Sync with QuickBooks Desktop: At a glance

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


CashFlow Complete utilizes the Bill.com Sync Dashboard to transfer information between CashFlow Complete and QuickBooks Desktop.

Accounts without 2-way bill sync enabled

1_way_sync_image


Accounts with 2-way bill sync enabled

If you've enabled 2-way bill sync:

2_way_sync_image

With each sync, CashFlow Complete picks up changes made in QuickBooks 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 changes made in CashFlow Complete 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 CashFlow Complete
  • Edits made in QuickBooks for bills, vendor credits, approvals and payments won't sync to CashFlow Complete

Payables with 2-way bill sync enabled

Creating and editing bills in QuickBooks Desktop will sync to CashFlow Complete. Creating and editing bills in CashFlow Complete will sync to QuickBooks Desktop.

  • We recommend creating all vendor credits, approvals, and payments in CashFlow Complete
  • Edits made in QuickBooks for vendor credits, approvals and payments won't sync to CashFlow Complete

Receivables

  • On accounts created before June 5, 2020, invoice status and amount due on invoices in QuickBooks Desktop will sync to CashFlow Complete. Please contact Customer Support if you'd like to disable it.
  • Invoices can be created in either QuickBooks or CashFlow Complete
  • Invoices created directly in CashFlow Complete 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 CashFlow Complete.
  • Partial payments should be applied to an invoice before applying credit memos
  • QuickBooks picks up new invoices entered in CashFlow Complete and payments received via CashFlow Complete. CashFlow Complete picks up any changes to invoices and customers from QuickBooks.
  • 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 CashFlow Complete, no matter the creation date.
    • Any invoices dated before Apr 1, 2019 won't sync from QuickBooks to CashFlow Complete, and Customer Support can't force them over
    • If you manually create those invoices in CashFlow Complete, they'll 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 CashFlow Complete sync to QuickBooks.