Professional Documents
Culture Documents
June 2011
Table of Contents
Bill.com Setup .............................................................................................................................................. 3
Step 1: Set Up Your Inbox ............................................................................................................................ 4
Set Your Email Address ........................................................................................................................... 4
Set Your Fax Number .............................................................................................................................. 4
Step 2: Indicate Your Business Process for Approval Workflows ................................................................ 5
Step 3: Set Up Bill.com Payments ............................................................................................................... 5
Set up Bill.com Payments ........................................................................................................................ 6
Nominate Others for Bill.com Payments .................................................................................................. 7
Step 4: Synchronize with QuickBooks .......................................................................................................... 7
How Synchronization Works with QuickBooks ........................................................................................ 8
QuickBooks Sync Pre-installation Procedures ......................................................................................... 9
Setting Up QuickBooks to Work with Bill.com in a Windows XP Environment ........................................ 9
Setting Up QuickBooks to Work with Bill.com in a Windows Vista Environment ................................... 10
Synchronize Between Bill.com and QuickBooks for the First Time ....................................................... 11
Setting Your Accounting Preferences .................................................................................................... 12
Best Practices for Synchronizing Bill.com and QuickBooks .................................................................. 12
Step 5: Add Additional Users ..................................................................................................................... 13
Selecting the Appropriate Role for the User .......................................................................................... 13
Adding Users ......................................................................................................................................... 14
Setting Up Your Preferences...................................................................................................................... 14
Company Preferences ........................................................................................................................... 14
Email Notification Preferences ............................................................................................................... 15
Get Started Managing Bills!........................................................................................................................ 15
Help & Customer Support .......................................................................................................................... 15
Help & FAQ ............................................................................................................................................ 15
Video Tutorials ....................................................................................................................................... 15
Customer Support .................................................................................................................................. 15
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Bill.com Setup
o Step 1: Set up your Inbox o Step 2: Indicate your business process for approval workflows o Step 3: Set up Bill.com payments o Step 4: Synchronize with QuickBooks o Step 5: Add additional users
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2. Youll enter your home address to begin the verification. Note: If your home address is not where you receive your personal bills such as credit card bills and mailing, then enter the address where you receive that mail. Then, youll be presented with a few questions that pertain to you. Bill.com utilizes a third-party service to verify your identity. The information asked is obtained from public information and Bill.com does not store any of this data.
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3. Once you complete the identity verification process, youll enter your banking details. Step 2 Verifying Your Companys Bank Account Details Once you enter this information, Bill.com will make a nominal deposit and withdrawal of the same amount from your bank account. When you see this debit and credit show up on your bank statement or online banking activity log, log in to Bill.com and click on the link to verify your bank account from your To-Do List.
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QuickBooks Enterprise
Bill.com provides a plug-in that enables you easily to synchronize account information between the two applications. Your QuickBooks company file will automatically be updated with the latest payables transactions you make in Bill.com, and your list of accounts, classes, and vendors are always kept in sync between Bill.com and QuickBooks. Keeping both applications in sync will help you eliminate repetitive data entry, and maintain consistency between the systems. It will also minimize the risk of creating duplicate or conflicting entries. Each time you sync: Bill.com picks up any QuickBooks changes to: o Accounts o Departments (called Classes in QuickBooks) o Vendors o Jobs (called "Customer : Jobs" in QuickBooks) o Book Balance - shown in the calendar to help project cash flow o Customers o Invoices (new and edited invoices) o Items QuickBooks picks up any Bill.com changes to: o Accounts o Departments (called Classes in QuickBooks) o Vendors o Bills o Bill Payments o Vendor Credits o Funds Transfers (see Reconciling your Bank Account for more information) o Customers o Invoices (new invoices only) o Invoice payments
Payables - Manage your bills, vendor credits, approvals, and payments in Bill.com not in QuickBooks. Any changes you make to bills, vendor credits, or bill payments within QuickBooks will not be synchronized with Bill.com.
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Receivables - Create invoices in QuickBooks as you usually do (then sync them into Bill.com), or create invoices directly in Bill.com. If you create invoices directly in Bill.com: edit the invoices in Bill.com until you sync with QuickBooks. After you sync, edit the invoices in QuickBooks only: you can't edit invoices in Bill.com after syncing them to QuickBooks (but you still send them to customers and record payments in Bill.com
Caution: Manage your bills and payments in Bill.com as any changes you make to Bills or Bill Payments within QuickBooks will not be synchronized back with Bill.com.
3. Download the Bill.com Sync program (~25 MB) from the following URL. https://app.bill.com/QBSyncPlugin When you arrive on this page, click Download.
