Syncing Accounts Payable with QuickBooks Online saves time by eliminating double-entry. Bills, invoices, and vendor information will automatically appear in your Accounts Payable account.
Once you send a payment through Accounts Payable, the status will be updated in your accounting software as well for seamless reconciliation.
This article will cover the fields and transactions that sync to and from QuickBooks Online (QBO).
Note that on the first sync:
- All unpaid bills will be synced between QuickBooks Online and Accounts Payable.
- Vendors who had a bill created within the previous year (365 days) will be synced.
During your first connection, we scan your accounting software for existing vendors so we can avoid creating duplicates. If we find vendors with matching or similar details, we’ll ask you to confirm which ones should be linked together.
If you decide to skip linking any of the suggested vendors during this initial review, you’ll need to confirm that choice.
Please note that vendors you skip at this stage cannot be linked later, so make sure to review the matches carefully before continuing.
Each time you create a bill for a vendor in QuickBooks Online, the bill and the vendor will be synced in Accounts Payable.
Data will auto-sync in real time. To manually sync, click the sync icon at the top of the screen.
Vendor:
| QBO field name | Sync | Accounts Payable Field Name |
|---|---|---|
| Vendor display name | ↔ | Vendor's company name* |
| First name + Last name | ↔ | Contacts full name |
| Name to print on checks | → | Name on check |
| ↔ | Email address | |
| Phone | ↔ | Phone Number |
| Mobile | Does not sync | |
| Street Address 1 | Does not sync | Address line 1 |
| Street Address 2 | Does not sync | Address line 2 |
| City | Does not sync | City |
| State / Province | Does not sync | State |
| Zip Code | Does not sync | Zip Code |
| Active | ↔ | Delete |
| Terms | Does not sync | |
| Country | Does not sync | |
| Track payments for 1099 | ↔ | Mark as 1099 contractor |
| Account number | Does not sync |
*Additionally, when creating a vendor in Accounts Payable, the vendor’s business name will be synced to the Company name field in QuickBooks Online.
Bill:
| QBO field name | Sync | Accounts Payable Field Name |
|---|---|---|
| Vendor | ↔ | Vendor name |
| Mailing address | Does not sync | Check delivery address |
| Terms | Does not sync | |
| Bill date | ↔ | Invoice date |
| Due Date | ↔ | Due Date |
| Bill no. | ↔ | Bill no. |
| Category | ↔ | QuickBooks category |
| Description | ↔ | Description |
| Amount | ↔ | Amount |
| Billable | Does not sync | Billable |
| Customer / Project | Does not sync | Customer |
| Class | ↔ | Class |
| Location | ↔ | Location |
| Product / Service | ↔ | Item |
| Qty | ↔ | Quantity |
| Rate | ↔ | Unit price |
| Memo | ↔ | Note to self |
| Attachments | ↔ | Invoice image |
Payment:
| QBO field name | Sync | Accounts Payable Field Name |
|---|---|---|
| Payee | ← | Vendor name |
| Bank / Credit account | ← | Payment method |
| Mailing address | Does not sync | Check delivery address |
| Payment date | ← | Deduction date |
| Ref No. | ← | Check # |
| Amount | ← | Full payment |
| Memo | ← | Memo to vendor |
| Attachments | Does not sync | Check image |
| Print later | ← |
Workflows:
Bill creation workflows
| QBO Action | Sync | Accounts Payable Action |
|---|---|---|
| Create bill | ↔ | Create bill |
| Edit bill | ↔ | Edit bill |
| Delete bill | ↔ | Delete bill |
| Mark as paid | ↔ | Mark as paid |
Bill payment workflows
| QBO Action | Sync | Accounts Payable Action |
|---|---|---|
| Schedule bill payment | ↔ | Schedule bill payment |
| Edit bill payment | Does not sync | Edit bill payment |
| Cancel bill payment | ↔ | Mark bill payment unpaid |
| Delete bill payment | Does not sync | Remove bill payment |
| Void bill payment | Does not sync |
↔ - Two-way sync
→ - Sync from QBO to Accounts Payable
← - Sync from Accounts Payable to QBO