How to clear an invoice that was already paid that was not matched and now is showing a pastdue invoice in quickbooks online?

Welcome to the Community, district38.

You've come to the right place for assistance with all things QuickBooks. I'd be glad to lend a hand so you're able to clear out those old invoices in your QuickBooks Online account.

To make sure I'm on the same page, is it correct to say the payments were accepted, but not actually marked as paid on the invoices within the system? If so, these invoices can be cleared by voiding them. By voiding the transactions, they'll no longer show as overdue, but will still show in the invoice list so you have a record of the action. Here's how:

1. Hover over the Sales tab, and click Invoices.

2. Locate the invoice you'd like to void, and select it to open.

3. Add a memo with any clarifying details about why you're voiding if you'd like.

4. Click More at the bottom of the page, and choose Void.

5. Select Yes to confirm.

I recommend checking out the following article for even more info on voiding or deleting transactions in QuickBooks Online.

It's always a good idea to double check with your accountant before taking certain actions like this in your QB account. If you don't currently have an accountant, you can find one in your area with a quick search on the ProAdvisor site.

With this info you'll be able to clear out the old invoices that are showing as overdue. Please know I'm only a comment or post away if you have any other questions.

Hi, I am having a similar issue. I often convert estimates to invoices, and use those invoices to apply customer payments to. However, I also track time and materials and assign them as billable to the same customers because our employees log time by customer and I need to keep track of materials purchased for jobs so that I can compare what I estimated vs what actual costs were. This results in unbilled time and expenses that clog up a customer's account, and in order to clear them, I've been creating "dummy" invoices, to apply all the unbilled time and materials to. These invoices sit in Accounts Receivable and show up as overdue on the customer's account, because I've applied the payments to the invoices created from the estimates. How do I safely clear out these overdue invoices in Accounts Receivable without deleting the time and materials entries that I need for accurate book keeping?

Hello there, @dirtdiva79. 

Once you apply payments to the invoices, it clears out the invoices in the Account Receivable (AR). You can use this article to review the details about recording invoice payments in QuickBooks Online: Record invoice payments in QuickBooks Online.

You can also create a journal entry to clear the overdue invoices in the AR without removing the time and material. In this process, I'd recommend consulting your accountant for further assistance. This ensures you'll be using the correct account and properly set up. This keeps your data accurate.

Here's how:

1. Go to the +New icon.
2. Select Journal entry.
3. On the first line, select an account from the Account field. Depending on if you need to debit or credit the account, enter the amount in the correct column.
4. On the next line, select the other account you're moving money to or from. 
5. Enter all the information you need.
6. Then, click Save and Close.

If you're looking for an accountant, you can open our ProAdvisor Page. From there, you can follow these steps:

1. Pick an option of what expertise you need to find.
2. Enter your city or zip code, then hit Search.

Comment below if you have other concerns with QuickBooks. I'll be around if you need assistance, dirtdiva79. Stay safe.