Payment Status Tracking
When your customers pay invoices in QuickBooks or Xero, AeroQuote automatically updates your quote status and notifies you—instantly. No manual updates, no checking back and forth between systems. You'll know the moment a payment is received, whether it's partial payment or paid in full.
This guide shows you what happens when your customers make payments and how AeroQuote keeps you informed every step of the way.
What Happens When a Customer Pays
Once you've connected QuickBooks or Xero and sent an invoice from AeroQuote, the payment tracking begins automatically. Here's what you can expect:
The Moment Payment is Received
As soon as your customer makes a payment in your accounting system:
You receive an email with payment details
The quote status updates automatically in AeroQuote
A status badge appears on the quote details page
The activity log records the payment for your records
All of this happens within seconds—no action required from you.
Understanding Partial Payments
What You'll See
Sometimes customers pay part of an invoice upfront, with the rest to follow. AeroQuote recognizes these partial payments and tracks them separately.
Example Scenario: Your quote for $10,000 is invoiced. The customer pays $4,000 as a deposit, with the remaining $6,000 due later.
Email Notification
You'll receive an email like this:
Subject: Quote AQ-2024-1234 partial payment received via QuickBooks invoice INV-5678
Quote AQ-2024-1234 - Partial Payment Received
via QuickBooks invoice INV-5678
A partial payment has been received for this quote.
Amount Paid: $4,000.00
Amount Remaining: $6,000.00
[View Quote]Click the View Quote button to see the updated quote details in AeroQuote.
What Changes in AeroQuote
On the Quote Details Page:
The quote status changes to "Partial Payment Received"
A blue "Partial Payment" badge appears in the Invoice panel with a currency icon
The activity log shows a new entry: "Quote partial payment received"
Finding Your Quotes:
Quotes with partial payments are easy to identify in your quote list
Use the status filter to find all quotes awaiting final payment
The blue status badge makes them stand out at a glance
Multiple Partial Payments
If your customer makes several partial payments, AeroQuote tracks each one:
You receive a new email notification for each payment
The email shows the cumulative amount paid and remaining balance
The quote stays in "Partial Payment Received" status until fully paid
All payment events are recorded in the activity log
Example:
Payment 1: $4,000 paid → Email shows $4,000 paid, $6,000 remaining
Payment 2: $3,000 paid → Email shows $7,000 paid, $3,000 remaining
Payment 3: $3,000 paid → Quote marked as "Paid" (see next section)
Understanding Full Payment
What You'll See
When your customer pays the full invoice amount (or the final installment), AeroQuote marks the quote as fully paid.
Example Scenario: Your $10,000 invoice is paid in full, or the final $3,000 installment completes the payment.
Email Notification
You'll receive a confirmation email like this:
Subject: Quote AQ-2024-1234 paid via Xero invoice INV-5678
Quote AQ-2024-1234 has been paid
via Xero invoice INV-5678
[View Quote]What Changes in AeroQuote
On the Quote Details Page:
The quote status changes to "Paid"
A green "Paid" badge appears in the Invoice panel with a checkmark icon
The activity log shows: "Quote paid in full"
Your Next Steps: Once a quote is fully paid, you can:
Convert it to a booking to begin flight operations
Generate additional invoices if amendments or extra services are needed
View the complete payment history in the activity log
Export the data for your records or reporting
What You Need to Know
It Just Works
Once you've connected QuickBooks or Xero and sent an invoice from AeroQuote, payment tracking is automatic. There's no setup, no configuration, and no manual steps to take.
Only Tracks AeroQuote Invoices
If you create an invoice directly in QuickBooks or Xero without using AeroQuote, it won't be tracked.
Payment tracking works for invoices you've generated and sent from AeroQuote using the "Send to QuickBooks" or "Send to Xero" buttons.
Works with Any Payment Method
It doesn't matter how your customer pays—credit card, bank transfer, check, or cash. As long as the payment is recorded in QuickBooks or Xero and applied to the invoice, AeroQuote will track it.
Real-Time Updates
Changes appear in AeroQuote within seconds of payment being recorded in your accounting system. You don't need to refresh the page—the status updates automatically.
Everyone Sees the Same Thing
When a payment is received, all team members viewing that quote will see the updated status. The change is instant and system-wide.
Complete Payment History
Every payment event is recorded in the quote's activity log with timestamps. You can always review:
When payments were received
How much was paid each time
The running balance
The complete payment timeline
Common Questions
"What if I don't receive the email notification?"
First, check your spam or junk folder—sometimes automated emails end up there. If you still don't see it, the payment status will still be updated in AeroQuote. You can verify by checking the quote details page and viewing the status badge and activity log.
To ensure you receive future notifications:
Add AeroQuote to your email contacts or safe senders list
Verify your email address is correct in Settings
Contact support if the issue persists
"Can I manually change the quote status to Paid?"
Yes! If you need to mark a quote as paid manually (for example, if payment was received outside your accounting system), you can use the "Mark as Paid" button on the quote details page. This gives you flexibility for special situations.
"What if a customer pays in my accounting system before I send the invoice from AeroQuote?"
The payment tracking starts when you send the invoice from AeroQuote. If payment was recorded earlier in QuickBooks or Xero, AeroQuote will check the invoice status when it's sent and immediately reflect the correct payment status.
"Can I disable payment tracking?"
Payment tracking is automatic and cannot be disabled as long as your accounting integration is active. It's designed to keep your quote statuses accurate without any effort on your part. If you disconnect QuickBooks or Xero, payment tracking will stop.
Tips for Success
Send Invoices from AeroQuote
Always use the "Generate Invoice" and "Send to QuickBooks/Xero" features in AeroQuote. This ensures payment tracking works correctly and your quote stays synchronized with your accounting records.
Review the Activity Log
The activity log on each quote shows you the complete payment timeline. Use it to:
Verify when payments were received
Track payment progression over time
Provide payment history to customers if needed
Audit your payment records
Use Status Filters
In your quote list, use the status filter to quickly find:
All quotes awaiting payment (Status: Accepted or Sent)
Quotes with partial payments (Status: Partial Payment Received)
Fully paid quotes (Status: Paid)
This helps you stay on top of your outstanding invoices and follow up on payments.
Convert Paid Quotes to Bookings Promptly
Once a quote shows "Paid" status, you can proceed with confidence. Convert it to a booking so your operations team can begin planning the flight. The payment status confirmation eliminates uncertainty.
Getting Help
If you have questions or encounter issues with payment tracking:
Check the Activity Log on the quote details page to see if payment events were recorded
Verify the invoice was sent via AeroQuote's "Send to QuickBooks/Xero" feature
Confirm your integration is active in Settings → Integrations
Review your accounting system to ensure the payment was applied to the correct invoice
Contact support if you need assistance—include the quote code and invoice number
Payment tracking is designed to work automatically and reliably. Most issues are resolved quickly by checking these common areas.
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