Two ways to get your records into QuickBooks
Send bills directly. Connect QuickBooks Online to a business in Billfetch and send each period’s expenses at the close. Each expense becomes a bill for its supplier, with the document attached.
Import files. Prepare the accountant package with the QuickBooks Online (bills import) profile and it gets a qbo folder of bills files in QuickBooks Online’s UK import format, up to 100 bills per file to fit QuickBooks’ import limit.
What a sent bill contains
- The supplier. If the supplier doesn’t exist in QuickBooks yet, it’s created.
- One line per expense in your base currency, with the amount including tax and a description of the supplier and category.
- Your account, from the code you mapped for the category, matched against the account number or name in QuickBooks.
- A UK tax code where the record’s tax label has a QuickBooks equivalent.
- The original document attached to the bill, exactly as it arrived in Billfetch.
- A reference starting with
BF-so the bill can be traced back to its Billfetch record.
Billfetch sends bills, not payments. Payments are matched in QuickBooks against your bank feed, so there’s no risk of a second bank entry.
How to connect QuickBooks Online
You do this once 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 QuickBooks Online.
- Sign in to QuickBooks and approve access.
Back in Billfetch, QuickBooks Online shows Connected with your company’s name. Then open Accounting software mapping, choose QuickBooks Online, enter the account for each Billfetch category and select Save mapping.
Send a period
- Choose the period at the top of the page.
- Open Closing and, under Send to accounting software, select Send to QuickBooks Online.
- Billfetch sends the expenses in the background and shows the result when it’s done.
The result counts what was sent, already sent, not sent and failed, with a reason for each one not sent. Typical reasons are a category without an account code, a record without a category, or QuickBooks rejecting it with its own message. Fix the cause and send again; only the missing ones go.
If a document can’t be attached, for example because the file is larger than QuickBooks accepts, the bill is still sent and Billfetch tells you.
What it doesn’t do
- It doesn’t import anything from QuickBooks or record payments against bills.
- It doesn’t change or delete bills once they’re in QuickBooks.
- It doesn’t send sales as invoices; those stay in the package ledger.
- It doesn’t file VAT returns or submit anything to HMRC.
Frequently asked questions
Does it work with QuickBooks Desktop?
No. Billfetch works with QuickBooks Online only, both for sending bills and for the import files.
Which plan do I need?
Sending bills directly is part of the Business and Group plans. The QuickBooks import files in the accountant package are included in every plan.
What if I send the same month twice?
Nothing is duplicated. Billfetch remembers what it has sent, so expenses already in QuickBooks are counted as already sent, and bills there are never changed.
Are refunds and credit notes sent?
No. Credits and refunds aren't sent as bills. They're listed in the result so you can enter them in QuickBooks yourself.
QuickBooks is a trademark of Intuit Inc. Billfetch is not affiliated with, endorsed or sponsored by Intuit.