4. Once youve downloaded the Bill.com sync, follow the prompts to install it. Note that the first
time you install the plug-in, you will need to open the QuickBooks file as an Administrator and Bill.com Sync installs Microsoft.Net framework if it is not previously installed.
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5. Set the installation mode by checking Yes. This inserts a menu item in QuickBooks that makes it easy for you to invoke the Bill.com Sync directly from the QuickBooks File menu.
6. Click Install. A dialog box will then display with a final brief set of instructions.
7. Click Finish.
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5. Using QuickBooks, open your company file. At the Allow Bill.com Access to your company file prompt, click Yes, whenever this company file is open. 6. Close QuickBooks. 7. Re-open QuickBooks, and from the File menu, select Bill.com, and then select Sync to initiate your Sync with Bill.com. Note: If you don't see the menu item in QuickBooks in Windows Vista after following these steps, ensure that you have turned on "User Account Control" in Windows Vista. Contact your IT Administrator if you are not sure about this.
8. Repeat steps 5-7 if you have multiple QuickBooks versions on your machine.
3. Enter your Bill.com logon (which consists of an email address and a password).
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4. Click Next. 5. If you use Bill.com to manage more than one company, youll be prompted to select the client company you wish to sync with Bill.com and click Finish. 6. When prompted, click Sync. A message will display when the sync completes. At this point, your accounts, departments, and vendors are in sync between both applications. You may wish to view this information in both Bill.com and QuickBooks to ensure that your newlysynchronized information vendors, accounts, and departments are fully populated.
4. In the Unallocated expense account name field, enter or select the name you use for expenses that are not categorized, such as "Ask My Accountant." 5. (If you use Bill.com for Receivables) For Deposit to Account, use the Undeposited Funds account to post the payments you receive. 6. In the In the GL Account for Bank Account field, select the account in QuickBooks that corresponds to the bank you use for Online Payments in Bill.com. 7. We recommend leaving the Record Funds Transfer field checked this will automatically post Journal Entries when you sync to reflect the funds transfer from your bank account. 8. Click Save. 9. When the Congratulations! page displays, click Done. Youre now finished setting up your synchronization preferences, and can now run a sync at any time from QuickBooks to keep your transactions flowing smoothly between Bill.com and QuickBooks.
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1. Log in as the unique Bill.com user that you have created whenever you sync to QuickBooks (if you created it). 2. Set a Closing Date Password on your QuickBooks company file. This protects your company file in the event a transaction is entered in Bill.com with a date prior to your closing date. If you do not set a closing date password, Bill.com will bypass any on-screen messages alerting you to a date discrepancy. 3. Decide how you want to manage payments made outside of Bill.com Option 1 (recommended): Sync all payments from Bill.com to QuickBooks. In this case, Offline Payments (when Bill.com does not make payments on your behalf) will show up in your list of checks to Print in QuickBooks. Option 2: Set your Sync Preferences to not move Offline Payments. You can then Pay Bills from QuickBooks. This is not preferred because you will need to enter/record the payment twice: in QuickBooks and in Bill.com. 4. Enter Accounts, Departments and Vendors in one place, either Bill.com or QuickBooks. For example, if you need to enter a new vendor, always enter it in Bill.com. Then sync to bring over the entered vendor to QuickBooks, and continue processing. 5. Need to delete a vendor which has bills/payments in Bill.com? If you are deleting the vendor from QuickBooks because its a duplicate, merge the vendors in Bill.com first. Then delete the vendor from QuickBooks. 6. Need to delete a bill? If you want to remove a bill originally created in Bill.com, deactivate it in Bill.com. The next time you run sync, the bill will be deleted in QuickBooks. 7. Need to delete a payment? If you need to delete a payment originally created in Bill.com, cancel it in Bill.com. The next time you run sync, the payment will be deleted from QuickBooks. 8. Designate one user in your company to run the sync for a specific QuickBooks company file. 9. Retain the suggested choice of posting your Online Payments to the BillCom Clearing account. This will make your bank reconciliation process easier to manage.
No Yes Yes
No Yes No
No No Yes
No No No
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Bill.com also allows you to create custom roles based on your business practices. Once you create the role(s), you can assign users to one of the predefined roles or one of the roles that you created. Refer to the Guide to Customizing User Roles for instructions on creating custom roles.
Adding Users
1. Click on Users in your Startup Checklist. 2. Enter user information and Save.
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3. Set your company preferences by clicking on the Edit button. Make your selections and click on Save.
Video Tutorials
Our website video tutorial can be found in the Resources section under the Home tab or you can view the tutorial here.
Customer Support
1. Chat with us online. 2. Call us at 1-866-989-BILL (1-866-989-2455) 3. Email us at support@bill.com.
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