15T17:39:14.000Z","tag_names":["delete invoice","delete invoice biller genie","remove invoice","hide invoice","soft delete invoice","void invoice quickbooks","write off invoice","invoice resurrects","hidden flag invoice","invoice came back","undelete invoice","remove invoice from biller genie","delete in accounting software"],"answer_sample":"Biller Genie has a Delete action on every invoice, and merchants reach for it whe","long_answer_sample":"Biller Genie has a Delete action on every invoice, and merchants reach for it when they want to \"make this invoice go away.\" This article is about what that button actually does (and doesn't do), why it isn't usually the right tool, and what you should do instead depending on your situation. Heads up. The Delete button in Biller Genie is a local hid","language_id":1,"id":1956777,"last_published_date":"October 26th, 2026","last_published_avatar":"\u003cimg class=\"avatar circle\" width=\"96\" height=\"96\" style=\"background: url(\u0026quot;/initials_avatars/TA?bg=e0633a\u0026amp;s=192\u0026amp;fg=fff\u0026quot;) 0% 0% / 96px 96px;\" src=\"https://secure.gravatar.com/avatar/841e7ea85ebda058cdd7ee30638e7bee.png?s=96\u0026amp;d=blank\" /\u003e","last_published_user_name":"Thomas Aronica","indexable_body":"biller genie delete action every invoice, merchants reach want \"make invoice go away.\" article button actually (and do), usually right tool, instead depending situation. heads up. local hide. removes views accounting software (quickbooks online, quickbooks desktop, xero). still exists books, affects a/r aging qbo/xero, will resurrect next time edited software. \"gone\" gone — read way. way handle pick path matches happen to... cancel entirely customer never billed, billed error, duplicate another qbo qbd let unpaid (more menu \u0026gt; delete). xero lets void awaiting-payment invoice. change syncs within minutes disappears systems cleanly. partially paid full preserves audit trail (the $0) reverse payment refuse anyway linked payment. stop chasing keep receivable books (write-off uncollectible) write action; uses credit memo bad debt item; note. keeps tax line; sees closed stops reminders/autopay/late fees automatically. sending reminders one leave open click \"opt reminders.\" stays open, autopay attempts (if configured), out. reversible can opt back in. hide view temporarily sort something use genie's (described below) understand local-only inside genie, deleting flips single hidden flag record. effects grid showing genie. scheduled stop. emails paper mail it. configured, charge tried. true voided, deleted marked pending take desktop pending, sync. late fee accrual stops. already-accrued stay new ones added. owed, aging. warn attached payments. payments applied locally surface warning. record unaffected longer associated anything visible merchant. stick. (or anyone) edits trivial like updating sync flip reappear resume reminder/autopay/late-fee processing too. want) invoices invoices. delete. confirm. immediately. \"show invoices\" toggle merchant portal. hidden, come recovering error make small edit (touch field, save). resurface find either genie), contact support@billergenie.com number locate help restore related articles timeline activity history deactivating refund","name":"Delete Invoices: What the Button Actually Does","votes":0,"is_published":true,"slug":"delete-invoices","first_category":"Invoices \u0026 Items","categories_display_for_views":"Invoices \u0026 Items","parent_categories":[323115],"is_internal":false,"is_private":false,"extra_categories":[],"url":"/invoices/delete-invoices?from_search=243382357","host":"https://helpcenter.billergenie.com","body_txt":"biller genie delete action every invoice, merchants reach want \"make invoice go away.\" article button actually (and do), usually right tool, instead depending situation. heads up. local hide. removes views accounting software (quickbooks online, quickbooks desktop, xero). still exists books, affects a/r aging qbo/xero, will resurrect next time edited software. \"gone\" gone — read way. way handle pick path matches happen to... cancel entirely customer never billed, billed error, duplicate another qbo qbd let unpaid (more menu \u0026gt; delete). xero lets void awaiting-payment invoice. change syncs within minutes disappears systems cleanly. partially paid full preserves audit trail (the $0) reverse payment refuse anyway linked payment. stop chasing keep receivable books (write-off uncollectible) write action; uses credit memo bad debt item; note. keeps tax line; sees closed stops reminders/autopay/late fees automatically. sending reminders one leave open click \"opt reminders.\" stays open, autopay attempts (if configured), out. reversible can opt back in. hide view temporarily sort something use genie's (described below) understand local-only inside genie, deleting flips single hidden flag record. effects grid showing genie. scheduled stop. emails paper mail it. configured, charge tried. true voided, deleted marked pending take desktop pending, sync. late fee accrual stops. already-accrued stay new ones added. owed, aging. warn attached payments. payments applied locally surface warning. record unaffected longer associated anything visible merchant. stick. (or anyone) edits trivial like updating sync flip reappear resume reminder/autopay/late-fee processing too. want) invoices invoices. delete. confirm. immediately. \"show invoices\" toggle merchant portal. hidden, come recovering error make small edit (touch field, save). resurface find either genie), contact support@billergenie.com number locate help restore related articles timeline activity history deactivating refund","categories":{"current":{"id":323115,"name":"Invoices \u0026 Items","url":"/invoices"}},"category_param":"invoices"}}]