Mark bills as paid with an offline payment

Use Key CashFlow to keep track of all bill payments, even the ones not paid using Key CashFlow! For example, maybe some bills were paid by credit card or by a handwritten check. Record offline payments on these bills to mark them as paid without sending a live payment.

You can later identify these types of payments in Key CashFlow by looking for payment type other, and instead of an arrives by date, it'll say Not applicable - offline payment.


Record an offline payment

  1. Select Bills in the navigation menu
  2. Select the checkbox for the invoice number(s) to be marked as paid
  3. Select Mark as paid
  4. Enter offline payment details
    • Payment Amount: By default, the full amount is pre-populated
    • Payment Date: Select the date the payment was made
      • For offline payments only, you can select a date in the past
    • Chart of Account:
      • This field will auto-fill with the account designated in sync preferences field "Default Checking Account in Accounting Software." Edit as necessary.
        • The only options available will be bank type or credit card type accounts
    • Sync: Should this payment sync to the accounting software to mark the same bill as paid?
      • If the payment has already been manually recorded in the accounting software, deselect this box
    • Reference Number:
      • QuickBooks Online: This field should be left blank when syncing with QuickBooks Online and paying multiple bills with one offline payment to avoid sync errors
    • Memo: This field defaults to the invoice number of the bill being paid and account number of the vendor (if applicable) after the payment is submitted
      • This may be edited as necessary, up to a character limit of 170
  5. Select Submit

Things to Know:

  • A maximum of 200 bills can be paid in one batch; you can select more than 200 bills at a time, and the system will help you process the first 200, then remember your selection of the remaining bills so you can easily continue with the next batch.
  • If combined payments are enabled:
    • Payment amounts must be edited on the unpaid bills page, before selecting mark as paid
    • If syncing with Quickbooks Desktop, we sync one payment for each bill (even if it is a combined payment for multiple bills).
    • For all other accounting softwares, one payment will sync to the accounting software for multiple bills paid in one payment for the same vendor
    • The entire combined payment will attempt to sync to the accounting software for all bills paid together for the same vendor, even if the sync check box is unchecked for one or more.
    • The sync check box must be unchecked for all bills paid for the same vendor in order for the payment not to sync
    • The Ref # entered for each bill payment in Key CashFlow will sync to the accounting software as a combined sequential list, starting with the lowest invoice number, up to the maximum characters allowed the field (varies by accounting software).
      • Example: Invoices 1111, 1112, 1113 are all marked as paid in a combined payment in Key CashFlow, with reference numbers 0123, 4567, 8910 respectively. The payment will sync to the accounting software with the combined Ref# 0123, 4567, 8910