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Synchronization

Select a category below to reveal information about synchronization between QuickBooks Online and Tipalti.

  • Payment terms sync automatically from QuickBooks Online to Tipalti.
  • Inactive vendors in QuickBooks Online are marked as suspended in Tipalti, and vice versa.
  • Vendors that are deleted in QuickBooks Online are closed in Tipalti.

Bills in the following statuses are synchronized automatically from Tipalti to QuickBooks Online:

  • Scheduled for payment
  • Submitted for payment
  • Paid
  • Partially paid

Payers can choose to sync bills from Tipalti to QuickBooks Online before or after bill approval. Syncing before approval syncs bills in "Pending approval" status, which allows payers to see their bills earlier in the ERP.

Currently, syncing bills before approval is not available for payers using the PO Matching feature.

When a synchronized bill is "deleted" or "disputed", it is removed from QuickBooks Online. If the bill is "un-deleted" or "undisputed", it is re-created in QuickBooks Online.

Bills paid manually

The GLA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses. account type (Bank/ Credit card) and transaction date for bills marked as paid manually are synced to the payer's ERP under the relevant bill payment.

A vendor credit is created for a payee's transaction fee and is linked to the payee's bill. When the payment is submitted to Tipalti, both vendor credit and bill are synced to QuickBooks Online.

When the payment is paid:

  1. If the payment is a NetNow payment, the payee NetNow fee is added as a line on the fee vendor credit.
  2. If the payee's payment is subject to withholding, a different vendor credit is created for the withholding amount and is linked to the bill.
  3. All vendor credit information is synchronized to QuickBooks Online and a bill payment is created.
  4. If there is a payee foreign exchange (FXForeign exchange) fee, it is added to the bill payment.
example
Bill = $1000

Vendor credit 1:

    Payee transaction fee = $3
    Payee NetNow fee = $2

Vendor credit 2: Withholding amount = $4
Payee FX fee = $1
 
Net amount (received by payee) = $990

Bill payment = Net amount + Payee NetNow fee + Payee FX fee = $993

Standard integration

Several fields are mapped automatically in the standard integration and are not available for custom mapping. Select a category below to reveal the mapped fields.

All payments in Tipalti that were added, updated or deleted since the last synchronization are collected and synchronized to QuickBooks Online.

Mapped fields

Tipalti

QuickBooks Online
Tipalti payee ID (idap) VendorRef by Payee ID
Total amount TotalAmt
Submitted date TxnDate
RefCode External ID (custom field)
Txn refcode Doc. No.*
Currency CurrencyRef
PaymentAmount (displays under Related Bills) Line
RefCode (displays under Related Bills) Line
Account (Virtual Account ID) BankAccountRef
* Labeled "Ref. No." in the QuickBooks Online user interface

All GL accounts in QuickBooks Online that were added, updated or deleted since the last synchronization are collected and synchronized to Tipalti.

Mapped fields

Tipalti

QuickBooks Online
Number AcctNum
Name Name
Description Description
External ID ID

All vendors that were "added", "updated" or "deleted" since the last synchronization are collected and synchronized to QuickBooks Online, Tipalti, or both systems.

Mapped fields

Tipalti

QuickBooks Online
Email PrimaryEmailAddr.Address
Company name CompanyName
First name Givenname
Middle name Middlename
Last name FamilyName
Street 1 BillAddr.Line1
Street 2 BillAddr.Line2
City BillAddr.City
State BillAddr.CountrySubDivisionCode
Zip BillAddr.PostalCode
Phone Mobile

All bills that were "added", "updated" or "deleted" since the last synchronization are collected and synchronized from Tipalti to QuickBooks Online.

Mapped fields

Tipalti

QuickBooks Online
Tipalti payee ID (idap) VendorRef by Payee ID
Due date DueDate (if it exists)
Invoice date TxnDate
Invoice number DocNumber
Refcode ExternalID (custom field)
Bill line amount Line [0..n].TaxInclusiveAmt (only Billable / HasBeenBill lines)
Bill line description Line [0..n].Description (only Billable / HasBeenBill lines)
Bill line account Line [0..n].AccountRef

All vendor credit records that were "added", "updated" or "deleted" since the last synchronization are collected and synchronized from Tipalti to QuickBooks Online.

  • When a vendor credit is applied in Tipalti, a bill payment is created automatically in QuickBooks Online and the vendor credit is linked to it.
  • When a vendor credit is applied in QuickBooks Online, it is applied automatically in Tipalti.

Mapped fields

Tipalti

QuickBooks Online
Amount TotalAmt
Currency CurrencyRef
Invoice date txnDate
Invoice number docNumber
Bill line amount line
Bill line description line.description