Who this article is for: Accounting partners who ran reservation and trust activity through QuickBooks Online (QBO) under VRPlatform/VRIntegrations, and are migrating a team to VRTrust.

VRTrust doesn't sync live with QuickBooks. It's its own trust-accounting ledger, and once a team is live it drives owner statements and guest invoicing directly. But your legacy VRP → QBO connection may have already posted reservation invoices and commission/management fee bills dated on or after your Go-Live date, since VRP creates these ahead of the stay, not on it.

Left open in QuickBooks, those records double-count revenue and A/R, and your QuickBooks books and VRTrust's numbers stop agreeing. This guide walks through voiding them, then clearing the applied payments with a journal entry to Trust Liabilities.

Void, don't delete

Use void for everything in this cleanup. Voiding zeroes out the invoice or bill but keeps the record, its date, and the audit trail. Deleting removes it from QuickBooks entirely, including from anything already reconciled or reported on.

Voiding keeps your history explainable. If an auditor, owner or your own team later asks what happened to a reservation's invoice, the voided record answers that. A deleted one doesn't.
Voiding is safe for reconciled periods. Deleting a transaction that's already been reconciled or included in a filed report changes those numbers after the fact.
Either way, applied payments are left open. Voiding an invoice unapplies any deposit or payment on it. That leftover balance is what the journal entry in Step 4 clears.

Before you begin

Confirm your VRTrust Go-Live date, the first date invoices and bills are created and tracked in VRTrust instead of QuickBooks. Everything below is anchored to it. See Go-Live Planning in VRTrust.
Make sure the legacy VRP → QBO connection is disconnected or paused so it stops posting new invoices and bills while you clean up.
Activity from before Go-Live stays in QuickBooks as the historical record. If you want that history visible in VRTrust too, that's handled separately through VRTrust's historical general-ledger import, not by changing anything in QuickBooks.

Save a record first. Before you void anything, export or save a report of every invoice and bill dated on or after Go-Live, so you have a list of what you started with.

Step 1: Find the invoices and bills dated on or after Go-Live

Pull every reservation invoice and commission/management fee bill with a transaction date on or after your Go-Live date. These are the records QuickBooks holds for activity that's now invoiced in VRTrust.

Review the list before voiding anything. Confirm it's limited to trust-related activity, using the class or location VRP tagged them with. Leave out anything unrelated to reservations, like ordinary operating bills.

Step 2: Choose how to void them

Option A: Void them in QuickBooks

Void each invoice from Sales > Invoices and each bill from your Bills list. If there are many, QuickBooks Online Accountant's Batch delete/void transactions tool lets you void them in bulk. Make sure you choose Void, not Delete.

Option B: Use an AI assistant connected to QuickBooks

Most AI assistants (Claude, ChatGPT, and others) can connect to QBO through a QuickBooks MCP (Model Context Protocol) connector. This is separate from the VRTrust MCP described in Connect an AI Assistant Using VRTrust MCP. It talks to QuickBooks directly, not to VRTrust. Options range from Intuit's own developer-oriented server to hosted, no-code connectors where you sign in with your QBO credentials. If you're not sure which fits, ask your VRP contact.

Ask the assistant to list the records first, for example:

List every invoice and bill in QuickBooks with a transaction date on or after [Go-Live date].

Once you've reviewed the list, ask it to void them, for example:

Void (do not delete) these invoices and bills: [list].

Confirm each action rather than approving a bulk change blind. If your connector can't void and only offers delete, void those records in QuickBooks directly (Option A) instead.

Only grant write access to the QBO company file you intend to clean up, and review every change before you confirm it, the same as if you were doing it yourself.

Step 3: Check the voided records

Spot-check a few invoices and bills in QuickBooks. Each should show as voided with a zero amount, with its original date and customer or vendor still attached.

Step 4: Journal the applied payments to Trust Liabilities

Voiding an invoice that already had an advance deposit or guest payment applied leaves that payment open in QuickBooks. That balance needs to move to Trust Liabilities, since VRTrust tracks it as a guest balance from Go-Live on.

For each customer with a payment left open from a voided invoice, record a journal entry dated the day before your VRTrust Go-Live date:

Debit Accounts Receivable (or whichever account is holding the open payment, such as Undeposited Funds)
Credit Trust Liabilities
Tag both lines with the guest (Customer) and the listing (Class), so the entry ties back to the reservation it came from

If you're using an AI assistant, it can draft these for you, for example:

For each customer with an open payment left from the invoices we just voided, draft a journal entry dated [day before Go-Live] crediting Trust Liabilities and debiting Accounts Receivable, tagged with that customer and their listing class.

Review every entry before you approve it. Accuracy here is what keeps this reconcilable later.

This is the QuickBooks side of reviewing advance deposits when you set opening balances in VRTrust. See Edit opening balances, add taxes payable, and review advanced deposits.

A note on scope

This is a one-time cleanup at Go-Live, not an ongoing sync task. VRTrust and QuickBooks don't talk to each other automatically, so nothing here needs to be repeated once it's done. It covers the trust-related reservation invoices, fee bills and the guest payments tied to them. A full QBO wind-down usually also includes reassigning products/services off retired accounts and deactivating chart-of-accounts entries you no longer need. Talk to your VRP contact if you'd like help scoping that.

What's next

Once QuickBooks holds only pre-Go-Live activity, review your Trust Reconciliation Report in VRTrust to confirm everything ties out.

Voiding Invoices and Bills in QuickBooks When You Switch to VRTrust