Pushing Bills to Quickbooks

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Ressio allows you to create and approve bills directly in the platform, then push them to QuickBooks for accounting.

This gives you more control over your workflow by allowing bills to go through an approval process in Ressio before being sent to QuickBooks.

Key Benefits:

Create and manage bills directly in Ressio
Run bills through an internal approval workflow
Automatically sync approved bills to QuickBooks
Keep your project budget and accounting aligned
Track bill status (Draft → Approved → Paid)

Table of Contents

Before You Start
Enable Bill Sync
Connect Vendors to QuickBooks
Creating and Pushing a Bill
Approval Workflow
1. What Happens After Approval
Syncing Bill Status
Attachments
Important Notes & Limitations
Best Practices

Before You Start

To push bills to QuickBooks, make sure the following are connected:

✅ QuickBooks account is connected
✅ Cost Codes are mapped to QuickBooks Products & Services
✅ Projects are linked to QuickBooks Customers/Projects
✅ Vendors are linked to QuickBooks Vendors

🎓 To learn how to connect Ressio to you Quickbooks account, read Connecting your QuickBooks Online account to Ressio.

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Enable Bill Sync

Go to Project Settings-->Financial Tab-->Scroll down to "Connect to Quickbooks" section.

Toggle on 'Enable Pushing Bills to QuickBooks'.

✏️ Ressio only pushes unpaid bills to QuickBooks, and they must be marked as paid in QuickBooks.

Connect Vendors to QuickBooks

Before creating bills, vendors must be linked to Quickbooks.

In Company Overview, navigate to you the Vendors tab.
Select you vendor and click 'Edit details'.
Scroll to QuickBooks Integration
Using the drop down menu, Match the vendor to the correct QuickBooks vendor
Save

Creating and Pushing a Bill

Now that everything is connected you can create and push a bill to Quickbooks.

Go to Bills
Click Create
When the Bill opens up, review and make sure to select:

Project (must be linked to QuickBooks)
Vendor (must be connected)
Hit 'Edit' next to the Items and add line items and cost codes
Save the bill

📎 You can attach files to the bill. It's fairly common to attach invoices that need to be paid so you have a record of them.

Some builders also track their receipts in Ressio as bills. And in that case, you would add the receipt as a file.

Approval Workflow

Bills move through the following stages:

Draft → Initial creation
Ready for Approval → Prepared for review
Approved → Bill is finalized and pushed to QuickBooks

⚠️ Important: Once a bill is approved, it cannot be edited in Ressio.

What Happens After Approval

Approved bills are pushed to QuickBooks as unpaid bills and payment must be recorded in QuickBooks

🔄 Ressio will sync the paid status back automatically

Syncing Bill Status

To refresh bill status:

Go to Bills → Sync Bills
Or go to the Project Budget → Sync Expenses

Attachments

You can attach files to bills, such as:

Vendor invoices
Receipts
Supporting documents

📎 Files are stored in the project for future reference.

🎓 To learn more about pushing and pulling bill attachments in Quickbooks and Ressio, read more here.

Handling Receipts (Already Paid)

If you upload a receipt:It will still push to QuickBooks as an unpaid bill

Your bookkeeper should mark it as paid immediately in QuickBooks

Important Notes & Limitations

✅ Only unpaid bills are pushed to QuickBooks

❗Negative bills are not supported (use credits in QuickBooks instead

🔄 All items must be connected:

- Cost Codes
- Vendors
- Project

Optional Settings

Default Cost Code
- Set a default cost code to ensure bills without a code can still be pushed.

Exclude Non-Billable ExpensesIf enabled:

Bills marked non-billable in QuickBooks will not sync into Ressio

Editing and Corrections

Bills cannot be edited after approval in RessioChanges can be made in QuickBooks, which will sync back

Approved bills can be voided in Ressio if needed

Disable Pushing (Temporary)

If you want to create a bill in Ressio without pushing to QuickBooks:

Turn off Enable Pushing Bills to QuickBooks
Approve the bill
Turn the setting back on afterward

Best Practices

✅ Use Ressio to create and approve bills before sending to QuickBooks

✨ Keep vendor and cost code mappings clean

📎 Attach invoices to maintain documentation

👷 Use approval workflows to prevent errors

If you have any questions or need further assistance, contact our support team at support@ressiosoftware.com. We're here to help!