If you or your accountant use FreeAgent or QuickBooks Online, you can skip the import files. Billfetch sends your expenses straight into the software as bills, with the invoice or receipt attached to each one.
Connect your software (once)
You do this for each business.
- Open Settings, choose Businesses and pick the business.
- Open the Accounting software tab.
- Under Send to accounting software, select Connect next to FreeAgent or QuickBooks Online.
- Sign in to the software and approve access.
Back in Billfetch, the software shows Connected with your company’s name.
Map your categories
Each bill needs an account code from your software. In the same tab, open Accounting software mapping:
- Under Accounting software, choose FreeAgent or QuickBooks Online.
- Enter the account code for each Billfetch category. Your accountant can tell you which codes to use.
- Select Save mapping.
Billfetch doesn’t impose a chart of accounts. You use your own codes.
Send a period
- Choose the period at the top of the page, for example last month.
- Open Closing. Under Send to accounting software, select Send to FreeAgent or Send to QuickBooks Online.
- Billfetch sends the period’s expenses in the background and shows the result when it’s done.
Each expense becomes a bill for its supplier. If the supplier doesn’t exist in your software yet, it’s created. The document is attached to the bill.
Reading the result
The result line shows how many expenses were sent, already sent, not sent and failed. Anything that wasn’t sent is listed with the reason:
- The category has no account code — add the code in Accounting software mapping and send again.
- The record has no category — categorise it in Billfetch and send again.
- Credits and refunds are not sent as bills. Enter them in the software yourself.
- The software rejected it — the software’s own message is shown next to the expense.
Sometimes a bill is sent but its document can’t be attached, for example because the file is larger than the software accepts. Billfetch tells you when this happens.
Sending again is safe
Billfetch remembers what it has sent. If you send the same period again (say, after fixing a missing account code), expenses that are already in your software are counted as already sent and aren’t duplicated. Bills already in your software are never changed.
Disconnecting
Select Disconnect in the Accounting software tab. Bills you’ve already sent stay in the software. If you connect the same company again later, they won’t be sent twice.
If the sign-in expires or access is revoked, the tab shows Reconnect. Select it and approve access again.
Tip: Billfetch only sends expenses. It doesn’t import anything from your software, and it doesn’t record payments against the bills.