Manage Sync Preferences

The Sync Preferences determine where transactions will post in the accounting system. 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. Select Settings
2. Under Sync, select Preferences

Jump to:

• Sync Automatically
• Sync Only Approved Bills and Vendor Credits
• For Offline Payments
• 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
• Funds Transfer Location
• Funds Transfer Department
• Funds Transfer Journal Symbol
• Transaction Currency
• Base Currency
• GL Account for Bank Account **XXXX
• Master in Case of Conflict

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.

Notes:

• Auto sync doesn't run on Saturdays. In preparation for the work week, the automatic sync will run late Sunday night or early Monday morning.
• 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 system. Bills in Assigned, Approving, Denied, or Unassigned status will not sync to the accounting system.
• 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 system.
• This setting is only available for cloud accounting platforms, therefore it is not available for QuickBooks Desktop

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 system 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 system checkbox will be checked by default. You can still uncheck the box if you do not want an offline payment to sync.

Accounts Payable Account

• Bill.com syncs to a single Accounts Payable account used to track outstanding bills in the accounting system
• 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 system
• 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 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 system, 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 system, 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

Deposit To Account

• This preference sets the default account for posting credit card and offline payments received in the accounting system. 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 Sage Intacct and Oracle NetSuite configurations. Specify the location that funds transfers should sync to in the accounting system. 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 system.

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.

Base Currency (Sage Intacct only)

Must be set to USD for payments to sync.

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 enrolled, a new preference will be created for that bank account. Edit sync preferences to select the appropriate GL for any newly added bank accounts.

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 system is still available. For example: Were you to edit a vendor in both Bill.com and the accounting system (without running a sync in between) and the changes conflict with each other, the master would override the updates made in the other system.