02.1 Account codes on bills to QuickBooks Online

How does it work?

We analyze your QuickBooks invoice history to automatically determine categories and account codes line by line. Please note that unpaid bills in QuickBooks are excluded from this automation; EzzyBills only references paid expenses from recent months to train its matching engine.

Matching Logic for Existing Suppliers:

1. Description Matching: We first search for a description match within your transactions from the last three months. If a good match is found, we apply that code.
2. Recent Common Code: If no description match is found, we use the most frequently applied account code for that supplier within the last three months.
3. Lifetime Last Used: If there are no recent results, we default to the account code that was last used for this supplier over your entire history.

For New Suppliers: If a supplier is completely new and has no historical data, EzzyBills will apply the most commonly used account code across your entire QuickBooks file.

Note on Data Syncing: EzzyBills automatically refreshes its historical data sync once a week. To pull your updated QuickBooks data immediately and force the AI to update its memory, go to Settings and click Reload Data & Learn.

What to do when incorrect account codes are used?

If an account code is incorrectly assigned, please use one of the following solutions:

• Option 1: Update QuickBooks to train the AI. Open the invoice in QuickBooks, modify the account code to the correct one, and record the payment. EzzyBills automatically analyzes your paid transaction history and will learn from your modifications for future invoices.
• Option 2: Set a permanent supplier override. If the same account code should always be used for a specific supplier, you can set a fixed account code within EzzyBills following steps below.

Step-by-Step: Setting Explicit Supplier Codes

If you have a specific supplier whose bills should always be allocated to a single expense account (e.g., all invoices from Supplier A should go to 61000 – Office Supplies), follow these steps to lock it in:

1. Log into EzzyBills and navigate to Lists from the top menu.
2. Select and click View QUICKBOOKS Contacts & Set Rules.
3. Locate your specific supplier and select the GL Account code in the dropdown menu.
4. Click Save.

NOTE:

If you set a default account code for a supplier or customer, it will be applied in the following ways:

• During Export: This account code will automatically be used when exporting the transaction to your accounting software, provided a user did not manually override it during the active approval stage.
• Prior to Approval: This code will also be applied before the approval stage if your workflow has the SET ACCOUNT CODE workflow task enabled.