This feature allows you to record partial or full payments made outside of the system for bills and purchase orders. This feature is especially useful in situations where a deposit or partial payment has been made to a vendor before a bill or purchase order is created in your account.
FAQs
Mark a Bill or PO as paid outside of Settle
Open the bill or purchase order in Settle.
Click the three vertical dots (⋮) in the top-right corner.
Select “+ Add external payment record” from the dropdown.
In the form that appears, enter the following details:
Amount
Payment method (e.g., Wire, ACH, Credit Card, or Other)
Reference (optional – for internal notes or tracking)
Paid from: Choose the specific bank or credit card account (based on your Settings)
Payment type (Deposit, Balance, etc.)
Optional: Toggle the “Sync this record to [Accounting System]” checkbox
Enabled by default
You can disable it if the payment has already been recorded in your accounting system
Click “Add payment record” to save.
💡 Note: For Finaloop customers, selecting a specific credit card account is optional.
Sync controls for external payments
We’ve introduced flexible sync controls to help you avoid duplicate entries in your accounting system:
A sync toggle checkbox is now included when logging external payments
You can disable syncing at creation or later (if the payment hasn’t synced yet)
If the associated bill is excluded from sync, the payment’s sync toggle is ignored
Payments excluded from sync appear in the “Excluded from Sync” tab in the Sync Center
You can re-enable sync at any time from the payment’s detail page
If the payment is already synced and needs to be removed, delete it in Settle and manually update your accounting software
View or delete an external payment
To view:
Open the bill or PO
Click the Payments tab on the right
Scroll to the External Payments section
To delete:
Click the three vertical dots next to the external payment
Select “Delete Payment Record”
Confirm the action
🔁 Deleting an external payment that was synced will not remove it from your accounting software—manual adjustments may be needed.
FAQs
Q: Does Settle pull partial payments on bills from QBO?
A: No, Settle does not currently pull partial payments on bills from QBO. If a bill is partially paid outside of Settle, it will not automatically sync to reflect the updated balance.
Q: How can I account for partial payments in Settle?
A: Settle provides the External Payments feature, which allows users to manually add a payment record on bills. This helps align the open balances in Settle when a bill has been partially paid outside of the platform.
Q: Will adding an external payment in Settle affect my QBO records?
A: Yes, adding an external payment in Settle and having the same payment recorded in QBO may create duplicates in QBO.
Q: Can I exclude an external payment from syncing to my accounting software?
A: Yes, you can toggle off the "Sync this record to..." button when adding the external payment record. The sync can be enabled at any time from the payment page.
Q: Will adding an external payment in Settle create duplicates in QBO?
A: Yes, if the same payment already exists in QBO. Use the sync toggle to prevent duplicates.
👉 Read more about our QBO integration