Understanding Sync Preferences

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:

  1. Click the gear icon
  2. Under Sync, click Preferences

NOTE: The below screenshot shows the Sync Preferences for an account integrated with Intacct. The Sync Preferences will differ based on the specific accounting software and modules enabled.

Sync Preferences

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 using an approval process for every bill/vendor credit in Bill.com and do not require the ability to report on unapproved payables in the 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 the 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 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. Common accounts used include Uncategorized Income or Suspense.
  • 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 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 Intacct, please see our article: Intacct Sync Guide: Create a Bill.com Clearing Account in 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 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 Intacct, please see our article: Intacct Sync Guide: Create a Bill.com Clearing Account in 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

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

Funds Transfer Location

An optional preference only available for Intacct and NetSuite configurations. Specify the location that funds transfers should sync to in the accounting software. For Intacct multi-entity configurations, select the location ID that corresponds with the Intacct entity the account is syncing to.

Funds Transfer Department

An optional preference only available for Intacct and NetSuite configurations. Specify the department that funds transfers should sync to in the accounting software.

Funds Transfer Journal Symbol

Specific to 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 Intacct, with a symbol of either CD or CDJ.

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

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 dies 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.