Accounts Receivable and Payable

Open A/R & A/P from the Accounting section of the client sidebar. The workspace separates receivables from payables while keeping their resulting accounting activity connected to the client book.

Each subledger has three views:

• Open invoices or Open bills is the open-balance view. It includes only invoices or bills with a remaining balance; use A/R Aging Summary for due-date aging buckets.
• All activity includes the native documents that explain the balance, such as invoices, bills, payments, credits, and write-offs.
• Adjustments is a read-only list of general-ledger entries that affect the trade A/R or A/P control account but are not native subledger documents. The signed effect shows whether the entry increases or decreases the control-account balance.

Receivables

Use receivables to record amounts customers owe the client.

1. Open the receivables view.
2. Select New invoice.
3. Choose or create the customer.
4. Enter invoice dates, terms, lines, accounts, amounts, and any tracking dimensions.
5. Save and review the resulting invoice and balance.

For a discount or deduction, add a Deduction line and choose its Deduction account. You can select any active account in the client's chart of accounts, including asset, liability, equity, revenue, and expense accounts. The deduction reduces the invoice total and debits the selected account. You can also save the account on a reusable deduction in the products and services catalog.

Use the recurring-invoice control for repeating customer billing. Review the schedule and the next document before relying on it for ongoing periods.

For biweekly billing, choose Every 2 weeks in the recurring invoice's Frequency field. Each next scheduled invoice is 14 days after the previous scheduled date, including across month and year boundaries.

Open Recurring invoices and choose Edit recurring invoice to change a saved template's customer, lines, amounts, accounts, payment terms, or schedule. Changes apply to future invoices. Invoices generated by a recurring schedule also offer Edit future template, including invoices already sent through Stripe. When editing an editable invoice, use Apply these changes to future invoices to update a selected template as well, or choose This invoice only. Updating a template from an invoice preserves its schedule and delivery settings.

If QuickBooks Online is connected, use Import to bring receivables from the connected company. A reviewed QuickBooks Desktop QBD-only import also materializes QBD Invoice, Receive Payment, and Credit Memo transactions here and preserves their available invoice applications. Review the imported customer, account, terms, dates, status, and balance rather than recreating the same activity manually.

For a date-limited QBD import, include both sides of each application: the Receive Payment or Credit Memo and its target Invoice. If either endpoint is outside the selected range, Wesley preserves existing links and reports a range warning instead of guessing or partially replacing the application.

QBD Pending invoices linked to an exact existing journal keep their source status instead of becoming Wesley drafts. They remain visible in A/R for review but do not contribute to financial-statement, opening-balance, journal-report, or account/vendor totals until QBD posts them. A new pending-only header remains in QBD rather than creating a fake posted invoice in Wesley.

A/R aging summary

Open A/R Aging from the receivables actions or A/R Aging Summary from Financial Reports. Choose an as-of date to reconstruct each customer's receivable balance on that date.

• In Customize, choose All, Active, or Inactive to filter customer rows. All is the default and includes unassigned adjustments; Active and Inactive include only customers with that status. The displayed total, drill-downs, individual exports, and report-package exports follow the selected filter.
• Invoice balances include only applications dated on or before the as-of date. A payment applied later therefore remains an unapplied credit on an earlier report.
• Invoices age from their due date. Transactions without a due date—including unapplied payments, credit memos, and direct A/R journal adjustments—age from their transaction date.
• Manual applications are recognized only when both endpoints resolve to the same customer or Customer:Job and the same A/R control account. An exact QuickBooks-authored link may bridge a parent customer and its Customer:Job while still requiring the same provider and A/R control account. Missing or conflicting evidence is left unapplied for review.
• General journal lines posted directly to a trade A/R control account are included by their signed debit-minus-credit amount. Lines without an explicit customer appear under Unassigned A/R adjustment; a journal-entry name is not assumed to be a customer.
• The report compares its total with the posted trade A/R control-account balance on the same as-of date and warns when the difference is more than one cent.
• A posted void remains part of history until its dated reversal or write-off reaches the report date. This preserves the accrual A/R balance at each as-of date.

