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Voiding Invoices and Bills in QuickBooks When You Switch to VRTrust

How to void reservation invoices and commission/management fee bills in QuickBooks Online dated on or after your VRTrust Go-Live date, and clear the applied payments with a journal entry to Trust Liabilities.

Who this article is for: Accounting partners migrating a team's invoicing from QuickBooks Online (QBO) to VRTrust.

VRTrust doesn't sync live with QuickBooks — it's its own trust-accounting ledger, and it's what drives owner statements and guest invoicing directly once a team is live. That means once invoicing activity moves to VRTrust, any invoices or bills still open in QuickBooks for that same activity will double-count revenue and A/R, and your QuickBooks books and VRTrust's numbers will stop agreeing with each other. Cleaning up QuickBooks at Go-Live is what prevents that.

Before you start

Confirm your VRTrust Go-Live date — the first date invoices and bills are created and tracked in VRTrust instead of QuickBooks. Everything below applies to reservation invoices and commission/management fee bills dated on or after that date. 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 touching QuickBooks.

Steps

  1. Void, don't delete. Voiding zeroes out the invoice or bill but keeps the record and audit trail; deleting removes it entirely. Use void for everything in this cleanup, including anything already reconciled or reported on.

  2. Void every reservation invoice and commission/management fee bill dated on or after your VRTrust Go-Live date — the ones created in QuickBooks for activity that's now being invoiced in VRTrust instead. Do this from Sales > Invoices and your Bills list one at a time, or with QuickBooks' batch actions if there are many. Other options included use Ai + QBO MCP to delete.

  3. Clear the applied payments with a journal entry. Voiding an invoice that already had a payment applied leaves that payment sitting open in QuickBooks. Move it with a journal entry dated the day before your VRTrust Go-Live date: debit Accounts Receivable, tagged to the customer, and credit Trust Liabilities. Do this for each customer with a payment left open from a voided invoice.

A note on scope

This is a one-time cleanup step 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 the cleanup is done.

Have questions about your specific QBO setup?

Reach out to our support team and we'll help you work through it.

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