Tips for using sync with QuickBooks Desktop

Please consider the following when syncing data between Bill.com and QuickBooks Desktop.

Processing Payables without 2-way bill sync enabled

  • Manage and pay bills in Bill.com and let it sync to QuickBooks Desktop
  • Creation of bills or edits to bills in QuickBooks Desktop won't sync to Bill.com

Processing Payables with 2-way bill sync enabled

If you've enabled 2-way bill sync:

  • Create and edit bills in QuickBooks Desktop and it'll sync to Bill.com
  • Create and edit bills in Bill.com and it'll sync to QuickBooks Desktop
  • Pay bills or record payments in Bill.com

Vendor Credits

  • Updates made to a vendor credit in Bill.com won't sync to QuickBooks after the original version has synced
  • Vendor credits aren't applied via the sync until a bill is paid in full
  • If a credit only covers part of a bill's balance, the credit won't be applied in QuickBooks Desktop until the remainder of the bill is paid, even though the credit is applied in Bill.com
    • In this case, the credit(s) should not be manually applied in QuickBooks Desktop or future payments will error upon syncing to the associated bill(s)
    • When the remainder of the bill is paid, the vendor credit application will sync with the payment

Processing 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.
  • Create invoices in Bill.com or QuickBooks Desktop
    • If an invoice is created in Bill.com, changes can be made in Bill.com until a sync is run
    • Once the invoice is synced to QuickBooks Desktop, changes to the invoice can only be done in QuickBooks Desktop
  • Send invoices and record payments in Bill.com
  • Invoices live in QuickBooks Desktop, invoicing (sending/processing payment) lives in Bill.com

Things to know

  • Locations don't sync
  • Automatic sync not available
  • If you enter multiple email addresses for a customer contact, use a comma to separate them