02.1 Account codes on bills to QuickBooks

How does it work?

We use your QuickBooks invoice history to determine categories, account codes, line by line.

• The bills that are still not paid in QuickBooks will not be used by EzzyBills for account codes automation. Only paid expenses for the recent months will be used.

Notes: to reload invoice history data from QuickBooks, click Settings > Refresh/Learn. With this, EzzyBills will retrieve new QuickBooks data immediately. Otherwise, automatic reload is done once a week.

For a new supplier,

• if there is no matching history data in term of description, we will use most commonly used account code in your QuickBooks.

For the existing suppliers, we will

1. firstly look for description matching. If we find a good match within the last 3-month period, we will use the Account Code for the matched expenses.
2. If no matching description is found, we will use the most commonly used Account code within the last 3-month period.
3. If no results in step 2, we will use the Account Code that is last used for this supplier for the entire period.

What to do when incorrect account codes are used?

If the account code is incorrectly assigned, then you shall do the following,

• Open the invoice at QuickBooks, and modify the account code. And record the payment. (we will learn from your modifications for future use).
• If the same account code is always used for this supplier, you shall set account code in EzzyBills, following steps below.

Set account codes for your suppliers in EzzyBills (new as of March 2023)

You can set default account code in EzzyBills for a supplier or customer:

• Go to EzzyBills > Apps > Contacts, search for the contact, and then select an account_code for this contact. Please note this column of data is not coming from Xero, or QuickBooks, or any other accounting software – all other columns of data are from your accounting software.

• If you set an ‘account code’ for a supplier/customer, then this account code will get used when we export the transaction (provided the user did not override this account code during approval).
• This ‘account code’ will also get used if you enable the ‘SET ACCOUNT CODE’ workflow task (i.e. this code would get account code set prior to approval).