How do I sync bills with QuickBooks?

This article will cover setting up your QuickBooks integration with bill pay, as well as some FAQs. If you’re interested in setting up bill pay but don’t see the option in your dashboard, please reach out to your sales rep or Brex Support.

Setup instructions

Step 1: Navigate to Integrations on the left side of your dashboard.

Step 2: If you haven’t set up QuickBooks yet, click Connect on the QuickBooks card and follow the prompts. If you see Manage instead of Connect, you can skip to Step 4.

Step 3: While you’re setting up QuickBooks, you will be presented with the option to enable bill and expense data syncing. Make sure the Bills box is checked, then click Sync data.

Step 4: If you’ve already connected QuickBooks, navigate to your QuickBooks integration in the dashboard and click Manage, then Settings. Here, you’ll need to enable both Bills data and Expenses data.

Note: Bills sync is only available for QuickBooks Online Plus and QuickBooks Online Essentials.

How do I reconcile my bills on QuickBooks?

Once the Brex transaction corresponding to the bill is synced over to QuickBooks, the transaction row will prompt you to confirm that the transaction should be assigned to a matched bill for reconciliation. You can click confirm or click into the row for more details. Once confirmed, the bill will be marked as paid.

When do my bills sync with QuickBooks?

Once a bill has been submitted for payment on Brex, it will be synced with QuickBooks immediately. We do not retroactively sync past bills–any bills that were submitted for payment prior to the integration being enabled or fully set up will not be synced. If a bill is canceled and sent back to draft state, any changes to the bill will not be synced until the bill is resubmitted.

What happens when a bill is canceled on Brex?

When you cancel a bill on Brex, it reverts to the draft state. From this point, a few things can happen:

  • If the draft gets deleted, the corresponding bill in QuickBooks will be deleted.

  • If the draft gets resubmitted for payment, any changes to the bill while in draft state will be synced with the corresponding bill.

  • Modifications to the bill while it's in draft state will not be synced with QuickBooks.

For troubleshooting tips, please read I'm having issues with my bill pay integration.

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