04. Bills & matching PO to QuickBooks Online

If you upload a bill to EzzyBills that has an associated Purchase Order (PO) in QuickBooks Online, EzzyBills will export the bill to QuickBooks, match items line by line, and automatically mark the associated Purchase Order as Closed if all items are received.

I. EzzyBills Settings

To enable this feature, you will need to adjust a couple of settings in your EzzyBills account. Go to Settings > Advanced Options.

Option 1: PO numbers will be extracted based on EzzyBills’ default PO keywords.

Option 2: PO numbers will be extracted based on custom keywords defined by you.

More: Purchase Order number extraction

II. How this feature works

When an invoice is uploaded into EzzyBills, the system checks for a corresponding purchase order in QuickBooks Online (matching both the Supplier and the PO Number).

The system then evaluates the amounts using the logic below:

Scenario A: The Invoice and PO Amounts Match

• If the amounts on the invoice and the PO match—within a specified tolerance threshold (default is 30%)—the status of the PO in QuickBooks will change from Open to Closed.
• The new Bill will be successfully imported into QuickBooks.

Scenario B: The Invoice and PO Amounts Do Not Match

• If the price difference exceeds the allowed percentage cutoff value, the new Bill will still be imported into QuickBooks.
• However, EzzyBills will assume the PO is only partially fulfilled (“Receipted”) and will leave the PO status unchanged as Open.

III. Step-by-Step Example

1. Below is an example of an open purchase order in QuickBooks with PO No. 45678.
2. Upload the matching invoice for this PO to EzzyBills.
3. Because the amount on the invoice matches the PO, the new Bill is successfully imported into QuickBooks, and the status of the PO automatically updates to Closed.

Find out more

Purchase Order number extraction