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QuickBooks Online Sync - Setup Guide

This document provides step-by-step instructions on how to set up the sync between Bill.com and QuickBooks Online.

(Revisions for changes from 3/31/17 release made to Steps 5 & 6)


Sync Overview

This image shows what syncs, and what doesn't.

Sync Prerequisites

In order to complete the Sync Setup steps listed below, please note the following requirements:

  • QuickBooks Online: To connect the sync, a Master Administrator or Company Administrator is required
  • Bill.com: A user with the Administrator or Accountant role is required (or custom role with manage company and sync permissions)

Sync Setup

  1. In Bill.com, hover over the sync menu icon, and then click Setup QuickBooks OnlineSetup_QuickBooks_Online.png
  2. Next, click Connect to QuickBooks Onlineconnect_to_quickbooks.png
  3. Enter your QuickBooks Online login credentials
  4. Select the company in QuickBooks Online that you'd like to sync to Bill.com, and then click AuthorizeYou will see the following image when the sync completes.QBO_sync_complete.png
  5. Review sync preferences
      • Some fields will be pre-filled, review to ensure the corrects accounts have been selectedQuickBooks_Online_sync_preferences.png
    • Sync Automatically
      • This ensures the sync is run at least once daily. The sync will run approximately 24 hours from the last sync time. However, the sync can always be run manually via the Sync Now button at any time. 
    • Sync Only Approved Bills and Vendor Credits
      • Note: This setting is not reversible. Once turned on it can not be turned off.
      • This allows only those bills that have been fully Approved in Bill.com to sync to the accounting software.
    • Unallocated Expense Account
      • This is where bills with no GL accounts specified in Bill.com will post to during the sync. 
    • Default Bank Account in Accounting Software
      • This is the default bank account you use to record any payments made outside of Bill.com. 
      • The ending balance of this account will be displayed in your Bill.com Cash Forecast, to help manage your cash flow. 
    • Deposit To Account
      • Ex: Undeposited Funds is frequently used to record check payments received, but not yet deposited.
      • This is the default account to record payments received outside of Bill.com. 
    • GL Account For Bank Account ******XXXX
      • This is where funds transfers for payments for payments made/received through the specified bank account will post
    • Master In Case of Conflict
      • If a record is updated with different values in Bill.com and the accounting software before the next sync, only the values for the record set as master will be kept. 
    • Hover over the gear icon, click Settings
    • Under Sync, click Preferences
    • Click edit 
    • Click Save
  6. Review Accounting preferences
    • The following settings will be set based on settings within QuickBooks Online
      • Show Account Numbers
      • Use Locations
      • Use Classes
      • Use Customer/Jobs in Payables
      • Use Items in Payables
    • Hover over the gear icon, click Settings
    • Under Accounting, click Preferences
    • Click Edit
    • Turn on any other settings that you will need available in Bill.com
    • Click Save
  7. Hover over the sync menu icon, and then click Sync Now to run another sync 
  8. Congratulations! You've finished setting up the sync between Bill.com and QuickBooks Online! 

 

Note

  • The sync will only pull in invoices created or updated within the last 90 days from the date you first set up your sync.
    • If you need an invoice older than 90 days to sync to Bill.com, click edit and then Save on the invoice - this will trigger an update. Since the sync queries for recent updates, the next sync will pull in that invoice due to the update.

RESOURCES

Below are additional resources: 

 

 

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