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melissa-pennflee
March 8, 2023
Question

Adding an integrated AP solution onto QBO

  • March 8, 2023
  • 1 reply
  • 0 views

Our owner would like to add an AP solution for automated approval and payments for AP.

 

We are a body/mechanical shop for large trucks (think FedEx, Enterprise, etc.). 

 

90% of our invoices are "job related" and are entered into a separate system that pushes the bills into QBO for payment.  I manually enter the other 10% of our invoices (operating and inventory) into QBO. 

 

I send him a weekly excel report out of QBO for AP that he reviews and returns telling me what he wants paid or not. 

He wants to receive something that will allow him to click "approve" which will automatically set off the payment via check to the vendor.  

 

I have only ever used automated AP in a larger business to include PO matching, OCR entry, approval, payments (most via EFT/ACH).  We cannot pay via ACH/EFT/Card/Paymode, etc. as we do not collect the supplier bank info.

 

I have no idea what "automation" would include on 2 (approve & pay) of the many steps included with an automated AP system.  

 

Does anyone have any suggestions?  Advice?  Thanks

1 reply

JaeAnnC
JaeAnnC
March 8, 2023

I've got you covered, Melissa.

 

Let me guide you in choosing the best third-party app you can integrate with QuickBooks Online (QBO), so your owner can approve and pay bills seamlessly.

 

Many tools and add-ons are available through QBO that effortlessly integrate to automate billing, bookkeeping, invoicing, data entry, and more. These simple interfaces simplify processes to aid in the smooth operation of small and medium-sized enterprises. 

 

That said, I'd recommend checking out Online Bill Pay or Bill.com to see which works best for your business needs. Here's an article for a side-by-side comparison between the two: Comparison between Bill.com app and Online Bill Pay.

 

To integrate, please follow these steps:

 

  1. On your QBO account, go to the Apps menu.
  2. Select Find apps.
  3. In the search bar, enter Online Bill Pay or Bill.com.
  4. Select the app and click Get app now. 

 

If you want to browse for other options, you can enter an appropriate keyword in the search field to see a list of applications compatible with the online program. 

 

Additionally, you can email your expense receipts and bills to get them into QBO. This way, we'll extract info from them and create a transaction you can review, which is helpful during the tax period.

 

Let me know in the comments below if you have more questions about managing bills in QBO. We're always on standby to answer your concerns. Have a great rest of the day!

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