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Overview
When a payment is approved in Everflow Pay, the Accounting Integration automatically creates the matching records in your accounting software — no manual data entry needed. This article explains what gets created, when it happens, and the rules that govern every sync.
A note on terminology: Everflow Pay calls these "Invoice" and "Payment" in the interface. Your accounting software (QuickBooks, NetSuite, Xero) calls them "Bill?" and "Bill Payment?." They're the same thing.
What Gets Created — and When
Every payment triggers a two-step sync:
Once both steps complete, the Bill balance is $0 — fully reconciled.
The Two-Step Sync Process
The Golden Rule: One Invoice = One Bill = One Bill Payment
Everflow Pay does not allow partial payments. Every invoice is always paid in full, which means:
- Every Bill has exactly one Bill Payment
- Bills are always fully reconciled — balance always $0
- Every Bill and Bill Payment is tagged with EF_INVOICE_ID_{#} in the memo field, so you can trace any record in your accounting software back to the original Everflow Pay invoice
What Triggers a Sync — and What Doesn't
Triggers a Sync
- Payment approved in Everflow Pay → Bill created
- Payment successfully processed → Bill Payment created
Does NOT Trigger a Sync
- Invoice approved on the Core Platform? — the accountant still needs to approve it in Everflow Pay (these are two separate approvals)
- "Mark as paid" override in Everflow Pay
- Payments processed before you connected your accounting software — these won't sync retroactively and may need manual reconciliation
How Long Does a Sync Take?
Syncs happen in the background — you don't need to wait.
- Immediately on approval — the payment enters a "Ready" queue
- Within a few minutes — a background process sends the data to your accounting software
Exact timing depends on queue volume, but most syncs complete within minutes.
What Happens When a Payment Fails and Is Retried?
If a payment is rejected (e.g., incorrect banking details) and re-submitted:
- A new sync attempt is created for the retry
- It references the same Invoice ID as the original
- Only one Bill and one Bill Payment are ever created per invoice — no duplicates in your books
Quick References
Payment approved in Everflow Pay (creates a Bill), then payment successfully processed (creates a Bill Payment).
No — only Everflow Pay approval does. The Core Platform and Everflow Pay are separate instances with separate approval workflows.
No — the "Mark as paid" override does not create any accounting records.
Within a few minutes. The payment enters a "Ready" queue immediately on approval and a background process sends the data shortly after.
No — always 1 Bill = 1 Bill Payment for the full amount. Everflow Pay does not support partial payments.
No — only payments approved after setup will sync. Payments processed before connecting may need manual reconciliation.
Search the memo field for EF_INVOICE_ID_{#}. Every Bill and Bill Payment includes this tag linking it to the original Everflow Pay invoice.
No — the same Invoice ID is used. Only one Bill per invoice is ever created, regardless of how many payment attempts are made.
The date the payment was approved in Everflow Pay.
No sync is attempted for that Payee. You need to map the Payee to a Vendor first.
→ Checking Sync Status In Everflow Pay — Where to monitor sync health day-to-day
→ Fixing Accounting Sync Errors In Everflow Pay — What to do when a sync fails
→ Connecting Your Accounting Software To Everflow Pay — Initial setup
→ Understanding & Managing Payee-To-Vendor Mapping In Everflow Pay — Mapping management
