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Level 1

Paid Invoices now showing Unpaid

why did quick books flip some paid invoices, going back several months, to unpaid? Do I have to flip EACH one of them to paid? And then the math does not work out with the fields. Tom, Victor, NY

7 Comments 7
Kendra H
QuickBooks Team

Paid Invoices now showing Unpaid

Hi there, @debpalsan


Thanks for reaching out to the Community. 


Before going into detail, I want to ask what's happening when an invoice gets paid? This way, I can provide you with the best solution. 


For now, to mark an invoice as paid here's how: 

  1. Click on the Plus icon, and then select Receive Payment
  2. Choose your customer. 
  3. Go to Check as the payment method. 
  4. Check the invoices you want to mark as paid. 
  5. Once done, pick Save & close


For more information about invoices in QuickBooks Online, please refer to this article: Create invoices in Quickbooks Online


I look forward to chatting with you soon. Have a safe and productive rest of your day!

Level 1

Paid Invoices now showing Unpaid

Im am doing this the way you instructed 

Level 1

Paid Invoices now showing Unpaid

So, for example; it is March 2021 and looking at an invoice from June 2019, the open invoice that was processed (paid) and the funds were deposited..... Now, 2021 that invoice magically shows unpaid (have no clue how and have had my accountant and QB help working on it and no one knows what happened or way! This is a HUGE problem as now I have a client that owes me zero, went to owing me $65,000 with exactly 43 invoices dating back 2 years. Help me better understand, if I "receive payment" for that old previously paid 2019 invoice, now marked "open and due", yet I do not have a deposit to support it, what just happened? Have I just recognized additional income yet my bank says otherwise? Why did this happen first of all and what is the best solution? And happened with several, not all, but several of my clients accounts...... a real mess!


Paid Invoices now showing Unpaid

Hi there, PSA3374.


You can open the Audit Log report to check what happened to these invoices. It will give you the ability to view the details of the changes.


Here's how:



  1. Go to Gear or Settings ⚙icon and select Audit Log.
  2. Click Filter, then change the date to the date of the transactions involved.
  3. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  4. Select Apply.
  5. Click the View link under History column to see what changes are made. 


Change made to the transactions are visible with a date and user stamp. They're also indicated in the Event column, which makes them easily to identify and clearly visible on screen. 


Here's an article about this feature for more details: Use The Audit Log In QuickBooks Online.


Let me know if you need anything else. We're always here to help. 



Attridge Contracting LTD
Level 1

Paid Invoices now showing Unpaid

This has happened to our business several times now. Every couple/few weeks we get like 200K of previously paid invoices setting back to unpaid, and invoices that are only 5 days past being sent set to paid. Its a nightmare. We've been manually fixing it as no-one seems to have a solution for us. Audit log tells us nothing other than a "System Administration" changed settings at 3:53am this morning and we woke up to a mess in our quickbooks. Wondering if anyone came up with a solution here, or also anyone else having this problem? we can't be the only ones!

Candice C
QuickBooks Team

Paid Invoices now showing Unpaid

Greetings, @Attridge Contracting LTD


Welcome to the Community! I'd be more than happy to point you in the right direction to see why this is happening in your account. 


This isn't the impression we want to leave you with. With that being said, I suggest contacting our Customer Support Team so they can take a closer look at this situation. Here's how: 


  1. Go to the Help icon in the top right-hand corner. 
  2. Press the Contact Us button. 
  3. Enter your question and tap Let's talk
  4. Scroll down and choose to Get a callback


It's that easy! 


Keep us updated on how it goes. It's my priority that you get back to running your business as soon as possible. Have a wonderful day! 

Attridge Contracting LTD
Level 1

Paid Invoices now showing Unpaid

Yes, I am waiting - they have escalated it to Engineering. Was hoping to find more people online with this experience to perhaps see if there is anyone who knows more or has resolved this before.

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