QuickBooks Online sync setup guide

This guide will walk you through setting up the sync with QuickBooks Online.

Jump to:

• Sync overview
• Pre-setup requirements
• Connect the sync
• Sync preferences
• Accounting preferences
• Things to know

Sync overview

The following image shows what objects sync and in which direction.

Accounts under accountant consoles or signed up before 9/15/17

Accounts signed up after 9/15/17 not created under an accountant console

Pre-setup requirements

In order to complete the Sync Setup steps listed below, please note the following requirements:

• QuickBooks Online: To connect the sync, a Primary Administrator or Company Administrator is required
  • As of March 1, 2024 you will need to be sure the Intuit user email being used to connect the sync has been verified in QuickBooks Online first. If the email is not verified, you will receive an error when trying to connect.
• Bill.com: A user with the Administrator or Accountant role is required (or custom role with manage company and sync permissions)

Connect the sync

1. Select Set Up Sync on the Sync accounting software step of the Get Started page
2. Select Connect to QuickBooks
   
3. Enter your QuickBooks Online Primary Admin user ID and password, and Select Sign in
   
4. Select the company in QuickBooks Online you want to sync to your Bill.com account and select Connect
5. Select Set Up after the first import of chart of accounts completes
6. Select the GL account from your chart of accounts that matches any bank accounts you added and select Next
7. Select the GL account from your chart of accounts for uncategorized expenses and select Next
8. Select Sync now to start the first full sync
   

The Sync is now connected.

Sync preferences

After the first sync completes, fill out sync preferences. Some fields will be pre-filled, review to ensure the corrects accounts have been selected.

1. Select Settings

2. Under Sync, select Preferences

3. Select Edit

4. Select the QuickBooks Online accounts to use (we filled the list with your QuickBooks Online Chart of Accounts during the first sync) for the following settings (if applicable):
   

   • 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.
   • Sync Only Approved Bills and Vendor Credits
     • Note: This setting is not reversible. Once turned on it can not be turned off.
     • This allows only those bills that have been fully Approved in Bill.com to sync to the accounting system
   • Enable 1-Way Transactions Sync
     • Checking this box prevents transactions from syncing to Bill.com from your accounting system.
     • 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
     • This allows AP payments in your accounting system to sync to Bill.com
   • Unallocated Expense Account
     • This is where bills with no GL accounts specified in Bill.com will post to during the sync
   • Default Bank Account in Accounting System
     • This is the default bank account used to record any payments made outside of Bill.com
   • Deposit To Account
     • Ex: Undeposited Funds is frequently used to record check payments received, but not yet deposited
     • This is the default account to record payments received outside of Bill.com
   • GL Account For Bank Account XXXX
     • This is where funds transfers for payments made/received through the specified bank account will post
   • Master In Case of Conflict
     • If a record is updated with different values in Bill.com and the accounting system before the next sync, only the values for the record set as master will be kept.

5. Select Save

Accounting preferences

The following settings will be set based on settings within QuickBooks Online:

• Show Account Numbers
• Use Locations
• Use Classes
• Use Customer/Jobs in Payables
• Use Items in Payables

To set additional or update preferences:

1. Select Settings
2. Under Accounting, select Preferences
3. Select Edit
4. Turn on any other settings that will need to be available in Bill.com
5. Select Save
6. Select Sync and Sync Now to run another sync
   

The sync setup with QuickBooks Online is now complete.

Things to know

• The initial sync will bring in both active and inactive objects (chart of accounts, vendors, customers, etc.). This allows future updates to those objects to sync.