Where control turns projects into profit

This guide explains how AtomicSam syncs invoice payments from your connected accounting provider. This keeps your job financials current, so you always know which invoices have been paid.

When you connect AtomicSam to Xero or QuickBooks Online, the integration monitors the payment status of any invoices you export. This saves you from checking two systems or manually marking invoices as paid in AtomicSam.

Before you start

You need an active connection to your Xero or QuickBooks Online organization.
You must export invoices from AtomicSam to your accounting provider for the sync to work.

How the payment sync works

AtomicSam checks for payments in your accounting platform and updates the invoice status automatically. The method depends on which provider you use.

Provider	Sync Method	Sync Speed
QuickBooks Online	Real-time Webhooks	Updates appear immediately after a payment is recorded in QuickBooks.
Xero	Background Sync	Updates appear within 15 minutes of a payment being recorded in Xero.

When a payment is found, AtomicSam records the following information:

Payment amount: This includes partial payments.
Payment date: The date the payment was recorded in your accounting provider.
Invoice status: The status updates to Paid or Partially Paid.

ℹ️ Good to know: The Xero sync runs on a 15-minute cycle. If you need to see a payment status update immediately, you can trigger a manual sync.

Trigger a manual sync

You can force a status update for any single invoice that has been exported. This is useful if you have just recorded a payment in Xero and want to see the change right away.

Open the job the invoice belongs to.
Go to the Billing tab.
Find the invoice in the list. Exported invoices show a link to your accounting provider.
Click the Refresh Status button next to the invoice.

View payment status

You can see the payment status of your invoices in several places across AtomicSam.

Job → Billing tab: A badge next to each invoice shows its status, such as Paid or Partially Paid.
Invoices list page: You can filter the main list of all invoices by their payment status.
Dashboard: Your financial summary widgets include totals for both paid and outstanding invoices.
Reports: Revenue reports break down your income to show the difference between invoiced amounts and collected payments.

Troubleshoot a missing payment

If you expect an invoice to be marked as paid but its status has not updated, follow these steps.

Navigate to Settings → Integrations and confirm your accounting provider shows a Connected status.
Verify the payment has been recorded against the correct invoice inside Xero or QuickBooks.
Trigger a manual sync using the Refresh Status button on the invoice.
Go to Settings → Integrations → Connection Health to review the sync logs for any specific errors.

Good to know

AtomicSam only syncs payments for invoices that were created in and exported from AtomicSam. It does not import payments for invoices created directly in your accounting provider.
When you receive a partial payment, the invoice status updates to Partially Paid. It only changes to Paid once you have recorded payments covering the full invoice Total.

Sync invoice payments from Xero or QuickBooks