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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)


Table of Contents

Sync Overview

The following image shows what objects sync and in which direction.

Accounts under accountant consoles or signed up before 9/15/17

QuickBooks_Online_sync_flow_1_way_payments.png

Accounts signed up after 9/15/17 not created under an accountant console

QuickBooks_Online_sync_flow_2_way_payments.png

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)

Connect the Sync

  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 credential
  4. Select the company in QuickBooks Online to sync to Bill.com, then click Confirm
    Note: For accountants adding this for your own firm, select add app to firm
    Console_QBO_Addapptofirm.png
  5. Review that the company selected is correct, then click AuthorizeThe Sync is now connected.QBO_sync_complete.png

Sync preferences

After the first sync completes, fill out sync preferences. Some fields will be pre-filled, review to ensure the corrects accounts have been selected

  1. Hover over the gear icon, click Settings
  2. Under Sync, click Preferences
  3. Click Edit 
  4. Select GL accounts                                                                                                                                QuickBooks_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 used to record any payments made outside of Bill.com. 
      • The ending balance of this account will be displayed in the Bill.com Cash Forecast, to help manage 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.
  5. Click Save

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

To set additional or update preferences:

    1. Hover over the gear icon, click Settings
    2. Under Accounting, click Preferences
    3. Click Edit
    4. Turn on any other settings that will need to be available in Bill.com
    5. Click Save
    6. Hover over the sync menu icon, and then click Sync Now to run another sync 

Congratulations! The sync setup between Bill.com and QuickBooks Online is now complete.

 

Things to know

  • The sync will only pull in invoices created or updated within the last 90 days from the date the sync is first set up
    • If an invoice older than 90 days need to be synced over 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 now pull in that invoice due to the update.

Resources

 

 

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