How does the payment status sync between Clearfacts and Sage Cloud Demat Invoicing?

If your account is connected to Clearfacts, both systems automatically exchange information via scheduled tasks. This does not happen in real time, but at fixed moments each day.

What is synchronised, and when?

• Forwarding documents: sent documents are automatically forwarded to your accountant’s Clearfacts file. You don’t need to export them manually.
• Fetching payment statuses: every night the system checks in Clearfacts which of your forwarded invoices are registered there as paid, and takes over that information.

What happens when an invoice turns out to be paid?

If an invoice is marked paid in Clearfacts:

1. a payment is automatically registered on that invoice in Sage Cloud Demat Invoicing (visible among the invoice’s payments, as type Bank account);
2. the invoice status changes to Paid (or Partially paid if a balance remains open).

ℹ️ The date of the automatically registered payment is the moment of synchronisation, not the exact date the payment arrived in your bank account.

If the invoice has meanwhile been (fully) credited, no extra payment is created; the credit note then explains the payment status.

The synchronisation is one-way

The payment status flows only from Clearfacts to Sage Cloud Demat Invoicing. If you manually mark an invoice as paid in Sage Cloud Demat Invoicing, this is not passed on to Clearfacts. The accounting in Clearfacts (fed by your accountant’s bank connection) is therefore the source of payment information.

Frequently asked questions

My customer has paid, but the invoice is not marked Paid yet? The synchronisation runs at night. Expect up to one day of delay after the payment has been processed in Clearfacts. The invoice also needs to have been forwarded to Clearfacts first.

Can I make the synchronisation run faster? No, the moments are fixed. You can of course always register a payment manually on the invoice.

Does this also work for credit notes? Credit notes are forwarded to Clearfacts as well, but automatic payment registration only happens on invoices.