In this article, you will learn how to:
Overview of the bills flow
Overview of the bills flow
All bills must be entered into JACK App first if you would like them recorded for budget tracking or cashflow purposes.
⚠️ A bill already in QuickBooks cannot be linked to JACK App retroactively. Our team will assist in recording past paid bills during onboarding.Process the bill in JACK App and approve it for payment.
Syncing to QuickBooks creates bills as drafts, allowing you to review the chart of accounts they are allocated to. Once ready, approve them in QuickBooks so they can be paid.
After payment, sync with JACK App and the bills will be marked as paid.
Refer to the QuickBooks Support area for further information on bill processing.
Uploading bills to JACK App
Uploading bills to JACK App
To save time processing supplier or subcontractor bills, you can upload the bill directly into JACK and the bill details will be automatically extracted. Details include supplier/subcontractor name, invoice date, invoice number, due date, and amount payable.
To upload a bill, navigate to Finance > Bills. Locate the upload box and either drag and drop files into it, or click Browse to select a file from your local drive.
You may also email bills directly to JACK App. Click to display your unique email address and add safe senders from which bills can be emailed into your system.
Once processed, the bill will appear on the list of bills awaiting approval. If details could not be extracted, an orange warning icon will appear next to the bill amount. Click it to enter the outstanding details manually.
Processing or editing bills
Processing or editing bills
To link a bill to budget items or a purchase order, complete the following steps:
Navigate to Finance > Bills and locate the bill within the relevant status (Awaiting Approval, Hold, etc).
Select the bill by clicking it — the Edit Bill screen opens.
First, link the bill to the job, then choose whether you are linking to budget items or a purchase order (PO).
ℹ️ When allocating to POs, the bill will be linked to the corresponding budget item from the purchase order.Click the Link Item button
— a pop-up opens with the budget. Select the corresponding budget item. Should you wish to link all items to the same budget line item, use the button
To correct a mistake, unlink an item by clicking
Once the bill is complete, click Save.After linking, JACK App will display the budget status for the item and cost category.
Remaining amounts shown in red indicate an item is over budget, whilst remaining amounts shown in green indicate amounts still under budget (the green amount is what is left available to spend if required). This will also be reflected in the Job budget as seen below:
Once the bill is Approved, it is ready to Sync to QuickBooks for payment.
⚠️ If the bill status is changed to Hold or Reject, the bill will NOT be pushed to QuickBooks.
Pushing bills to QuickBooks
Pushing bills to QuickBooks
To push supplier or subcontractor bills to QuickBooks, you will first need to have connected your JACK account to QuickBooks. See How To Connect To QuickBooks for more information.
Navigate to Finance > Bills. In the top right of the screen, locate Sync with QuickBooks and click the button to open the sync window.
Use the Sync button to send bills and client invoices to QuickBooks. Use the Refresh button to update JACK App with any changes made in QuickBooks (such as a bill being marked as paid).
Any bills or client invoices with sync issues will display an error message in the right column.
If a Bill has not been sync'd to QuickBooks you will see the green New icon.
How to reallocate a bill or purchase order to a budget item (fixing a mistake)
How to reallocate a bill or purchase order to a budget item (fixing a mistake)
When you need to change a bill allocation in the job budget, this is possible up until the bill has been synced to QuickBooks but not yet approved.
Navigate to Job > Job Financials > Bills > select the relevant bill.
Once the Edit Bill screen opens, click the linked budget / PO button — a dropdown will allow you to unlink the bill items from the PO or budget items.
Relink the bill to the correct job and budget items, then click Save.
⚠️ To exit, you must re-link the bill or PO to another budget item and save.
Overview of Taxes within Bills
Overview of Taxes within Bills
Navigate to Jobs > Job Financials > Bills and open a bill to view the tax settings. When entering a bill, the 
dropdown offers two display options.
-Selecting Inclusive means the sales tax is already included within the item price. --Selecting Exclusive means the sales tax appears as a separate line item on the bill.
Purchases tax is always calculated and included within the line item price itself, prior to any sales tax being applied. The subtotal area of the bill displays the purchases tax amount separately for visibility.
How Bills Sync to QuickBooks
Non-remittable tax is handled differently from remittable tax when a bill is pushed across to your accounting integration. Here is how JACK sends the data:
Important: The non-remittable tax amount is absorbed into the line item cost before being sent to QuickBooks or Xero. It is not sent as a separate non-remittable tax code to your accounting program. Only the remittable tax is sent across as a linked tax code.
Example:
Component | Amount |
Cost item (base) | $1,000 |
Non-Remittable Tax (10%) | $100 |
Remittable Tax (10%) | $100 |
Total Bill | $1,200 |
What gets sent to QuickBooks:
What is sent | Amount |
Line item cost (base + non-remittable tax combined) | $1,100 |
Tax linked to remittable tax code | $100 |
Total pushed to accounting program | $1,200 |
The non-remittable portion ($100) is included within the line item cost of $1,100. It is not sent as a separate tax code entry. This keeps your accounting program clean while ensuring JACK accurately tracks the true cost against your job budget line items.