> ## Documentation Index
> Fetch the complete documentation index at: https://docs.salesbricks.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manual Payment Matching

> Link a wire, check, or other payment recorded in QuickBooks to the Salesbricks invoice it belongs to. Or, undo a match that landed on the wrong invoice.

## Overview

[Payment sync](/integrations/quickbooks/overview#payment-sync-from-quickbooks) handles payments that QuickBooks has already applied to the synced invoice. Manual matching covers the rest: a wire or check recorded in QuickBooks that isn't applied to the invoice, so Salesbricks has no way to tie the two together on its own.

Rather than guess, Salesbricks surfaces the candidate payments it found on that customer in QuickBooks and lets you pick the right one.

<Note>
  Matching and unmatching are each enabled per account. Reach out to Salesbricks Support if you
  don't see them.
</Note>

## Where to find it

Both live on the invoice list on a customer's **Billing & payments** page, and on a subscription's billing tab.

| Entry point                                                                              | When it appears                                                                                                                                                                            |
| ---------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| A **Likely matches** card in the invoice's payment column, with a **Match payment** link | The invoice has no recorded payment, isn't voided, and QuickBooks has at least one unlinked payment for that customer. While Salesbricks checks, the card reads **Checking QuickBooks...** |
| **Match payment** in the invoice's actions menu                                          | The invoice is unpaid and unadjusted, and either it was recently unmatched or its invoice date is more than 90 days old.                                                                   |
| **Unmatch payment** in the invoice's actions menu                                        | The invoice's most recent payment came from QuickBooks.                                                                                                                                    |

## Match a payment

<Steps>
  <Step title="Open the matches">
    Choose **Match payment**, either from the **Likely matches** card or from the invoice's actions menu.
  </Step>

  <Step title="Review the invoice">
    The modal shows the invoice you're matching against, so you can confirm the amount before linking anything.
  </Step>

  <Step title="Pick a payment">
    Under **Potential matches**, select the QuickBooks payment that belongs to this invoice. Each row shows its **QB Payment ID**, **Paid date**, **Ref #**, **Memo**, and **Amount**.
  </Step>

  <Step title="Apply it">
    Choose **Apply payment**. Salesbricks records the payment against the invoice and links it to the QuickBooks transaction, so the payment card in the billing table links straight back to QuickBooks.
  </Step>
</Steps>

### What counts as a candidate

Salesbricks lists the payments on the buyer's QuickBooks customer that aren't already linked to a Salesbricks payment for that buyer.

That means the invoice has to be synced to QuickBooks and the buyer has to have a linked QuickBooks customer. Without both links there is nothing to search against, and no card appears.

## Unmatch a payment

If a payment was applied to the wrong invoice, open the invoice's actions menu and choose **Unmatch payment**, then confirm.

Unmatching:

* Removes the payment from the Salesbricks invoice.
* Leaves the payment untouched in QuickBooks.
* Excludes that QuickBooks payment from future auto-matching **for that invoice**, so the next sync won't put it back.

The invoice returns to its unpaid state and offers **Match payment** again, so you can apply the correct payment.

<Warning>
  Payments collected through Stripe cannot be unmatched here. Reach out to Salesbricks Support if
  one needs to be undone.
</Warning>

## Troubleshooting

<AccordionGroup>
  <Accordion title="No matches are offered">
    | Potential cause                                                                         | Resolution                                                                                                                           |
    | --------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------ |
    | *The invoice hasn't synced to QuickBooks.*                                              | Sync it from its billing statement page, then check again. See [invoice not synced](/integrations/quickbooks/setup#troubleshooting). |
    | *The buyer has no linked QuickBooks customer.*                                          | Resolve the customer sync first. Matching searches that customer's payments.                                                         |
    | *Every QuickBooks payment for the customer is already linked to a Salesbricks payment.* | Expected. There is nothing left to offer.                                                                                            |
    | *The invoice already has a recorded payment.*                                           | The card only shows on an invoice with no payment. Use **Match payment** in the actions menu, or unmatch the existing payment first. |
    | *Matching isn't enabled for your account.*                                              | Reach out to Salesbricks Support.                                                                                                    |
  </Accordion>

  <Accordion title="Applying a payment failed">
    \| Potential cause | Resolution | | --- | --- | | *The payment was deleted or voided in QuickBooks
    after the list loaded.* | Reopen the modal to refresh the candidates. | | *The invoice is no
    longer synced to QuickBooks.* | Re-sync the invoice, then match again. |
  </Accordion>

  <Accordion title="An unmatched payment came back">
    | Potential cause                                                   | Resolution                                                                                           |
    | ----------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------- |
    | *The payment is also applied to a different Salesbricks invoice.* | The exclusion is per invoice. Unmatch it on the other invoice too.                                   |
    | *A new QuickBooks payment was recorded against the invoice.*      | Expected. Auto-matching picks up genuinely new payments; only the payment you unmatched is excluded. |
  </Accordion>
</AccordionGroup>


## Related topics

- [Overview](/integrations/quickbooks/overview.md)
- [Setup & Troubleshooting](/integrations/quickbooks/setup.md)
- [Dunning](/billing/dunning.md)