Payables

Use payables to record amounts the client owes vendors.

1. Open the payables view.
2. Select New bill.
3. Choose the vendor and enter the bill and due dates.
4. Add the posting-account lines, amounts, memo, and tracking dimensions. Active COGS, expense, asset, liability, equity, and revenue accounts are available when appropriate; bank, trade A/R, and trade A/P control accounts are excluded from bill coding.
5. Save and review the bill.

Edit a bill from its row when the source document or coding changes. If QuickBooks Online is connected, Import payables loads bills directly from that company. A reviewed QuickBooks Desktop QBD-only import similarly materializes QBD Bill, Bill Payment, and Vendor Credit transactions, including available bill applications, with their vendor, terms, due date, open balance, and source identity.

To pay one open bill, open it and use Record payment. To pay several bills, select Pay bills:

1. Select the open bills and confirm the amount to apply to each bill.
2. Choose the checking account, payment date, starting check number, and check stock.
3. Create the checks and open the batch print preview.

Wesley creates one check per vendor and A/P control account. Several bills for the same vendor and A/P account are combined into that check, while each bill application remains itemized in the subledger and on voucher stubs. Bills for the same vendor that use different A/P control accounts stay on separate checks. Checks receive sequential numbers, with up to 50 checks in one batch. Voucher stock prints one check per page; standard check stock prints up to three checks per page.

For a new check that is not tied to an existing bill, open the checking account in Banking and choose Add transactions > Write check. Wesley records that check as outstanding until it clears the bank.

For a date-limited QBD import, include both the Bill Payment or Vendor Credit and its target Bill. Wesley warns and preserves existing application links when either endpoint is outside the selected range.

QBD Pending bills linked to an exact existing journal keep their source status instead of becoming Wesley drafts. They remain visible in A/P for review but do not contribute to financial-statement, opening-balance, journal-report, or account/vendor totals until QBD posts them. A new pending-only header remains in QBD rather than creating a fake posted bill in Wesley. Bill Pending is detectable only on QuickBooks Desktop 2023 R3 or newer, which exposes the state through qbXML 16.0.

Connect payments without duplicating entries

To record a payment for one invoice, select the invoice in Open invoices, then choose Record payment in its detail panel. This also works for invoices imported from QuickBooks Online or QuickBooks Desktop, regardless of whether the integration remains connected or the QuickBooks subscription is active. Enter the amount received, date, method, and receiving bank or Undeposited Funds account. Partial payments leave the remaining invoice balance open.

To receive one payment for several invoices or accept an advance payment, select Receive payment at the top of Receivables:

1. Select the customer and the A/R account used on their invoices.
2. Enter the full amount received, payment date, and method. For a check still waiting to be deposited, choose Check, enter the check number, and select Undeposited Funds. For a bank ACH already received, choose ACH and the receiving bank account. This records the payment; it does not initiate a bank debit or charge through Stripe.
3. Select Record payment once. Then choose Apply to invoices, enter amounts against one or more invoices, and save the applications. Any unused amount remains an unapplied customer credit.
4. If there are no invoices yet, choose Keep for future invoices. When the invoices exist, open the payment in All activity → Apply to invoices. Creating a recurring schedule does not automatically apply this credit to its future invoices.
5. When depositing checks held in Undeposited Funds, use Bank deposits to select the receipts and receiving bank account. Match the resulting deposit to the downloaded bank transaction.

If a processor deposits the receipts net of a processing fee, select the gross receipts in Bank deposits, enter the fee under Deduction from deposit, and choose the expense account. Wesley credits Undeposited Funds for the full receipts, debits the fee expense, and debits the bank for the net deposit. Match the net bank line to the downloaded payout; do not record the payout as additional revenue. Check the processor payout detail first, especially when it includes multiple payments or other adjustments.

