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Understanding Bill.com Sync Preferences

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Kaylen W.
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Explanation 

After connecting your sync, it is important to adjust the Sync Preferences to ensure that the sync functions properly. To review your Sync Preferences in Bill.com, go to Gear Icon > Settings > Preferences under Sync.  

NOTE: The below screenshot shows the Sync Preferences for an account integrated with Intacct. Additionally, this article details all potential Sync Preferences across accounting softwares. Your Sync Preferences may differ based on your specific accounting software. 

Please find an explanation for each sync preference below. 

Sync Automatically

  • Checking this box ensures that 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 more often manually via the Sync Now button. 

Sync Only Approved Bills and Vendor Credits

  • Checking this box allows only those bills that have been fully Approved in Bill.com to sync to the accounting software. Bills in Assigned, Approving, Denied, or Unassigned status will not sync to the accounting software. 
  • Once enabled, this preference cannot be changed. It should only be enabled if you will be using an approval process for every bill/vendor credit in Bill.com and do not require the ability to report on unapproved payables in your accounting software. 
  • This setting is only available for cloud accounting platforms, therefore it is not available for QuickBooks for Windows

Accounts Payable Account

  • Bill.com syncs to a single Accounts Payable account used to track outstanding bills in your accounting software. 
  • Accepted account type: Accounts Payable

Unallocated Expenses Account

  • If an expense account is not specified on a bill, the account selected for this preference will serve as a catch-all in your accounting software, where you know to look for bills that need to be coded. Common accounts used include Ask my Accountant, Miscellaneous, Uncategorized Expense, or Other Expense.
  • Accepted account types: Expense, Other Expense

Unallocated Income Account

  • If an item or income account is not specified on an invoice, the account selected for this preference will serve as a catch-all in your accounting software, where you know to look for invoices that need to be coded. Common accounts used include Uncategorized Income or Suspense.
  • Accepted account type: Income

Bill.com Money Out Clearing Account

Bill.com Money In Clearing Account

Default Bank Account

  • When marking a bill as paid outside of Bill.com, this preference serves as the default payment account.
  • Accepted account type: Bank or Credit Card

Deposit To Account

  • This preference sets the default account for posting credit card, PayPal, and offline payments received in the accounting software. It is recommended that the Undeposited Funds account be selected here so that payments are automatically grouped together in one account and available to be deposited in the future. 
  • Accepted account types: Bank, Other Current Asset

Funds Transfer Location

  • An optional preference only available for Sage Intacct and Oracle NetSuite configurations. You may specify the location that funds transfers should sync to in your accounting software. For Sage Intacct multi-entity configurations, you should select the location ID that corresponds with the Sage Intacct entity you are syncing to. 

Funds Transfer Department

  • An optional preference only available for Sage Intacct and Oracle NetSuite configurations. You may specify the department that funds transfers should sync to in your accounting software.

Funds Transfer Journal Symbol

  • Specific to Sage Intacct configurations. For this preference, you should enter the symbol of the journal to which Bill.com funds transfer should post. This is most commonly the Cash Disbursements Journal in Sage Intacct, with a symbol of either CD or CDJ. 

Transaction Currency (Sage Intacct only)

Must be set to USD for payments to sync, even if using multi-currency.

Base Currency (Sage Intacct only)

Must be set to USD for payments to sync, even if using multi-currency.

GL Account for Bank Account ****XXXX

  • For this preference, select the GL account associated with the bank account listed in the preference name. 
  • Accepted account type: Bank 
  • This field will also be displayed and editable on the Bank Account details page
    • Editing this field on the sync preference page will update the account on the Bank Account details page and vice versa

Master in Case of Conflict

  • For this set of preferences, it is recommended that you select the system in which you plan to maintain that particular list or transaction type the majority of the time. However, this preference is not limiting you to one side over the other; you will still be able to edit or create new objects/transactions in either Bill.com or your accounting software. This preference is simply stating that were you to edit a vendor, for example, in both Bill.com and your accounting software (without running a sync in between) and the changes conflicted with each other, the master would override the updates made in the other system. 

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