QuickBooks Online sync: Notes and best practices
| Object | QuickBooks Online to Bill.com℠ | Bill.com to QuickBooks Online | Notes + Known Limitations | |
|---|---|---|---|---|
| General | Chart of Accounts | Yes | Yes | |
| Departments | No | No | ||
| Locations | Yes | Yes | Only first line item location (Bill.com bill/vendor credit) is sent to QuickBooks Online. If locations are different on line items within the same bill, sync error will occur. | |
| Classes | Yes | Yes | Classes won't sync to QuickBooks Online from Bill.com on AR invoices if classes aren't set to per line (instead of one per entire transaction). They'll still sync from QuickBooks Online to Bill.com but not the reverse. | |
| Employees | No | No | ||
| Jobs | Yes | Yes | Syncs into Bill.com as a Customer record and will be linked as a subcustomer to the parent customer | |
| Currency | Yes | Yes | - Multi-currency isn't supported. Bill.com supports only one currency. By default it's set to USD, but it can be changed in Bill.com Sync Preferences. - Bills in QuickBooks Online with non USD currency will be ignored by the sync and won't sync to Bill.com |
|
| Bank account balance | Yes | No | Syncs with Trial balance report | |
| Payment terms | No | No | Payment Terms don't sync to/from QuickBooks Online | |
| Attachments | No | No | Bill.com doesn't sync attachments to/from QuickBooks Online. Use Bill.com to directly upload attachments. | |
| Approvals | No | No | Bill.com doesn't sync approvals to/from QuickBooks Online. However, the ability to have ONLY Approved bills sync to QuickBooks Online is available. | |
| Payables | Vendors | Yes | Yes | Bill.com uses the Vendor Name for matching, so Name should be unique within Bill.com to avoid duplicates. |
| AP Funds Transfer | No | Yes | - Journal Entry is created in QuickBooks Online - Funds Transfer Sync only if Bill.com Clearing accounts are used |
|
| Bills | Yes | Yes | - The ability to have ONLY Approved bills sync to QuickBooks Online is available. - Bills totaling $0 won't sync to QuickBooks Online |
|
| Bill Payments | No | Yes | - The memo field for Offline Payments in Bill.com doesn't sync to Quickbooks Online - Voids of offline payments sync in both directions |
|
| Vendor Credits | No | Yes | - Doesn't support billable customers - Credit applications done in Bill.com won't sync to QuickBooks Online until the entire bill is paid in full |
|
| Purchase Order | No | No | Bills created from POs sync over to Bill.com but won't reference the PO# | |
| Receivables | Customers | Yes | Yes | - Bill.com uses the Customer Name for matching, so Name should be unique within Bill.com to avoid duplicates. - Sub-customers sync in both directions |
| Invoices | Yes, fully unpaid invoices only | Yes | - Partially- and fully-paid invoices won't sync from QuickBooks Online to Bill.com - Bill.com supports sales tax as an invoice line item, associated with a sales tax GL account - Bill.com sync supports one sales tax item per invoice - Payment Terms don't sync from/to QuickBooks Online - Departments don't sync to QuickBooks Online - Deleted invoices don't sync from QuickBooks Online to Bill.com |
|
| Sales Tax | Yes | Yes | - Sales Tax codes sync to Bill.com as Items - Sales Tax on an invoice syncs both direction |
|
| Items | Yes | Yes | - Items from QuickBooks Online come over as type "service" -Sub-items sync in both directions |
|
| AR Payments | No | Yes | - Payments made in QuickBooks Online don't sync to Bill.com - Voided payments don't sync |
|
| Credit Memos | No | No | Credit Memos don't sync to/from QuickBooks Online. They need to be manually applied in both Bill.com and QuickBooks Online. | |
| AR Funds Transfer | No | Yes | - Journal Entry is created in QuickBooks Online - Funds Transfer Sync only if Bill.com Clearing accounts are used |
|
| AR Payment Convenience Fee | No | No |
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