Accounting Invoice Outstanding Balances
OnRent Go can retrieve the remaining balance of a linked sales invoice from your finance system and store it against the invoice as the Accounting Outstanding Balance. This gives your team visibility of payments, allocations and other changes recorded directly in the finance system.
Note: The Accounting Outstanding Balance is a scheduled snapshot. It is not retrieved live when you open or refresh an invoice.
Supported Finance Systems
The Accounting Outstanding Balance is currently supported for:
Finance system | Supported |
Xero | Yes |
QuickBooks Online | Yes |
Sage Business Cloud | Yes |
Exact Online | Yes |
Sage 50 / Accounts Linking Tool | No |
Each supported provider supplies its own remaining invoice balance:
Xero returns the Amount Due.
QuickBooks Online returns the Balance.
Sage Business Cloud returns the Outstanding Amount.
Exact Online returns the remaining open receivables.
Sage Business Cloud and Sage 50 are separate integrations. Sage Business Cloud supports this feature, but Sage 50 does not currently support retrieving invoice balances.
Setup
There is no separate setting to enable for the balance refresh. Before an invoice can be updated:
A supported accounting integration must be Active and Connected.
The integration must be connected to the relevant OnRent Go company.
The invoice must have been successfully posted and linked to the finance system.
You can review your accounting connection under System Setup > Integrations.
When an invoice is successfully posted, OnRent Go records the finance system's unique invoice identifier. This identifier is used to match the invoice during future balance updates — the match is made using the unique link between the two systems, not simply the displayed invoice number.
Which Documents Are Supported
The balance refresh is designed for linked sales invoices.
Credit Notes are not currently retrieved as separate Accounting Outstanding Balance records. However, if a credit is allocated against an invoice in the finance system, the provider may include that allocation when reporting the remaining balance of the sales invoice.
How the Balance Is Updated
OnRent Go performs the following process automatically:
Once each day, OnRent Go connects to the active finance integration.
It requests sales invoices created or updated in the finance system during the previous 48 hours.
Each finance-system invoice is matched to its linked OnRent Go invoice.
The amount returned by the finance system is stored as the invoice's Accounting Outstanding Balance.
The updated value is displayed the next time the relevant Invoice Custom View is loaded.
The 48-hour period provides an overlap between daily refreshes, helping changes made around the refresh time to be included.
Opening an invoice or refreshing your browser does not trigger a new request to the finance system.
Viewing the Accounting Outstanding Balance
The Accounting Outstanding Balance is available as a field in Invoice Custom Views. It is not shown on the standard Invoice list or Invoice overview by default.
To display it:
Go to Invoicing > Invoices.
Select Add View…. If you already have Invoice views, open the Views menu and select Add New….
Enter a name for the Custom View and select the roles that should have access.
Add Accounting Outstanding Balance to the Selected Fields.
Add any required criteria — for example, filter for balances greater than zero.
Save the Custom View.
Return to the Invoices screen and select the new view.
Alternatively, Invoice Custom Views can be created and maintained under System Setup > Custom Views.
The Accounting Outstanding Balance can be displayed as a column, used as numeric filter criteria, and sorted in ascending or descending order. Users need the relevant Invoice access and Custom View permissions to create or edit the view.
Understanding the Balance
The value is the amount the finance system reported as remaining against the invoice, in the invoice's currency.
For a linked invoice following a successful refresh:
The full invoice value means the finance system reports that nothing has been paid or allocated.
A reduced value means a payment, credit or other allocation has reduced the balance.
A value of zero means the finance system reported that no amount remained outstanding.
For example, if a £1,000 invoice receives a £400 payment in Xero, its Accounting Outstanding Balance will become £600 following the next successful refresh.
Accounting Balance and OnRent Go Payment Status
The Accounting Outstanding Balance is for visibility and reporting only. It is separate from OnRent Go's own payment records.
Updating this balance does not:
Create or allocate a payment in OnRent Go.
Add an entry to the OnRent Go Payments tab.
Change the invoice's Paid or Payment Status.
Change the Payment Outstanding value used by OnRent Go.
Change the amount used by Take Payment or Pay by Link.
Reduce the customer balance used by OnRent Go credit checking.
Because of this, the Accounting Outstanding Balance and the OnRent Go Payment Outstanding value can differ. Payments recorded only in the finance system will reduce the Accounting Outstanding Balance after the refresh, but they will not automatically create matching payment transactions in OnRent Go.
New and Historical Invoices
A newly posted invoice may initially show an Accounting Outstanding Balance of zero until the first successful daily refresh has taken place.
The normal daily process only requests invoices created or changed in the finance system during the previous 48 hours. Older linked invoices that haven't recently changed may therefore need a full historical refresh.
A full refresh of all linked invoices can be run on request, but there is currently no self-service button for this in OnRent Go. Contact OnRent Go Support if historic linked balances need to be populated.
When a Balance Cannot Be Updated
The balance will not be updated when:
The accounting integration is inactive or disconnected.
The finance system is not currently supported.
The invoice has not been successfully linked.
The finance system does not return a matching invoice.
The finance provider cannot be reached during the scheduled refresh.
If a previously populated balance cannot be refreshed, OnRent Go retains the last successfully retrieved value rather than clearing it. There is currently no visible "last updated" date or balance-specific sync error against the invoice.
Important: A zero value does not always prove that an invoice has been paid. Unlinked, unsupported, newly posted or not-yet-refreshed invoices can also show a zero value. Confirm that the invoice is linked to a supported integration and has completed a successful refresh before treating zero as confirmation that nothing remains outstanding.
Summary
The Accounting Outstanding Balance gives visibility of the amount still due in Xero, QuickBooks Online, Sage Business Cloud or Exact Online.
Balances are retrieved automatically once each day for recently changed linked sales invoices, and can be displayed, filtered and sorted using an Invoice Custom View. The value stays separate from OnRent Go payments, Payment Status and credit checking, letting your team compare the position in both systems without changing OnRent Go's payment records.