Before You Start

This guide assumes you have an active Bill.com account, QuickBooks Desktop (Pro, Premier, or Enterprise) installed, and a basic understanding of accounts payable processes.

Overview

45 min
Setup Time
Intermediate
Difficulty
Daily
Maintenance

What You’ll Learn

  • How to prepare QuickBooks Desktop for Bill.com synchronization
  • Setting up the Bill.com Sync Manager for QuickBooks Desktop
  • Mapping vendors, accounts, and items between systems
  • Streamlining bill entry, approval, and payment workflows
  • Troubleshooting common sync errors

1. Preparation Steps

Ensure these essential accounts and settings are configured in QuickBooks Desktop:

Required in QuickBooks Desktop

  • Bank Accounts (matching those used for Bill.com payments)
  • Accounts Payable (Standard Liability account)
  • Expense Accounts (for categorizing bills)
  • Vendors (Existing vendors to be synced or new ones created)

Bill.com Prerequisites

  • Bill.com administrator access
  • At least one active bank account linked for payments
  • Basic company information entered

2. Choosing Your Sync Method

While Bill.com’s primary purpose is integration, it’s important to understand the benefits of full automation.

This method leverages the Bill.com Sync Manager for seamless, two-way data flow.

Pros:
  • Automates bill entry and payment status updates.
  • Eliminates duplicate data entry.
  • Ensures accuracy and reduces errors.
  • Centralized vendor management.
Cons:
  • Requires initial setup and mapping.
  • Needs monitoring for sync errors.
  • Paid Bill.com subscription.

Method B: Manual Entry (Not Recommended)

This involves using Bill.com solely for payments and manually updating QuickBooks.

Expert Tip: We strongly recommend dedicating time to set up the Bill.com Sync Manager. It transforms your AP process from a manual chore into an efficient, automated workflow, saving countless hours and preventing costly mistakes.

3. Step-by-Step: Syncing with Bill.com

Here is the high-level workflow for a clean setup.

This diagram would typically illustrate the data flow: bills entered in Bill.com, approved, paid, then synced to QuickBooks Desktop as bills and payments.

Here is a sample code block to show how an API call might look for creating a bill.

{
  "vendorName": "Office Supplies Co.",
  "invoiceNumber": "INV-2025-001",
  "invoiceDate": "2025-10-20",
  "dueDate": "2025-11-20",
  "amount": 550.75,
  "lineItems": [
    {
      "description": "Printer paper",
      "account": "Office Expenses",
      "amount": 200.00
    },
    {
      "description": "Ink cartridges",
      "account": "Office Expenses",
      "amount": 350.75
    }
  ]
}

4. Setting Up Bill.com Integration

  1. 1

    Install Bill.com Sync Manager

    Download and install the Sync Manager application on the computer where QuickBooks Desktop is installed and typically runs.

  2. 2

    Connect Bill.com to QuickBooks Desktop

    Open the Sync Manager, log in to your Bill.com account, and then select your QuickBooks company file. Authorize the connection when prompted by QuickBooks.

  3. 3

    Map Your Accounts and Vendors

    Within the Bill.com Sync Manager, review and confirm the mapping of vendors, accounts, items, and classes between Bill.com and QuickBooks Desktop. Ensure consistency for accurate reporting.

  4. 4

    Configure Sync Preferences

    Set up your sync preferences, such as how often the sync runs (e.g., daily, multiple times a day) and which data elements (bills, payments, vendors) are prioritized.

Common Error: Sync Manager Offline

The Bill.com Sync Manager must be running on the computer with QuickBooks Desktop to perform synchronization. Ensure the computer is on and the Sync Manager is active, especially after restarts.

5. Testing Your Setup

Integration Test Checklist

  • Enter a test bill in Bill.com and approve it
  • Run a manual sync and verify the bill appears in QuickBooks Desktop
  • Process a test payment in Bill.com for the bill
  • Verify the payment status updates and bank transaction syncs to QuickBooks Desktop
  • Check that vendor details and expense accounts are correctly mapped

Need Help?

Get Support

Struggling with Bill.com integration or troubleshooting sync issues? Our team of experts is here to assist you.

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