3-Way Matching and AP Automation for QuickBooks Online
BillsLinked is an accounts payable workspace for QuickBooks Online users. Receive vendor invoices, match them against purchase orders and goods receipts, route them for approval, and export approved invoices to QuickBooks Online as draft bills. QuickBooks Online stays your system of record.
Does BillsLinked work with QuickBooks Online?
Yes. BillsLinked has been tested successfully with QuickBooks Online. You connect your QuickBooks Online company through Intuit's own sign-in, and you can disconnect at any time from your Business Profile in BillsLinked.
What does BillsLinked bring in from QuickBooks Online?
Only what is needed to match invoices and export them to the right accounts:
Purchase orders
PO numbers and their line item details, so invoices can be checked against what was ordered.
Goods receipts
Item receipts linked to a purchase order, so invoices can be 3-way matched without entering receipts twice.
Chart of accounts
GL codes and names, so each approved invoice is exported to the correct offsetting account.
Vendors work the other way round: you add vendors in BillsLinked, or they register through your vendor registration form, and BillsLinked syncs them to your QuickBooks Online company.
Does BillsLinked do 3-way matching with QuickBooks Online?
Yes. By default, BillsLinked runs 2-way matching for QuickBooks Online users — the invoice is checked against the purchase order. QuickBooks Online doesn't compare the bill against a goods receipt for you. When a receipt exists, BillsLinked runs 3-way matching: the purchase order, goods receipt and invoice, before the bill is exported to QuickBooks Online. Receipts linked to a purchase order in QuickBooks Online sync automatically, so there's nothing to enter twice. If you don't record receipts in QuickBooks Online, your team creates a purchase receipt in BillsLinked against the synced purchase order. One purchase order can have several receipts for partial deliveries, and if you ask for a 3-way match when no receipt exists, BillsLinked tells you instead of passing the invoice.
What happens to an invoice before it reaches QuickBooks Online?
- 01
Receive
Vendors submit invoices through the vendor portal, or email them to your dedicated BillsLinked address. Paper invoices can be scanned and emailed to the same address.
- 02
Review and match
Your team reviews the invoice and selects Match Invoice. BillsLinked compares quantities and prices against the purchase order (and the goods receipt, if you use 3-way matching), within the tolerance you set.
- 03
Approve
Invoices without a purchase order go through an approval workflow with up to three approvers: Operations (required), Management and Finance (optional). Approvers are notified by email.
- 04
Export
Approved invoices are exported to QuickBooks Online as draft bills, by a user selecting Export or automatically if you turn on Auto-Export. Your team reviews and posts the bill.
Every match, approval and export is recorded in the audit log.
Does BillsLinked post bills or pay vendors in QuickBooks Online?
No. BillsLinked creates draft bills only — posting stays with your team in QuickBooks Online. BillsLinked is not a payment platform.
You choose how paid status is tracked: sync it automatically from QuickBooks Online, or mark invoices as paid manually in BillsLinked. Vendors are notified by email either way.
Why use BillsLinked with QuickBooks Online?
3-way matching QuickBooks Online doesn't have
Use receipts synced from QuickBooks Online, or create them in BillsLinked, and check PO, receipt and invoice before a bill reaches QuickBooks Online.
Catch problems before they become bills
Price and quantity differences are flagged as Variance before anything reaches QuickBooks Online.
One place for vendor invoices
No more searching inboxes for PDFs.
Clear approvals
See who approved, rejected or is still pending on every invoice.
Clean books
Only approved invoices are exported, already coded to the right accounts.
QuickBooks Online questions, answered
Do I need to change how I use QuickBooks Online?
No. QuickBooks Online remains your accounting system. BillsLinked handles the invoice work before a bill is created.
Can I do 3-way matching with QuickBooks Online?
Yes. You get both options. Without a goods receipt, BillsLinked runs 2-way matching (invoice against purchase order). With one, it runs 3-way matching (purchase order, goods receipt and invoice) before the bill is exported. Receipts linked to a purchase order in QuickBooks Online sync automatically; otherwise your team creates a purchase receipt in BillsLinked against the synced purchase order. One purchase order can have several receipts for partial deliveries.
How do I connect BillsLinked to QuickBooks Online?
From your Business Profile in BillsLinked, choose to connect QuickBooks Online and sign in with your Intuit account to authorize the connection. You can disconnect at any time.
Are bills created in QuickBooks Online automatically?
Approved invoices stay in BillsLinked until your team selects the Export button. Auto-Export is off by default; if you turn it on in Settings, every invoice that reaches Approved status is exported to your QuickBooks Online company automatically.
What data does BillsLinked store from QuickBooks Online?
Purchase order numbers and their line item details, and chart of accounts (GL) codes and names. Connection credentials are stored encrypted. If you cancel your subscription, your account and its data are deleted within 1 day.
How are vendors kept in sync with QuickBooks Online?
Vendors are added in BillsLinked, either by your team or through your vendor registration form, and then synced to your QuickBooks Online company, so you don't enter them twice.
Can paid status come from QuickBooks Online?
Yes. You can sync paid status from QuickBooks Online, or mark invoices as paid in BillsLinked yourself — use whichever suits your team.
See BillsLinked with your QuickBooks Online workflow
Book a demo and we'll show matching, approvals and draft bill export using a QuickBooks Online company.
QuickBooks and QuickBooks Online are trademarks of Intuit Inc. BillsLinked is not affiliated with, endorsed or sponsored by Intuit. See our Terms of Service and Privacy Policy.