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Tips for the sync between Bill.com and QuickBooks Desktop

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Please consider the following when syncing data between Bill.com and QuickBooks Desktop.

  • Processing Payables
      • Managing and paying bills should be done in Bill.com and synced to QuickBooks Desktop
      • Creation of bills or changes to bills in QuickBooks Desktop will not sync to Bill.com
  • Vendor Credits
      • Updates made to a vendor credit in Bill.com will not sync to QuickBooks after the original version has synced.
      • Vendor credits are not applied via the sync until a bill is paid in full
      • If a vendor credit covers the full amount of a bill, the $0 payment from Bill.com which marks the bill as paid in full must sync to QuickBooks Desktop for the vendor credit to be applied
      • If a credit only covers part of a bill's balance, the credit will not be applied in QuickBooks Desktop until the remainder of the bill is paid, even if the credit is applied in Bill.com
        • In this case, the credit(s) should not be manually applied in QuickBooks Desktop or future payments will error upon syncing to the associated bill(s)
  • Processing Receivables: 
      • Create invoices in Bill.com or QuickBooks Desktop
      • Send invoices and record payments in Bill.com
      • If an invoice is created in Bill.com, changes can be made in Bill.com until a sync is run
      • Once the invoice is synced to QuickBooks Desktop, changes to the invoice can only be done in QuickBooks Desktop
      • Invoices live in QuickBooks Desktop, invoicing (sending/processing payment) lives in Bill.com
      • Partial payments should be applied to an invoice before applying credit memos
      • The date the sync is connected is considered the sync start date for AR invoices. If your sync was connected on 4/1/19, only AR invoices with invoice dates of 4/1/19 or later will sync into Bill.com, no matter the creation date.
        • Any invoices dated before 4/1/19 will not sync from QuickBooks to Bill.com, and Customer Support cannot force them over. 
        • If you manually create those invoices in Bill.com, they will try to sync to QuickBooks, and there will be a duplicate error if the invoice already exists in QuickBooks. Delete the invoice in QuickBooks and let the newly created invoice in Bill.com sync to QuickBooks

Note: 

  • Locations do not sync
  • Automatic sync not available