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QuickBooks Desktop Sync Setup Guide

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Anna L.
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This guide will walk you through setting up the sync between QuickBooks Desktop (Pro, Premier, and Enterprise) and Bill.com. For more information on how the sync works, check out the following article: Bill.com sync with QuickBooks Desktop
 
Tip: Back up your QuickBooks company file before proceeding.
 
 
Table of Contents

 

Pre setup requirements 

  • Ensure anyone with shared access to the QuickBooks file to be synced is logged out
  • QuickBooks needs to be in single-user mode
    • Click File, if Switch to Multi-user Mode is available, the file is already in single-user mode.
  • Exit QuickBooks
  • QuickBooks Admin login credentials - this is required to connect the sync
  • Bill.com user in Administrator, Accountant or custom role with Sync permission
  • Administrator rights to install programs to computer or server

 

Install sync dashboard

The sync dashboard needs to be downloaded and installed in the same location/drive as the QuickBooks program in order to facilitate the sync between Bill.com and QuickBooks Desktop.

The QuickBooks company file does not need to be located in the same location in order to sync.

Note: The sync dashboard requires Microsoft .NET framework 4.6 to run properly. If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

QuickBooks program installed on local computer

  1. Download the Bill.com Sync Dashboard (~955 KB file)

    Click here to Download

  2. Double click the .exe file
  3. Click Next                                                                                                                                                                                                                 
    1_-_Small_Run_1st_page.png
  4. Select the drive that the QuickBooks program is installed on
  5. Click Install                                                                                                                                                                                                                
    2_-_Small_Install.png                                                       
  6. Click Next to confirm installation completion
    2.5_-_Small_-_Installation_complete.png
    • A shortcut will be created on your desktop Smaller_Sync_dashboard_icon.png

 

QuickBooks program installed on Server or Hosted Server

Provide the following article to your I.T. administrator or hosting provider administrator so that the sync dashboard can be installed on your behalf: QuickBooks Desktop - Server or Hosting Provider sync dashboard installation

 

Connect the sync

  1. Open the Bill.com sync dashboard from the shortcut added to the desktop
  2. Open QuickBooks and log in to the company file as Admin and in single user mode
  3. In the profile editor box, click Next                                                                                                                                                                            3_-_Small_Sync_dashboard_and_profile_editor.png
  4. Sync dashboard will auto detect the file path of the QuickBooks company file that is open, click Next 
    4_-_small_-_file_path_auto_detected.png
  5. In QuickBooks, on the Application Certificate, select Yes, always; allow access even if QuickBooks isn't running
    • If there are multiple users on the company file, next to Login as: select Admin
      5_-_Small_QB_certificate.png
  6. Click Continue
  7. Click Done to confirm access
    6_-_Small_Access_confirmation.png
  8. Enter Bill.com login credentials or sync token
    • If using a Bill.com powered solution through a bank/financial institution, the sync token will be required to connect the sync.
    • For more information on setting up a sync token, click here
      7_-_Small_-_BDC_login_creds.png
  9. Select the Bill.com Organization name to sync to
    8_-_Small_Select_org.png
  10. In the sync profiles box, select the profile to sync 
  11. Click Sync                                                                                                                                                                                                        9_-_Small_-Sync_dashboard_with_profile.png

The sync is now connected.
10_-_Small_-_Sync_complete.png

The sync brings everything you need for payables and/or receivables from QuickBooks into Bill.com: accounts, vendors, customers, items, departments (classes), jobs (customer: jobs), and your book balance.

The first sync might take a while, depending on the size of the QuickBooks company file. Future syncs will be much faster, and QuickBooks company file will not need to be open.

 

Bill.com sync preferences 

After the first sync completes, we will direct you to fill our sync preferences. Learn more about sync preferences here.

  1. In the One last thing box, click Ok                                                                                                                                                                                      11_-_Small_-_One_last_thing.png
  2. On the sync preferences page, select the QuickBooks accounts to use (we filled the list with your QuickBooks Chart of Accounts when you synced) for the following settings:
    • Accounts Payable
    • Unallocated Expenses
    • Default bank account in accounting software
    • GL accounts for any bank accounts already added to Bill.com
  3. Click Save                                                                                                                                                12_-_Smaller_-_Sync_preferences.png

The sync setup is now complete. 

 

Accounting preferences

To set additional preferences for reporting and tracking:

  1. Hover over the gear icon, click Settings
  2. Under Accounting, click Preferences
  3. Click Edit
  4. Set preferences
    • Classes in QuickBooks are called Departments in Bill.com
    • Locations do not sync with QuickBooks Desktop
  5. Click Save

Learn more about accounting preferences here.

 

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