Syncing bills to accounting

Bills and bill payments can sync to your accounting system, so accounts payable stays accurate without double entry.

Accounts Payable settings

Go to Settings > Integrations > Accounting and find the Accounts Payable section:

Setting	What it does
Auto-Sync Invoices as Bills	Creates a bill in your accounting system when an invoice is approved.
AP Account	The accounts payable account bills post to. Required when auto-sync is on.
Default GL account for uncategorized bills	Used for bill lines that don't have a GL account.
Default Class, Default Department, Default Location	Applied to bills that don't specify their own.

How it works

1. A bill is approved. With Auto-Sync Invoices as Bills on, the bill is created in your accounting system, with its lines, coding, vendor, and invoice number.
2. When the payment completes, a bill payment is recorded against that bill.
3. If a bill is canceled after it synced, Accountable removes the bill from your accounting system.

Bill payments also appear in your accounting review queue on the Bill Payments tab, where you can review coding and sync status.

Vendors

Bills sync against the matching vendor in your accounting system. Make sure your recipients' names match your vendor list, or create the vendor in your accounting system first.

Long invoice numbers

Some systems limit bill number length. If an invoice number is too long, Accountable sends a shortened, unique number and adds the full invoice number to the memo.

Track

Track accounts have extra bill pay options under Settings > Integrations > Property Management:

• Show Track coding fields in Bill Pay adds Track GL account, vendor, and work order fields to bills.
• Bill Pay Default Markup sets a markup type and amount for owner charges created from bills.
• Sync Bill to Track at Approval creates the Track bill at approval instead of when the payment posts.
• Include Work Order in QBO Bill Memo adds the coded work order to the QuickBooks bill memo.

When a sync fails

The person who created or submitted the bill gets an email explaining the problem, such as a missing vendor or account. Fix the issue and the bill can be synced again. See Fixing sync errors.

Tip: Set an AP Account before turning on auto-sync. Accountable won't create bills without one.