Overview

Every business operates differently, which is why Biller Genie provides configurable settings that allow you to fine-tune how your account syncs with QuickBooks Online.

Unlike QuickBooks Desktop, the QuickBooks Online integration is fully cloud-based. Syncing occurs directly between Biller Genie and QuickBooks Online through a secure API connection.

You can access these settings in your Biller Genie portal by navigating to:

Add-Ons > QuickBooks Online

From this page, you can review your connection status, manually run syncs, configure sync behavior, and manage item mappings.

Connection & Sync Overview

At the top of the QuickBooks Online add-on page, you will see connection controls and sync information.

Connection Status

This section confirms whether your QuickBooks Online company is currently connected to Biller Genie.
 

You will see:

• A message confirming you are connected
• A Disconnect from QuickBooks button
• A Sync button to manually initiate a sync

If disconnected, you will instead see an option to connect your QuickBooks Online account.

Latest Sync Results

This section displays:

• The date and time of the last sync
• The sync result (Successful or Failed)

This area is useful for confirming that changes between Biller Genie and QuickBooks Online are processing as expected.

QuickBooks Online Sync Settings

The QuickBooks Online integration includes several configurable options. Some are similar to Desktop settings, while others are unique to the cloud-based integration.

1. Webhooks Auto Sync

This setting determines whether QuickBooks Online automatically notifies Biller Genie when changes occur.

Yes (Recommended) – Real-time updates are triggered when activity occurs in QuickBooks Online.
No – Syncs must be initiated manually.

Because QuickBooks Online supports webhooks, enabling this setting provides faster and more seamless synchronization without requiring manual intervals.

2. Sync CC Emails to QuickBooks

This setting controls whether email addresses stored in Biller Genie are synced into the Primary Email field of the customer record in QuickBooks Online.

Yes – Email addresses saved in Biller Genie (including CC email addresses) will sync to the customer’s Primary Email field in QuickBooks Online.
No – Biller Genie will not update the customer’s Primary Email field in QuickBooks.

When enabled, email updates made in Biller Genie will automatically update the corresponding customer record in QuickBooks Online.

Note: This setting updates the customer’s primary email address in QuickBooks, not just invoice-level CC recipients.

3. Display Line Item Groups (Bundles)

This setting determines how grouped or bundled items are displayed on Biller Genie invoices.

Yes – Individual items within the group will be displayed separately on the invoice.
No – Only the group name will appear on the invoice.

This setting affects how invoices are presented to customers within Biller Genie. It does not change how items are structured in QuickBooks Online itself.

Choose the option that best aligns with your customer-facing invoice layout preferences.

4. Custom Transaction Numbers

This setting determines whether Biller Genie pushes its invoice numbers into QuickBooks Online.

Yes – Biller Genie transaction numbers will be used in QuickBooks Online.
No – QuickBooks Online will auto-generate its own transaction numbers.

If your organization requires invoice number consistency across both systems, this setting should remain enabled.

5. Last Successful Sync Notification

This setting determines how many days can pass without a successful sync before Biller Genie sends a notification.

This helps alert you if syncing has stopped due to:

• Revoked QuickBooks permissions
• Expired authorization tokens
• Connectivity issues
• Account disconnection

Setting an appropriate value ensures you are notified if the integration becomes inactive.

6. Invoice PO Number Field

This setting allows you to select which QuickBooks Online Item should populate the PO field on Biller Genie invoices.

Using the dropdown menu, you can choose the specific QuickBooks item that should be referenced when a PO number is included.

This provides flexibility in how PO-related data is categorized and reported within your QuickBooks Online environment.

If your business relies heavily on purchase orders, ensure the correct item is selected to maintain reporting accuracy.

Commodity Code

If your business uses commodity codes, you can set a default value here. This will be applied automatically when applicable.

Item Mapping

The Item Mapping section allows you to map Biller Genie system-generated items to existing items inside QuickBooks Online.

Proper mapping ensures that revenue is recorded to the correct income accounts in QuickBooks.

Important Notes

• Only QuickBooks items associated with income accounts will appear as selectable options.
• Items that are already mapped cannot be remapped until the existing mapping is removed.

Common Mappings Include

• Late Fees
• Refunds
• Technology Fees (Dual Pricing)
• Technology Fees (Surcharge)

Correct item mapping is essential to ensure accurate financial reporting and account categorization.

Still Having Trouble?

If you have questions about these settings or syncing behavior, contact the Biller Genie support team at:

support@billergenie.com

Please include:

• Whether Webhooks Auto Sync is enabled
• The date and result of your last sync
• Any recent error messages
• Whether you recently disconnected and reconnected QuickBooks

Providing these details will help our support team assist you more efficiently.