Configuration for QuickBooks Desktop

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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Step 1: Set Up Your Inbox

Bill.com lets you choose a unique email address and fax number for your Bill.com account so that you can send documents into your Bill.com account utilizing those methods. The sent documents jump starts your processes and once theyre received in your account, they will be stored in your Inbox, ready for processing.

Set Your Email Address

1. The email prefix is defaulted to your company name. Accept the default email prefix or change the prefix to another available prefix. 2. Click Save to save your changes.

Set Your Fax Number

1. The fax prefix is defaulted to your company phone prefix. Accept the default phone prefix or change the prefix to another prefix in your area. 2. Click Save to get a fax number within your area code indicated. If there arent any fax numbers in that fax area code, you will see a message asking you to enter a different area code.

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Step 2: Indicate Your Business Process for Approval Workflows

Bill.com allows you to customize your approval workflow process. You chose whether approvers must approve bills prior to bill payment or not. You indicate your business process at setup and can change your selections at any time.

Step 3: Set Up Bill.com Payments

If you use Bill.com for payments, youll have no more hassles printing and signing checks, then stuffing and mailing them. Simply schedule bills to be paid, and Bill.com takes care of the rest. You determine, based upon the Due Date, what date you want Bill.com to make the payments. Bill.com currently makes vendor payments via check or ePayments. Check payments display both your name, as the customer of the vendor, and our name, as the payer. The bottom of the page displays a high-quality copy of the invoice. The memo line on the check shows your companys name and the invoice number being paid. ePayments are sent via ACH (Automated Clearing House) and sent with your company name with the account and invoice numbers. Your vendors will receive an email detailing the invoice and amount paid. The day before Bill.com remits payments to your vendors, we will debit your bank account via the ACH for the total amount of payments to be made the following business day. You can access the Funds Transfer Detail Report to see a complete list of payments that comprise the single ACH debit that will post to your bank account. When it posts to your bank account, ACH debit will be clearly marked as having come from Bill.com with a descriptor of Payables.

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Set up Bill.com Payments

Before making vendor payments on your behalf, Bill.com requires that you complete a two-step verification process. This process ensures that the individuals at your company who request bill payments are authorized to do so and also confirm that the bank account being used to fund the payments accepts ACH debits. Before you get started with the verification process, make sure you have the following information: 1. Your Tax EIN/SSN; 2. Your bank routing number; and 3. Your bank account number. Step 1 - Verifying the Administrator on Your Account Who is Authorized to Schedule Payments 1. Click on Payments in your Startup Checklist. Click Set up new bank to begin the process of getting verified.

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.

Enter the amount shown in your bank activity log.

Once confirmed, youre ready to make Bill.com payments.

Nominate Others for Bill.com Payments

Once youve been verified for Bill.com payments, you will be able nominate others to be verified for Bill.com payments. Any person nominated must be assigned the role of Administrator or Payer on the account and must go through the verification process. Once they have completed the process, theyll be able to make Bill.com payments.

Step 4: Synchronize with QuickBooks

Bill.com integrates closely with QuickBooks so that you can keep things in synch automatically. The first step in the QuickBooks integration is to import from QuickBooks all of your vendors, accounts, departments and locations. If you bring them into Bill.com right at the start, you will streamline your bill processing activities. Supported QuickBooks Versions of QuickBooks include: QuickBooks 2006 or later

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QuickBooks Enterprise

How Synchronization Works with QuickBooks

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.

QuickBooks Sync Pre-installation Procedures

1. Backup your QuickBooks file before you install Sync. 2. We recommend that you add a new unique user specifically for syncing your QuickBooks company file with Bill.com. Designate this QuickBooks user as the user you want to sync with Bill.com. This allows the QuickBooks audit trail to tag every transaction that Bill.com puts into your QuickBooks file as a Bill.com entry.

Setting Up QuickBooks to Work with Bill.com in a Windows XP Environment

Before you launch this installer, you must close your QuickBooks application. 1. Click on Sync in your Startup Checklist. 2. Review how Bill.com works with QuickBooks Desktop. Click on Next.

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.

Setting Up QuickBooks to Work with Bill.com in a Windows Vista Environment

Before you launch this installer, you must close your QuickBooks application. 1. Click on Sync in your Startup Checklist. 2. Review how Bill.com works with QuickBooks Desktop. Click on Next. 3. Install the plug-in on your Windows Vista machine by launching the installer. 4. Right-click on your QuickBooks program and select Run as administrator.

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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.

Synchronize Between Bill.com and QuickBooks for the First Time

1. Open the QuickBooks file you wish to sync. If you use Multi-user mode in QuickBooks, then the first time you will need to open the QuickBooks file as an Administrator. 2. From the File menu, highlight Bill.com, and select Sync.

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.

Setting Your Accounting Preferences

Now you need to return to Bill.com to set your accounting preferences. To set your accounting preferences in Bill.com 1. Click the Home tab to display your Bill.com Home page. 2. In the To-Do list, just above the calendar, click the link labeled Set up your accounting preferences before the next sync. 3. Enter the required information as denoted by a * symbol.

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.

Best Practices for Synchronizing Bill.com and QuickBooks

These guidelines will help ensure your integration runs smoothly:

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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.

Step 5: Add Additional Users

Add additional users into Bill.com so that they can process documents, approve bills, make payments and/or sync with QuickBooks. Each users access to Bill.com is managed through the use of roles. Before adding users onto Bill.com, figure out who you need to add and what role theyll play within the system.

Selecting the Appropriate Role for the User

To help you tightly control access to your clients financial information, Bill.com offers you five different roles with different levels of access into the Bill.com system. You assign a specific role to each user in the system. Different roles have different levels of data access and privileges as described here: WHAT CAN A USER DO? If verified, make online payments Record payments made offline (outside of Bill.com) Set payment dates and payment amounts Manage company lists and users Manage bills and vendors Approve bills for payment ADMINISTRATOR Yes Yes ACCOUNTANT No Yes CLERK No Yes APPROVER No No PAYER Yes Yes

Yes Yes Yes

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.

Setting Up Your Preferences

Company Preferences
1. Click the Setup tab and Company. 2. Click Preferences.

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3. Set your company preferences by clicking on the Edit button. Make your selections and click on Save.

Email Notification Preferences

1. Click the Setup tab and Company. 2. Click Users and the user name to set the email notification preferences for that user. 3. Click Notification Preferences. 4. Set your individual email and daily email notification preferences by clicking on Edit. Make your selections and Save.

Get Started Managing Bills!

Starting to use Bill.com is simple and easy! Now that the system is configured, send in some bills and give it a try! 1. 2. 3. 4. 5. Send a bill to Bill.com by fax, email, or upload Go to the Bill.com Inbox and create a new bill Enter relevant information, including amount and approvers Once approved, go to the Pay Bills page and schedule the bill for payment Thats it! Bill.com will print and mail a check or pay your bill electronically For more information and best practices on using Bill.com, refer to the Bill.Com Usage Best Practices Guide.

Help & Customer Support

Help & FAQ
Our Help and FAQ is located at the top of every page in the website or you can go here.

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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