Use Mark as Paid when an invoice has already been paid outside of Inn-Flow — typically by a company credit card or a manual ACH — and you're entering it after the fact for record-keeping. A common example: a General Manager uses their company credit card at Sam's Club for food purchases. The invoice still needs to be entered into Accounting > AP Inbox with backup attached, but the payment has already happened.
When to use Mark as Paid vs. standard payment: If the invoice still needs to be paid (by Check or ACH through Inn-Flow), do not use Mark as Paid. Instead, approve the invoice normally and pay it from the Payments page. Mark as Paid is only for invoices where the money has already left the account.
Steps
Enter the invoice in Accounting > AP Inbox and submit it for approval as usual.
In Accounting > Invoice Approval, open the invoice. Select the ‘Mark as Paid’ toggle, and add the account that the payment was made from, and the date of the actual transaction.
Go to Accounting > Payments. Invoices marked as Paid require a final confirmation step. Click the Confirm button to verify that this invoice was actually paid. This moves the transaction to the appropriate bank or credit card register.
Important: Mark as Paid does not create a bank withdrawal or initiate any payment. It simply records that the invoice was already paid and posts the transaction to the register. If the payment was made via credit card, the transaction will appear on that credit card's register and will match up during Bank Sync or reconciliation.