Are you seeing discrepancies between Upflow and your billing/accounting software? There are various reasons that can explain it. Let's have a look at each of them.
Synchronisation issue
One reason for a mismatch in amount can be a synchronisation issue. In that case, we might be missing an invoice or payment that exist in the source system, or we might have missed a deletion and the entity remains in Upflow.
This should be rare, as we rely on "fix" payments to ensure the balance in Upflow always match the source system.
Please submit a Support request at the top right along with the following information:
| Explanation | Your information: | |
| Your Upflow organization name and URL | Essential, especially if you have several organizations in Upflow or use a name that is different from your domain. | |
| Your Accounting/Invoicing tool | I.e., Netsuite, Xero, Chargebee, etc. | |
| Where do you see this discrepancy in Upflow? | I.e., Main Dashboard, Analytics > Billing Cohorts, Customer detail page, etc. | |
| The Upflow URL link to the unsynchronized customer(s) | I.e., Head to the customers' detail page(s), copy their URL, and paste it there → | |
| Describe the error you are encountering "This invoice has been paid in my system however it appears as unpaid in Upflow" or "This invoice doesn’t exist in my invoicing system" | Please provide more context: when was it done in your system, with which process, any related/linked references. |
📌 Finally, attach to the request screenshots of the relevant references from your invoicing tool.
Unsent invoices
When sending your invoices from Upflow, they are imported into Upflow as Unsent by default (learn more: Send invoices from Upflow).
Unsent invoices are excluded/not considered in the displayed amounts and Analytics.
From your Invoices list view, check your Unsent invoices, their issue dates, totals, and outstanding amounts to see if they match the discrepancies.
If they don't, it might be related to another issue.
Foreign exchange
Upflow will use the current spot rate for all the existing transactions to compute the organization's balance in a single currency. It doesn't rely on historical FX rates. This might explain minor differences between Upflow and your source system. This might be particularly acute when there is a high variability between the organization's currency and the underlying invoices' currencies.