Bill.com integration
Record BILL payables, payments, card charges and reimbursements in your books.
BILL Accounts Payable imports bills, payments and vendor credits. BILL Spend & Expense imports cleared card charges and approved employee reimbursements.
Bill.com
ImprestHow it works
Five common scenarios, step by step.
Bill, payment and bank match
Records the cost when the bill posts and clears the amount owed when BILL pays it.
Example: a $1,000 services bill and a $1,000 bank-funded payment.
Bill entered in BILL
The supplier invoice is ready
$1,000.00 Supplier invoice
Bill reviewed and posted
The cost and vendor payable are recorded
$1,000.00 Owed to the vendor
BILL payment imported
Recorded against the payment's funding account
$0.00 Vendor bill outstanding
Bank debit matched
The cash movement is already recorded
$1,000.00 Bank debit explained
Expense of $1,000 is recorded, the supplier bill is settled and checking is reduced by $1,000. The later feed match adds no duplicate entry.
Foreign-currency bill paid at a different rate
Separates the original cost from the exchange-rate change at payment.
Example: a £100 bill in USD books, recorded at $130 and paid with a bank-funded payment that costs $150.
Foreign invoice received
The supplier bills in pounds
£100.00 Supplier invoice
Bill posted at the booking rate
£100 is valued at $130 when recorded
$130.00 Payable in USD
Payment imported at its own rate
The same £100 now costs $150
$20.00 Realized exchange loss
Bank withdrawal checked
The cash movement is $150
$150.00 Checking reduction
Services expense of $130 and a $20 exchange loss equal the $150 cash payment. Nothing remains payable on the £100 bill.
Spend & Expense card charge
Brings the cardholder's coding into the feed, where you choose how the charge posts.
Example: a $120 software purchase with coding selected in BILL Spend & Expense.
Card purchase cleared
Cleared charges are eligible to sync
$120.00 Cleared card purchase
Feed suggestion reviewed
The coding arrives with the charge
Software expense Suggested category
Expense coding accepted
The purchase is recorded as a new expense
$120.00 Owed on the card
Card payoff recorded
Checking pays the card balance
$0.00 Remaining card liability
Software expense of $120 is recorded and the card balance is cleared. The bank payoff does not create another expense.
Spend & Expense reimbursement
Reviews the approved claim, then records the payout that clears the employee payable.
Example: a $250 travel reimbursement paid by ACH, in USD books.
Claim approved in BILL
The employee is owed $250
$250.00 Approved claim
Imported reimbursement reviewed
The employee and coding are confirmed
Review Default posting mode
Employee claim accepted
The cost and amount owed are recorded
$250.00 Employee payable
Payout recorded and matched
The actual bank payment is settled
$0.00 Employee payable remaining
The $250 travel cost is recorded once, the employee claim is paid and checking is reduced by the payout.
Vendor credit applied to a bill
Keeps the supplier credit separate from the smaller amount paid through the bank.
Example: a $1,000 repair bill, a $200 vendor credit applied in BILL and an $800 bank-funded payment, in USD books.
Original bill posted
The supplier is initially owed $1,000
Supplier credit imported
The credit reduces the repair cost
Credit application imported
BILL applies $200 to this bill
Payment imported and matched
Only the remaining $800 leaves the bank
The repair cost is $800 after the credit, the bill and credit are fully applied and checking is reduced by $800.
Scope
Synchronized data and your controls.
Data synchronized
Accounts Payable and Spend & Expense use separate connections and sync streams. Accounts Payable reads vendor bills, payments and credits, and Spend & Expense reads card charges and reimbursements. Imprest can send spend accounts and tags to Spend & Expense for coding.
Your controls
New Accounts Payable connections place bills in review. Eligible payments and vendor credits import directly, so bill review does not hold every accounting change. Spend & Expense card coding arrives for review, and reimbursements can post automatically when that option is enabled.
Set up
Setting up Bill.com.
Requirements
- An owner, admin, accountant or bookkeeper role in Imprest to connect BILL.
- An admin role in BILL to create the keys Imprest needs.
- For Accounts Payable, a developer key and a sync token from Settings, then Sync & Integrations, then Manage Developer Keys in BILL.
- For Spend & Expense, an API token from Settings, then API Access, then Generate API Token in BILL.
Connect BILL
- Open Apps, select Add a connection, and select Connect on the Bill.com card.
- Choose Accounts Payable only, Spend & Expense only, or both.
- Enter your keys, and for Accounts Payable select Find my organizations and pick yours.
- Set Import history starting from and select Connect, entering a verification code if BILL sends one.
- In Match your chart of accounts, pair each BILL account with one in your books and select Confirm.
- Review Your BILL vendors and Your BILL items, then select Done.
The first sync starts once you select Done, and bills land on the Bills tab for review.
Full Bill.com setup guide →All integrations →Bill.com is a trademark of its owner, used here only to name the service Imprest connects to.