This article will give you an overview of how our sync with QuickBooks Desktop works. If you are looking to setup your sync, please check out the sync setup article linked at the bottom of this page.
Bill.com utilizes the Bill.com Sync Dashboard to transfer information between Bill.com and QuickBooks Desktop (also referred to as QuickBooks Desktop). The Bill.com Sync Dashboard is available for download in each Bill.com account set to sync with QuickBooks Desktop.
Accounts without 2-way bill sync enabled
Accounts with 2-way bill sync enabled
If you have enabled 2-way bill sync:
With each sync, Bill.com picks up QuickBooks changes to:
- Accounts
- Departments (called Classes in QuickBooks)
- Vendors
- Bills (if 2-way bill sync is enabled)
- Jobs (called "Customer: Jobs" in QuickBooks)
- Bank Balance - shown when paying bills
- Customers
- Invoices (new and edited invoices)
- Items
QuickBooks picks up any Bill.com changes to:
- Accounts
- Departments (called Classes in QuickBooks)
- Vendors
- Bills
- Billable expenses
- Bill Payments
- Vendor Credits
- Funds Transfers
- Customers
- New invoices
- Invoice payments
Things to know
Payables without 2-way bill sync enabled
- We recommend creating all bills, vendor credits, approvals, and payments in Bill.com
- Edits made in QuickBooks for bills, vendor credits, approvals and payments will not sync to Bill.com
Payables with 2-way bill sync enabled
Creating and editing bills in QuickBooks Desktop will sync to Bill.com. Creating and editing bills in Bill.com will sync to QuickBooks Desktop.
- We recommend creating all vendor credits, approvals, and payments in Bill.com
- Edits made in QuickBooks for vendor credits, approvals and payments will not sync to Bill.com
Receivables
- On accounts created before June 5, 2020, invoice status and amount due on invoices in QuickBooks Desktop will sync to Bill.com. Please contact Customer Support if you'd like to disable it.
- Invoices can be created in either QuickBooks or Bill.com
- Invoices created directly in Bill.com can be edited until the invoice syncs to QuickBooks
- After the sync, invoices can only be edited in QuickBooks
- If creating invoices in QuickBooks, select To be emailed for each invoice. You can then select these invoices to email within Bill.com.
- Partial payments should be applied to an invoice before applying credit memos
- The QuickBooks company file picks up new invoices entered in Bill.com and payments received via Bill.com. Bill.com picks up any changes to invoices and customers from the QuickBooks company file.
- The date the sync is connected is considered the sync start date for AR invoices. If your sync was connected on Apr 1, 2019, only AR invoices with invoice dates of Apr 1, 2019 or later will sync into Bill.com, no matter the creation date.
- Any invoices dated before Apr 1, 2019 will not sync from QuickBooks to Bill.com, and Customer Support cannot force them over.
- If you manually create those invoices in Bill.com, they will try to sync to QuickBooks, and there will be a duplicate error if the invoice already exists in QuickBooks. Delete the invoice in QuickBooks and let the newly created invoice in Bill.com sync to QuickBooks
If you do not see the described feature available in Bill.com, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for Bill.com and upgrade accordingly or contact the Administrator of your Bill.com account. Changes in monthly user fees may apply.
