The Sync Preferences determine where transactions will post in the accounting software. After connecting the sync, it is important to adjust the Sync Preferences to ensure that the sync functions properly. To review Sync Preferences in Bill.com:
- Select Settings
- Select Preferences under Sync
Jump to:
- Sync Automatically
- Sync Only Approved Bills and Vendor Credits
- Enable 1-Way Transactions Sync (Sage Intacct, Quickbooks Online, and Xero only)
- Enable 2-Way AP Payment Sync (Quickbooks Online only)
- For Offline Payments
- Move Transactions To Quickbooks (Quickbooks Desktop Only)
- Accounts Payable Account
- Accounts Receivable Account
- Unallocated Expenses Account
- Unallocated Income Account
- Bill.com Money Out Clearing Account
- Bill.com Money In Clearing Account
- Default Bank Account
- Deposit To Account
- Exchange Rate Gain/Loss Account
- Funds Transfer Location
- Funds Transfer Department
- Funds Transfer Journal Symbol
- Transaction Currency (Sage Intacct only)
- Base Currency (Sage Intacct only)
- AP Credit Card Fees Account
- GL Account for Bank Account **XXXX
- GL Account for Card Account **XXXX
- Master in Case of Conflict
- Record Funds Transfer (Quickbooks Desktop only)
Note: The above screenshot shows the Sync Preferences for an account integrated with Sage Intacct. The Sync Preferences will differ based on the specific accounting software and modules enabled.
Sync Automatically
Checking this box ensures that the sync is run at least once daily. However, the sync can always be run more often manually via the Sync Now button and it won't affect the automatic sync. Note: This feature isn't available for QuickBooks Desktop.
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 won't sync to the accounting software.
- Once enabled, this preference can't be changed. It should only be enabled if using an approval process for every bill/vendor credit in Bill.com and don't require the ability to report on unapproved payables in the accounting software.
- This setting is only available for cloud accounting platforms, therefore it isn't available for QuickBooks Desktop
Enable 1-Way Transactions Sync (Sage Intacct, Quickbooks Online, and Xero only)
- Checking this box prevents transactions from syncing to Bill.com from your accounting software.
- This only applies to bills/invoices and payments. List items (vendors, accounts, customers, etc) will still sync 2 ways.
- This change is irreversible and your account cannot be changed back to 2 way at any point in the future.
Enable 2-Way AP Payment Sync (Quickbooks Online only)
- This setting is available to new non-direct accounts such as console accounts and accounts created before 9/15/17
- 2 way AP payment sync is automatically enabled for direct accounts created after 9/15/17.
Note: Once enabled, you can't disable 2-way sync
For Offline Payments
This setting controls whether or not the checkbox to sync offline payments is checked by default or not, when you mark a bill as paid outside of Bill.com.
If you select Do not sync for this preference, the Sync to accounting software checkbox will be unchecked by default. You can still check the box if you do want an offline payment to sync.
Alternatively, if you select Enter check or ref # for this preference, the Sync to accounting software checkbox will be checked by default. You can still uncheck the box if you do not want an offline payment to sync.
Move Transactions To Quickbooks (Quickbooks Desktop Only)
This setting controls syncing of transactions from Bill.com to Quickbooks Desktop.
Accounts Payable Account
- Bill.com syncs to a single Accounts Payable account used to track outstanding bills in the accounting software
- Accepted account type: Accounts Payable
Accounts Receivable Account
- Bill.com syncs to a single Accounts Receivable account used to track outstanding invoices in the accounting software
- Accepted account type: Accounts Receivable
- For QuickBooks Desktop only: invoices created in Bill.com will sync to the last Accounts Receivable account used in QuickBooks Desktop, regardless of what account is listed in the Bill.com sync Preferences.
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 the accounting software, 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 the accounting software, to look for invoices that need to be coded. Examples of the common income account types selected, include Uncategorized Income or Suspense accounts.
- Accepted account type: Income
Bill.com Money Out Clearing Account
- For Accounts Payable, Bill.com leverages the Money Out Clearing Account to assist with bank reconciliation. With the exception of Sage Intacct configurations, the clearing account is automatically created and does not need to be adjusted in the sync preferences. For more information on using clearing accounts with Sage Intacct, please see our article: Sage Intacct Sync Guide: Create a Bill.com Clearing Account in Sage Intacct.
- Accepted account type: Bank
Bill.com Money In Clearing Account
- For Accounts Receivable, Bill.com leverages the Money In Clearing Account to assist with bank reconciliation. With the exception of Sage Intacct configurations, the clearing account is automatically created and does not need to be adjusted in the sync preferences. For more information on using clearing accounts with Sage Intacct, please see our article: Sage Intacct Sync Guide: Create a Bill.com Clearing Account in Sage Intacct.
- Accepted account type: Bank
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, Credit Card
Deposit To Account
- This preference sets the default account for posting credit card 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
Exchange Rate Gain/Loss Account
When using Bill.com but syncing with an accounting software that does not have multi-currency enabled, the account selected for this preference will be used to sync gain/loss entries based on exchange rate variations. This is only available on compatible softwares, please see the Multi-Currency: Sync with Accounting Softwares article for details.
Funds Transfer Location
An optional preference only available for Sage Intacct and Oracle NetSuite configurations. Specify the location that funds transfers should sync to in the accounting software. For Sage Intacct multi-entity configurations, select the location ID that corresponds with the Sage Intacct entity the account is syncing to.
Funds Transfer Department
An optional preference only available for Sage Intacct and Oracle NetSuite configurations. Specify the department that funds transfers should sync to in the accounting software.
Funds Transfer Journal Symbol
Specific to Sage Intacct configurations. For this preference, 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.
AP Credit Card Fees Account
- This preference sets the account that you'd like fees from payments made by card to sync to.
- Must be set to an expense account.
- Currently for Sage Intacct, Xero and QuickBooks Online only.
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
Note: Each time a new bank account is added, a new preference will be created for that bank account. Edit sync preferences to select the appropriate GL for any newly added bank accounts.
GL Account for Card Account **XXXX
- This preference sets the account that you'd like payments made by card to sync to.
- Note: This GL account must be of type Asset to sync with Xero
Master in Case of Conflict
This set of preferences controls edits made to list objects, one system's edits would override the updates made in the other system. It is recommended to select the system in which that particular list or transaction type will be maintained the majority of the time. This preference does not limit the sync to one side over the other; the ability to edit or create new 2 way sync objects/transactions in either Bill.com or the accounting software is still available. For example: Were you to edit a vendor in both Bill.com and the accounting software (without running a sync in between) and the changes conflict with each other, the master would override the updates made in the other system.
Record Funds Transfer (Quickbooks Desktop only)
- Checking this box allows Funds Transfer journal entries for Bill.com payments to sync to Quickbooks Desktop
- If this box isn't checked, Funds Transfer journal entries will not sync to Quickbooks Desktop and will need to be manually recorded in Quickbooks Desktop
- If this box is unchecked, contact Customer Support to have previous Funds Transfer journal entries marked not to sync before checking the box and running a sync
