This guide will help determine the correct way to set up the sync between your Intacct and Bill.com accounts, and provides important details to know before syncing.
Table of Contents
- Introduction
- Which Bill.com - Intacct Configuration to Use
- How to set up the account
- Best Practices Overview
- Resources
Introduction
This section covers a high-level overview of the following:
- List of objects that sync from Bill.com to Intacct, and vice versa
- Known limitations
Intacct Sync and Known Limitations
Object |
Intacct To Bill.com |
Bill.com To Intacct |
Known Limitations |
|
---|---|---|---|---|
General | Chart of Accounts | Yes | Yes | - Account labels not supported. |
Departments |
Yes |
Yes |
- Bill.com uses default Intacct terminology, so changes to Intacct terms for Department do not sync over to Bill.com (e.g. we always display as "Department" in Bill.com). - No sync for Department Groups. |
|
Locations |
Yes |
Yes |
- N/A |
|
Classes |
Yes |
Yes |
- N/A |
|
Employees |
Yes |
Yes |
- N/A |
|
Projects / Jobs |
Yes |
Yes |
- Projects / jobs cannot be created in Bill.com (jobs is read-only in Bill.com application). |
|
Currency |
Yes |
Yes |
- Multi-currency setting must be enabled in both Bill.com and Intacct |
|
Bank account balance |
Yes |
No |
- N/A |
|
Payment Terms |
No |
No |
- Currently, Payment Terms don't sync from/to Intacct. |
|
Attachments |
No |
No |
- Bill.com doesn't sync attachments to/from Intacct. Use Bill.com to directly upload attachments. If you need to see attachments in Intacct, upload in Intacct after each transaction has synced. |
|
Approvals |
No |
No |
- Bill.com doesn't sync approvals to/from Intacct, however, you can choose to have ONLY Approved bills and vendor credits sync to Intacct. Learn more here |
|
Payables | Vendors |
Yes |
Yes |
- Tax1099 works differently in Bill.com than Intacct. See best practices below to set up 1099 in Bill.com with Intacct. - If you create two vendors with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error. - Bill.com uses the Vendor Name for matching, so Name should be unique within Bill.com to avoid duplicates. - The sync supports Intacct Inactivates. The sync will inactivate the Vendor in Bill.com. - The sync does not support Intacct deletions. The sync will not delete the Vendor in Bill.com. |
AP Funds Transfer |
No |
Yes |
- We only support funds transfer for one location per bill.com account. |
|
Bills |
Yes, only unpaid bills |
Yes |
- Partially- and fully-paid bills will not sync from Intacct to Bill.com. - When a bill with a voided payment is deleted in Bill.com, the deletion cannot sync to Intacct - it must be manually reversed in Intacct. - You may choose to have ONLY Approved bills sync to Intacct. Learn more here |
|
Bill Payments |
No |
Yes |
- Payments made in Intacct do not sync to Bill.com. - Partial payments: Payments cannot be applied to specific bill line items. - Voided payments: If a user wants to void a payment and use a specific date, the best practice is to void in Intacct and then in Bill.com. - The memo field for Offline Payments in Bill.com does not sync to Intacct. |
|
Vendor Credits |
Yes, unapplied vendor credits. |
Yes |
- Intacct doesn't allow us to specify which vendor credit was used in Bill.com. - Neither partial nor full vendor credit applications sync from Intacct to Bill.com. - Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC. - You may choose to have ONLY Approved vendor credits sync to Intacct. Learn more here |
|
Purchase Order |
Yes, once POs converted to unpaid bills. |
N/A |
- You cannot view original Purchase Orders in Bill.com. - You can create POs and Receivers in Intacct and convert them to Bills and Vendors. Once converted, the bill will sync into Bill.com, and PO Bills can be approved and paid via Bill.com. - The PO# must be in the "Reference Number" field of the bill/vendor credit in Intacct. The Purchase Order number will then appear on bills and vendor credits that originated from POs in Intacct. Learn more here - Bills created from POs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur.
|
|
Receivables | Customers | Yes | Yes |
- If you create two customers with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error. - Bill.com uses the Customer Name for matching, so Name should be unique within Bill.com to avoid duplicates. |
Invoices |
Yes, only unpaid invoices. |
Yes |
- Bill.com supports sales tax as an invoice line item, associated with a sales tax GL account. |
|
Advance Sales Tax |
N/A |
N/A |
- You can't create invoices in Bill.com if you use advance sales tax. You need to use Intacct to create invoices with Advanced Sales Tax. The sync will bring them to Bill.com for payment. |
|
Items |
Yes |
Yes |
- The sync can't bring the Chart of Account and Price fields of Items from Intacct into Bill.com. These fields are not exposed in the Intacct API. - The Order Entry module must be enabled in Intacct in order for items to sync |
|
AR Payments |
No |
Yes |
- Payments made in Intacct do not sync to Bill.com. - You can't apply payment to a specific invoice line item. - Voided payments: Payments that have synced, and are then voided, will generate a sync error, instructing the user to manually void it in Intacct. The ability to sync the void of a previously-synced AR payment is not available in the Intacct API. |
|
Credit Memos |
No |
No |
- Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct. |
|
AR Funds Transfer |
No |
Yes |
- N/A |
|
AR Payment Convenience Fee |
No |
Yes |
- N/A |
|
Sales Order |
Yes after SOs are converted to unpaid invoices. |
N/A |
- You cannot view SOs in Bill.com. - Invoices created from SOs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur. |
Which Bill.com - Intacct Configuration to Use
Decision Tree
How to set up the account
Recommended configurations for the best sync experience
Note:
Multi-Entity account syncs must follow Intacct's existing Top/Entity logic. For example, if you are syncing at the Top Level and create a Vendor, the Vendor will be managed at the Top Level, and cannot be edited at the Entity Level.
