Invoice Filter by Billing Terms (QuickBooks Desktop)
On QuickBooks Desktop, many partners use a billing term to mark an invoice as finalized and ready to collect. The billing-terms filter is an allowlist of those terms. When it is on, Alternative Payments only imports invoices that carry a selected term. Work-in-progress invoices stay in QuickBooks Desktop.
This filter is available on the QuickBooks Desktop integration only.
How to turn it on
Open Integrations in your partner dashboard.
On the QuickBooks Desktop card, select the three dots, then Manage filters.
Under Invoices filters > Billing terms, you will see the terms already selected, or No filters selected.
Click Edit filters.
Open the Billing terms picker. The placeholder reads Select billing terms. Search by name if the list is long.
Select the terms that mean the invoice is ready to collect. You can select more than one.
Click Save.
An empty list turns the filter off. After you save with nothing selected, invoices import regardless of billing term, and the display shows No filters selected.
Selecting every term in the picker is not the same thing. That still leaves the filter on, so invoices with no billing term are skipped.
What happens when the filter is on
Invoices whose billing term is in your allowlist are imported on the next sync. The QuickBooks Desktop connector runs every 5 minutes by default.
Invoices with any other term stay in QuickBooks Desktop. They are not changed or deleted there.
Invoices with no billing term are skipped. The filter cannot confirm they are finalized.
Automatic connector syncs and a manual sync from QuickBooks Desktop both respect the allowlist. Run a manual sync with File > App Management > Update Web Services > Update Selected. Do not use Fetch new data in the Alternative Payments integrations UI for QuickBooks Desktop. See Running a Manual Sync.
What happens when you change the filter
The filter only affects future syncs:
Invoices already in Alternative Payments stay there. Changing or clearing the allowlist does not delete or archive them.
From the next sync on, only invoices that match the new allowlist are imported.
If you tighten the filter and need already-imported invoices removed, contact Customer Experience. That cleanup is not automatic.
Common uses
Keep work-in-progress invoices out of Alternative Payments
If drafts use one term (or no term) and ready-to-collect invoices use another, add only the ready-to-collect terms to the allowlist. Drafts stay in QuickBooks Desktop until you assign a selected term.
Collect on some terms only
If you only collect electronically on certain terms (for example Net 30), add those terms and leave the others out.
Turn the filter off
Open Manage filters, click Edit filters, deselect every term so the list is empty, and click Save. Confirm the display shows No filters selected. The next sync imports invoices regardless of billing term.
Limitations
Future syncs only. Invoices imported before you set or change the filter are not removed automatically.
No-term invoices are skipped while the filter is on. Assign a billing term in QuickBooks Desktop if you want that invoice to come through.
QuickBooks Desktop only. This billing-terms invoice filter is not available for QuickBooks Online or other accounting integrations.
Terms come from your company file. The picker searches billing terms already synced from QuickBooks Desktop. If a term is missing, confirm it exists under Lists > Customer & Vendor Profile Lists > Terms List, run a connector sync, and search again. If it still does not appear, contact Customer Experience.
If you need help, contact our Customer Experience team at customersuccess@alternativepayments.io or via Live Chat in your partner dashboard.
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