In Routable, there are two ways to mark a payment as externally paid:
When creating a payable or receivable
After a payable or receivable has been created
On the payable or receivable creation page, you can record a transaction that has been externally paid.
You'll be asked for details about the external payment: payment method, date paid, and transaction reference.
⭐ The transaction reference should be used to enter an ACH ID, wire reference number, check number, or the like. It should not be used as a memo or notes field.
You'll also be asked to identify which account you paid from. If you don't see the account available to select in the dropdown, please reach out to Support using the in-app chat.
Record a new payable as paid
Navigate to the left side panel, and click New > Payment from the drop down menu
Fill out the details in section 1️⃣ Pay to and 2️⃣ What for.
In section 3️⃣ Payment details, navigate to the top right of that box and click the Mark as paid button. (🎥 GIF)
Enter the payment details and then click the Record payment button on the bottom right of the screen.
Finally, confirm the details of the payable by clicking the Confirm payment button.
A message will appear, confirming that the payment was recorded as paid. (📸 Screenshot)
Record a new receivable as paid
Navigate to the left side panel, and click New > Request from the drop down menu
Fill out the details in section 1️⃣ Invoice to and 2️⃣ What for.
In section 3️⃣ Request details, navigate to the top right of that box and click the Mark as paid button. (🎥 GIF)
Enter the request details and then click the Record invoice button on the bottom right of the screen.
Finally, confirm the details of the payable by clicking the Confirm invoice button.
A message will appear, confirming that the payment was recorded as paid. (📸 Screenshot)
If the payment was submitted and now has a status of either Pending, Ready to send, or Scheduled in Routable, and then the payment was paid externally, you can update the status by clicking the Mark as paid button on top of the conversation thread.
Marking an existing payable as paid
Head to the receivable you would like to update and mark as paid.
At the top of the conversation thread, click the Mark as paid button.
A right side panel will slide out, where you will add your payment details and confirm to mark the bill as paid.
After confirming, navigate to the thread details to the right of the page. Under Payable > Status timeline, you should see the status update to Completed with a note Paid outside Routable… (📸 Screenshot)
Marking an existing receivable as paid
Head to the receivable you would like to update and mark as paid.
At the top of the conversation thread, click the Mark as paid button.
A right side panel will slide out, where you will add the payment details and confirm to mark the invoice as paid.
After confirming, navigate to the thread details to the right of the page. Under Receivables > Status timeline, you should see the status update to Completed with a note Paid outside Routable… (📸 Screenshot)
Mark as paid without updating the ledger
⭐️ Important: If you've already updated a payable or receivable in your ledger and now need to Mark as Paid in Routable, you will want to select the option to Mark as paid without updating the ledger. You can do this in the right side panel as shown below:
How data in Routable syncs with your accounting software integration
Currently, when creating payments, Routable pushes updates one way: from Routable to your accounting software.
✅ Routable → Oracle NetSuite | QBO | Xero
After a payment has been created, it is not currently possible to update a bill or invoice in your accounting software and have that update sync back to Routable.
🚫 Oracle NetSuite | QBO | Xero → Routable
If, for example, you update a bill in QBO from pending to paid, this creates a status conflict with our system, and you will get an error in Routable if you try to make an update to the payment.
⭐️If you are bumping into an error after attempting to mark a payment as paid, it’s possible that there is a record mismatch. Get in touch with our Support team if you need a hand with that.
Have more questions about updating the status of a payment? Send our Support team a note!