Single-Entity account have no permission-level issues.
Below is a table with all the configurations we support. They vary based on the complexity of the configuration.
- For Configurations A, B, C or D, refer to the Standard Sync Setup guide
- For Configurations E or F, refer to the Multi-Entity Sync Setup guide
[1] The sync will be limited to syncing transactions one way, from Bill.com to Intacct. Syncing transactions from Intacct to Bill.com isn't supported in this configuration.
- For the ideal integration for Configurations E and F, Lists and Transactions should be set up and managed at the entity level. If they are set up at the top level, use Configurations C or D to sync at the top level (in this case, updates made in Bill.com will not sync, and will create sync error notifications).
- Configurations C, D, E, and F assume that the multi-entity account is shared.
- For Multi-Entity (Distributed), use Configuration A or B.
- Configuration C or D (sync to top level) must be used if:
- Objects are owned at the Top
- Reconciliation takes place at the Top
- Account uses Automatic Inter-Company Transfers
- Account will use Inter-entity transactions
- If the account will use Inter-entity transactions, please contact customer support to disable the use of the Money Out clearing account
- Edits are based on permissions in Intacct.
- If set up in Entity, then ID, Name, and Contact should be unique.
4. Best Practices Overview
- Chart of Accounts
- To make a Chart of Account type Bank or Credit Card in Bill.com, create a bank account or charge account in Intacct, and associate it to the corresponding Chart of Account.
- Vendor 1099
- Bill.com tracks whether vendors are 1099 or not. Bill.com doesn't contain information about the 1099 box or type. Therefore, 1099 vendors created in Bill.com are synced to Intacct as form1099type=MISC and form1099box=7. If this default value is not what you need for your 1099 vendors, you should always create your 1099 vendors in Intacct so you can select the correct form type / box.
- 1099 Line Items
- Bill.com doesn't support selecting the form1099 per bill line item. Instead, you need to set the field 1099 Category on the chart of account(s) used on bills line item to any value other than "None" so they will sync as form1099=true to Intacct.
- Bills
- Only unpaid bills sync from Intacct into Bill.com, so you should always initiate payments in Bill.com. On the Bill.com Pay page you can pay via Bill.com (check or ACH), select to print check in Intacct, or record payment made outside of Bill.com. The sync will send the related payment or check to be printed in Intacct.
- We can't update paid bills in Intacct. If you plan to re-classify bills in Bill.com after they are paid, you need to enable Re-classify transactions in your Intacct configuration to avoid sync errors.
- Any POs in Intacct will sync to Bill.com once they are converted to unpaid bills. Once they sync, they are ready to be approved and paid.
- In order for bills to sync seamlessly into Intacct, you’ll need to disable approval in Intacct. This option is found under Accounts Payable > Configure Accounts Payable > Payment Approval Settings section. You’ll need to uncheck the “Disable Approval” option. If you choose to have this option unchecked, you’ll need to approve all bills for payments to be recorded.
- Vendor Credits
- Only unpaid vendor credits sync from Intacct, so you should apply vendor credits in Bill.com. When you make a payment with the vendor credit, we will sync it to Intacct where it gets automatically applied, based on the oldest available vendor credit. If you didn’t use the oldest available vendor credit when applying in Bill.com, you will need to manually update, in Intacct, which vendor credit was applied.
- Vendor Credits can sync to Bill.com but the application of the vendor credit is not supported. You will need to apply the vendor credit manually in Bill.com.
- Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC.
- Credit Memos
- Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct.
- Bills/Invoices using Items
- Always code the bill/invoice with an Account. The integration doesn’t sync the Account associated to the Item.
5. Resources
Below, find some additional resources we think will be helpful for setting up your Bill.com account, and understanding how Bill.com works.
- Getting started with Bill.com
- Setting up your bank account in Bill.com
- Reconciling your bank account - Bill.com Money Out Clearing
- Canceling Scheduled Payments
Version 2.0 May/2015
This document is supplied as and intended to be a reference document for users of Bill.com. The document is periodically updated and may contain data that does not apply to user’s specific product or that is obsolete. If questions exist regarding the applicability of the data relative to your product, contact Bill.com Customer Support.
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