The receipt credits the customer's A/R account and debits the selected bank or Undeposited Funds account. It does not create future invoices or post the advance directly to a revenue account.

When a bank-feed transaction represents a payment already posted in the ledger, use Match from Banking instead of posting a second cash, expense, or revenue entry. The bank match connects the feed row to the existing bank or card journal line; it does not by itself apply a customer payment to an invoice or a vendor payment to a bill.

When Wesley records a bank transaction as a new A/R or A/P payment, it can also clear one Wesley-managed invoice or bill automatically. The customer or vendor identity, control account, document date, and full open amount must match exactly, and there must be only one eligible document. Conflicting line identities, multiple candidates, partial amounts, or QuickBooks-owned documents remain unapplied for review rather than being guessed.

To clear the subledger balance for Wesley-created documents:

• create or import the payment, credit memo, bill payment, or vendor credit;
• in All activity, open an unapplied or partially applied customer payment/credit and select Apply to invoices; for A/P, open the vendor payment and select Apply to bills;
• apply only documents for the same Customer:Job or vendor and the same A/R or A/P control account.

The application reduces both documents' open balances. A remaining receipt or credit is intentionally shown as unapplied rather than being assigned by an arbitrary FIFO rule. Native QBD/QBO application links are kept when the source supplies them.

Wesley-created receipts and credits can be applied to imported invoices through Apply to invoices, and their manual applications can be unapplied in Wesley. QuickBooks sync preserves those local applications and accounts for local receipts when updating the invoice's remaining balance. Recording a receipt in Wesley does not send it to QuickBooks; avoid recording the same receipt a second time there.

Application links supplied by QuickBooks remain managed in their source product. Apply or unapply imported payments, credit memos, bills, bill payments, and vendor credits in QuickBooks Online or QuickBooks Desktop, then sync Wesley. Wesley does not infer a QBO application from equal amounts or FIFO order. While the corresponding QuickBooks connection remains active, edits or deletions of QuickBooks-owned documents must also be made in their source product and then synchronized; recording a new receipt against an imported invoice is supported separately. After disconnecting that source, Wesley allows local journal edits and non-control account reclassification on the retained entries. Imported application links remain provider evidence and are not silently rewritten.

If no suitable match appears, verify:

• customer or vendor identity;
• amount and transaction direction;
• document and payment dates;
• the bank/card ledger account;
• whether the source invoice or bill was already imported or posted elsewhere.

Period-end review

Before close, review open balances and aging context, resolve duplicated imports, match cash movements, apply payments and credits, and confirm that customer/vendor records are active and correctly linked. Reconcile the cash account separately; a reconciled bank balance does not by itself prove the receivable or payable subledger is correct. Wesley saves a completed reconciliation and marks its journal lines reconciled only when the statement difference is within one cent. An out-of-balance worksheet remains in the local draft until the difference is resolved.

Use Delete invoice for an unsent Wesley invoice. For an eligible unpaid Wesley invoice or bill, choose Void on a selected date to keep its original posting and reverse it on that date, or Void on the original date to set the original posting to zero and update earlier reports. The original details remain available for audit. Connected-provider documents follow their provider's void workflow. Linked payments must be unapplied or reversed first, and locked accounting periods remain protected. Deleting one recurring invoice does not stop its future schedule; pause or delete the template in Recurring invoices.

Open Recurring invoices from Receivables or the invoice window to keep a separate schedule window alongside your work. Search by template or customer, edit templates, and see saved changes automatically without closing the new invoice form.

In Profit & Loss → Recurring forecast, compare 12 monthly periods using Actual + scheduled, Actual only, or Scheduled only amounts. Active recurring invoices and fixed recurring journal entries contribute their upcoming occurrences; processed occurrences and paused or expired schedules are excluded from estimates. The report shows account totals, gross profit, and net income and can be exported to CSV. Unmapped or usage-based templates are listed as excluded; tax and inventory cost adjustments are not estimated. Forecasting does not create journal entries.