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Syncing Bills to QuickBooks

Automatically sync vendor invoices (bills) from Materio to QuickBooks Online

Teddy Widom avatar
Written by Teddy Widom
Updated over a year ago

Materio can sync all vendor invoices into QuickBooks Online as QuickBooks Bills, ensuring your books are always accurate and up-to-date.

Looking for related syncing features? Check out these articles:

Setup

  1. On the QuickBooks Page, make sure you are connected to QuickBooks Online.

  2. Next, toggle the "Sync vendor invoices (bills)" switch to the ON position.

  3. That's it! All future vendor invoices in Materio will be copied into QuickBooks as bills.

How Vendor Invoice (Bill) Syncing Works

QuickBooks bill syncing is part of the Materio Purchase Order tracking feature.

The QuickBooks bill starts syncing once you have both attached a vendor invoice to your Materio purchase order and clicked the "Confirm" button.

If you also have purchase order syncing enabled, the new QuickBooks bill will be linked to its corresponding QuickBooks purchase order, and the QuickBooks purchase order status will change to "closed."

The sync includes the following information on each QuickBooks bill:

  • Vendor

  • Bill number

  • Payment due date

  • Shipping address

  • Line items

    • Client

    • Project

    • Unit price

    • Quantity

    • Line price

    • Category

    • Item name

    • Item SKU

    • Item finish

    • Item dimensions

  • Shipping total

  • Tax total

  • Private notes drafted by your firm (up to 4,000 characters)

  • File attachment with original vendor invoice file

Details

By default, Materio syncs only new and updated vendor invoices into QuickBooks. Though older vendor invoices that predate your connection to QuickBooks will not automatically sync, you can always click the "Sync now" button on the Materio purchase order to sync those older records to QuickBooks as needed.

This is a one-way sync from Materio into QuickBooks. Make all edits to purchase orders in Materio and let the updates automatically sync to QuickBooks. If you edit a synced bill directly in QuickBooks, your changes may be overwritten the next time Materio syncs.

Troubleshooting

If bills are not syncing as expected, first check that the "Sync vendor invoices (bills)" switch is toggled on in your Materio QuickBooks settings.

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