Sync with QuickBooks for Windows: At a glance

This article will give you an overview of how our sync with QuickBooks for Windows works. If you are looking to setup your sync, please check out the sync setup article linked at the bottom of this page.


PayMaker utilizes the Bill.com Sync Dashboard to transfer information between PayMaker and QuickBooks for Windows (also referred to as QuickBooks Desktop). The Bill.com Sync Dashboard is available for download in each PayMaker account set to sync with QuickBooks for Windows.

Accounts without 2-way bill sync enabled

1_way_sync_image


Accounts with 2-way bill sync enabled

If you have enabled 2-way bill sync:

2_way_sync_image




With each sync, PayMaker picks up QuickBooks changes to:

  • Accounts
  • Departments (called Classes in QuickBooks)
  • Vendors
  • Bills (if 2-way bill sync is enabled)
  • Jobs (called "Customer: Jobs" in QuickBooks)
  • Bank Balance - shown when paying bills
  • Customers
  • Invoices (new and edited invoices)
  • Items

QuickBooks picks up any PayMaker changes to:

  • Accounts
  • Departments (called Classes in QuickBooks)
  • Vendors
  • Bills
  • Billable expenses
  • Bill Payments
  • Vendor Credits
  • Funds Transfers
  • Customers
  • New invoices
  • Invoice payments

Things to know

Payables without 2-way bill sync enabled

  • We recommend creating all bills, vendor credits, approvals, and payments in PayMaker
  • Edits made in QuickBooks for bills, vendor credits, approvals and payments will not sync to PayMaker

Payables with 2-way bill sync enabled

Creating and editing bills in QuickBooks for Windows will sync to PayMaker. Creating and editing bills in PayMaker will sync to QuickBooks for Windows.

  • We recommend creating all vendor credits, approvals, and payments in PayMaker
  • Edits made in QuickBooks for vendor credits, approvals and payments will not sync to PayMaker

Receivables

  • On accounts created before June 5, 2020, invoice status and amount due on invoices in QuickBooks for Windows will sync to PayMaker. Please contact Customer Support if you'd like to disable it.
  • Invoices can be created in either QuickBooks or PayMaker
  • Invoices created directly in PayMaker can be edited until the invoice syncs to QuickBooks
  • After the sync, invoices can only be edited in QuickBooks
  • If creating invoices in QuickBooks, select To be emailed for each invoice. You can then select these invoices to email within PayMaker.
  • Partial payments should be applied to an invoice before applying credit memos
  • The QuickBooks company file picks up new invoices entered in PayMaker and payments received via PayMaker. PayMaker picks up any changes to invoices and customers from the QuickBooks company file.
  • The date the sync is connected is considered the sync start date for AR invoices. If your sync was connected on Apr 1, 2019, only AR invoices with invoice dates of Apr 1, 2019 or later will sync into PayMaker, no matter the creation date.
    • Any invoices dated before Apr 1, 2019 will not sync from QuickBooks to PayMaker, and Customer Support cannot force them over.
    • If you manually create those invoices in PayMaker, they will try to sync to QuickBooks, and there will be a duplicate error if the invoice already exists in QuickBooks. Delete the invoice in QuickBooks and let the newly created invoice in PayMaker sync to QuickBooks

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.