This article will give you an overview of how our sync with QuickBooks for Windows 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 for Windows (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 for Windows.
With each sync, Bill.com picks up QuickBooks changes to:
- Accounts
- Departments (called Classes in QuickBooks)
- Vendors
- 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
Thing to know
Payables
We recommend that all bills, vendor credits, approvals, and payments are made in the Bill.com account.
Any changes made in QuickBooks for bills, vendor credits, approvals and payments will not sync to Bill.com.
- Accounts created after July 10, 2020 may have 2-way bill sync, and unpaid bills in QuickBooks for Windows will sync to Bill.com as well. If you would like 2-way bill sync, stay tuned! It will be available to all accounts in the near future.
Receivables
- On accounts created before June 5, 2020, invoice status and amount due on invoices in QuickBooks for Windows will sync to Bill.com. Please contact Customer Support by clicking Contact Us at the top of this page 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. These invoices can then be selected 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 4/1/19, only AR invoices with invoice dates of 4/1/19 or later will sync into Bill.com, no matter the creation date.
- Any invoices dated before 4/1/19 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.
