Help · Matching & exceptions
When the ledger changes after a match
An invoice was paid another way, voided, edited or deleted after Gladpaid matched it. What we detect and what you do.
Updated
Your ledger is the book of record, and people keep working in it. Sometimes an invoice changes after Gladpaid has matched a receipt to it. Gladpaid notices, stops, and asks. It never overwrites anything in QuickBooks or Xero to make its own records fit.
How we find out
- Ledger notifications. QuickBooks and Xero tell Gladpaid when an invoice changes.
- A regular sweep. A periodic check of recently changed records catches anything a notification missed.
What raises a conflict
| Change in the ledger | What you see in the queue | Usual resolution |
|---|---|---|
| Invoice paid another way | "INV-1038 was marked paid in QuickBooks by another payment." | Unmatch the receipt and reclassify it, or remove the duplicate payment in your ledger. |
| Invoice voided or deleted | "INV-1038 no longer exists as an open invoice." | Match the receipt to the replacement invoice, or mark it as a prepayment. |
| Invoice amount edited | "INV-1038 changed from $12,400 to $11,900." | Re-confirm the match; any difference follows your short or over-payment policy. |
| Our posted payment edited or removed | "The payment Gladpaid posted for INV-1038 was changed outside Gladpaid." | Accept the ledger's version, or undo and repost. |
Before posting, a conflict only needs a relink. After posting, the fix is an undo followed by a repost, each recorded in the audit trail (see Posting and undo).
Conflicts sit high in the queue because an unresolved one blocks the close checklist's "Posted to the ledger" step.
Related
- Posting to the ledger, and undoHow entries are prepared, previewed and posted so invoices actually close, and how undo reverses only what Gladpaid created.
- The exception queueOne list of everything that needs a person, ordered by what blocks the month-end close.
- Locked periods and late receiptsGladpaid reads your ledger's lock dates before posting. A late receipt for a locked period is queued, never forced in.
Did this not answer it? Write to support@gladpaid.com with the business name and the item. Please never include a recovery phrase or private key; we will never ask for one.