[Guide] Setting up Bill Pay Software to Sync with QuickBooks (QBO)
QuickBooks Online (QBO) gives Canadian businesses a central place to manage their books, but paying suppliers often requires steps outside the accounting software. Invoices arrive by email, approvals happen separately, and payment details must be entered back into the books. A bill pay platform that integrates with QuickBooks Online can connect more of these steps, helping finance teams manage invoices, approve payments, and keep accounting records current.
Not all integrations work the same way. Some platforms focus on syncing bills and payment records, while others offer additional features like multi-currency payments, approval workflows and expense management. This guide compares bill pay platforms that integrate with QuickBooks Online, what to look for when choosing one, and how to set up your integration.
Key takeaways
- Using a QBO integration with your bill pay software can help reduce data entry and make it easier for finance teams to keep books up to date
- There are numerous bill pay factors to look at when shopping for a solution that integrates with QBO.
- To get started, connect your accounts, map accounting categories, configure payment settings and test the integration before rolling it out.
Which bill pay platforms sync with QuickBooks Online (QBO)?
QuickBooks Online works with several bill pay platforms, but each takes a different approach to managing accounts payable. Some combine invoice processing, approvals and payments, while others prioritize specific parts of the workflow.
Here are three platforms to consider.
The table shows there’s more to consider than just a QuickBooks integration when looking for a bill pay partner. You have to consider what information syncs with the integration, if you can initiate payments from the platform, and how much reconciliation your team faces at month end still.
Canadians businesses should also check the payment methods and currencies that their bill pay provider supports. A platform that handles both CAD and USD payments can make managing domestic and international vendors easier than needing separate providers for separate currencies.
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How to set up bill pay software with QuickBooks
Once you've chosen a bill pay platform, the next step is getting it ready to work with your accounting system. Setup depends on your bill pay provider, but you'll generally need to connect your accounts, organize how financial data is shared, and decide how payments will be handled.
Use this checklist as a starting point:
1. Authorize the QuickBooks connection
Look for an accounting integration option in your bill pay platform's settings and choose QuickBooks Online. You'll be prompted to sign in and grant permission for the two systems to share information.
You may need administrator access in QuickBooks and the right user permissions in your bill pay account.
2. Review your accounting settings
Before syncing transactions, check how the platform connects to your QuickBooks records. This may include your chart of accounts, vendor list, tax codes, and payment accounts.
Pay particular attention to the accounts used to record unpaid invoices and payments. Incorrect mappings can create extra work when reconciling transactions.
3. Set up payment approvals
Establish who is responsible for submitting invoices, reviewing them, and authorizing payments. Depending on the software, you may be able to create rules based on payment value, department, or designated approvers.
A clear approval process helps ensure the right people review payments before money leaves your account.
4. Choose how you'll pay suppliers
Check which payment options your provider offers. These may include EFT, ACH, wire transfers, and cheques.
For businesses working with suppliers outside Canada, confirm which currencies and international payment options are available before committing to a platform.
5. Run a test before going live
Start with a small number of invoices to check that the integration is working as expected. Review the vendor information, invoice totals, tax details, and payment status in QuickBooks.
Confirm that payments are also assigned to the correct accounts. Catching mapping or sync issues early can save time once you're processing invoices at scale.
Simplify bill payments and reconciliation with Float
Connecting QuickBooks with your bill pay software can be a major unlock. The integration helps streamline your accounts payable, reduce admin and keep your records even more organized.
Float combines invoice management, payment approvals, and CAD and USD vendor payments in one platform. Its QuickBooks Online integration connects these workflows with your accounting system, making it easier to manage bills and keep your books up to date.
Explore Float Payments to see how you can simplify your accounts payable process.
Frequently asked questions
Does Float integrate with QuickBooks Online?
Yes. Float connects with QuickBooks Online so you can import unpaid bills, set up approval workflows, pay suppliers, and sync bill and payment details back to your books. Note that the integration works with QuickBooks Online only, not QuickBooks Desktop.
What do I need to set up a bill pay integration with QuickBooks Online?
You’ll need administrator access in QuickBooks Online and an Administrator or Bookkeeper role in Float. You’ll also need to create clearing accounts and accounts payable accounts in QuickBooks for each currency you pay in (CAD, USD, or others), then match them to the right fields in Float.
Can I pay suppliers in both CAD and USD?
Yes. Float supports CAD and USD bill payments, including via EFT, ACH, and wire. If you pay in both currencies, you’ll need a separate clearing account and accounts payable account in QuickBooks for each one.
