A payment is not official until validated

Money in the bank and money on the invoice are not the same moment.

Track

Shared concept

Phase

Shared language

Starts with

Paid but still owing

Ends with

Status understood

The situation

A client says they paid, but the invoice still shows the open amount.

Someone asks why a client who paid still shows as owing.

AccountingSystem

1
The money arrives and SettleWise records it
System
By email, card, or manual entry.
2
Until validation, the invoice still shows the open amount
System
This is the key moment of the journey: recorded money is not yet applied. This is the key moment of the journey.
3
Validation assigns client, register, and invoices
Accounting
Card payments usually arrive validated.
4
Only then the invoice changes, the receipt goes out, and QuickBooks updates
System
The client balance follows.

Accounting

Owns money movement, registers, and reconciliation.

System

Automates emails, matching, reminders, and sync.

Accounting

The payment status next to the invoice status.

Why: Explain the difference to the client.

Recorded is not validated. Look at the payment status first.