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Setup

Required user role Manage Integrations

To set up the QuickBooks Online-Tipalti integration, click each step below for instructions.

  1. In Tipalti, go to Administration > API integration > Apps.
  2. In the top right corner of the screen, click "Add app" and select "QuickBooks Online". The "Configure QuickBooks Online app" screen displays.
  3. If multiple payer entities are defined in Tipalti, do one of the following:
    1. If the "app per entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows." setting has been enabled with the Tipalti Support Team, a "Payer entity" field displays.
      1. Select the relevant entity to associate with the app.
      2. Click "Start setup".

      You will need to configure QuickBooks Online for each payer entity.

    2. If the "app per all entities" setting has been enabled with the Tipalti Support Team, you will not be able to assign the app to a specific payer entity. Go to the next step.

There are four pages for configuring the QuickBooks Online app. Click each page name listed below for steps on how to complete the page.

The following instructions are for first-time authentication. If the QuickBooks Online app has already been authenticated and you are completing the setup or have selected to "Configure" the app, you will be redirected to the "Sync Settings" page.

  1. Click "Connect to QuickBooks Online". The "QuickBooks Online sign in" page opens in a new window.
    1.  If you are already signed in to QuickBooks Online, go back to Tipalti, and click "Next".
    2. If you are not already logged in to QuickBooks Online, do so now. Logging in authorizes Tipalti to connect to Intuit so QuickBooks Online data can be synchronized for app integration. Once authorized, text indicates the QuickBooks Online app was connected successfully.
  2. Click "Next" to go to the "Sync Settings" page.

Sync direction

  1. In the "Payee sync" field, select one of the following options: "No sync", "Tipalti to QuickBooks Online", "QuickBooks Online to Tipalti", "Bidirectional".
    1. To add sync conditions, to the right of the "Payee sync" field, click the "Configure conditional sync" link. A dialog displays where you can condition for QuickBooks Online to Tipalti or for Tipalti to QuickBooks Online.
      1. In the first field, select a field name (default integration field names are included in the list).
      1. In the adjacent field, type the corresponding value for the field. Multiple mutually exclusive values can be added, separated by a comma (e.g., if the field is "Country", you can type "US,UK", which indicates that the country is US or UK.)
      2. To add another row, click the "Plus" button at the end of the row.
      3. Repeat the previous three steps (i to iii) for each field, as necessary.
      4. When you are finished adding conditions, click "Submit".
  2. In the "Bill/vendor credit sync" field, select "No sync" or "Tipalti to QuickBooks Online".
    1. In the "When to sync bills?" field, select "Before approval" or "After approval".
    2. If you want to view invoices in the QuickBooks Online ERP that are collected and processed by Tipalti, then in the "Sync bill attachments?" field, select "Yes" (the maximum file size for sync is 25 MB). By default, "No" is selected.
  3. In the "Payments sync" field, select "No sync" or "Tipalti to QuickBooks Online".
  4. In the "GLA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses. accounts" field, select "No sync" or "QuickBooks Online to Tipalti".

    5. Since 1099-Misc box category values are not associated with GL accounts in the ERP, and therefore, don't sync to Tipalti, we recommend that you manually import GL account CSV files in which you can associate your accounts with these values. That way, these values will be reflected automatically in the “1099 preparation” report used to help you prepare your 1099 form for the IRSInternal Revenue Service.

  5. If you are a non-US QuickBooks Online payer, a "Tax codes" field displays. Select "No sync" or "QuickBooks Online to Tipalti".

Map existing custom fields between Tipalti and QuickBooks Online. To add a new custom field before mapping it, see Add custom field.

  1. In the "Type" column, select one of the following entity types:
    • Payee
    • Bill (includes vendor credit)
    • Payment

    Your selection determines the options available in the remaining columns.

  2. In the "QuickBooks Online fields" column, select one of the fields listed in the QuickBooks Online column of the table below.
  3. In the "Tipalti fields" column, select one of the following value types:
    • List: Allows the user to select a single value from a predefined list of values
    • List (multiple selection): Allows the user to select multiple values from a predefined list of values
    • Free text: Used for text entries
    • Free text (unique): Used to prevent duplicate values from being entered
    • Free text (encrypted field): Once data are entered in this field, the data are masked by asterisks and only display for Tipalti users with the View Secure Details role

    For custom fields, the name of the custom field (not the value type) displays in the dropdown list.

QuickBooks Field Type

Tipalti Field Type
Currency Free Text
Date Free Text
Date / Time Free Text
Decimal Number Free Text
Email Address Free Text
Free-Form Text Free Text
Hyperlink Free Text
Integer Number Free Text
List / Record List
Long Text Free Text
Multiple Select List
Percent Free Text
Phone Number Free Text
Text Area Free Text
Checkbox List

Fields that are mapped automatically in the standard integration are not available here for mapping.

  1. Repeat the previous three steps for each custom field you want to map.
  2. To delete a row, click the "X" at the end of the row.
  3. When you are finished mapping fields, click "Next". You are directed to the screen for initial synchronization.

Map existing GL accounts between Tipalti and QuickBooks Online.

  1. In the "AP accounts" section, select the specific AP accounts that you want to sync to Tipalti. These accounts are assigned a Category of "Other" and can be linked to bills at the header level in Tipalti.
  2. In the "Other accounts" section, select the types of expense accounts that you want to sync to Tipalti. These accounts are assigned a Category of "Expense" and can be linked to bill lines in Tipalti.

    3. If you would like to link bill lines to credit cards, select "Credit card" . Otherwise, credit cards are only available in Tipalti for marking bills as paid manually.

  3. Click "Next".

Bill sync additional settings

In the "Default expense accountThe general ledger (GL) account that is debited for the payment amount" field, begin typing the default expense account for bills, then select it from the populated list.

Accounting settings

This section and the next only display if "Tipalti to QuickBooks Online" was selected as the direction of synchronization in the "Payments sync" field above (see step 3 under "Sync preferences").

  1. In the "Vendor for Tipalti fees (currency)" field, begin typing the QuickBooks Online vendor* that you want associated with the Tipalti fees in that currency, then select it from the populated list.
    • If you have multiple Tipalti accounts, a field will display for each account currency—complete all fields that display.
    • If, for example, the payer has two Tipalti accounts (USD and EUR), then only vendors with USD and EUR account currencies will display in the populated list.
  2. In the "Tax withholding expense account" field, begin typing the default expense account for vendor credits that are created for withholding amounts, then select it from the populated list.

* These vendors must exist in Tipalti as payees. When adding a new payee record in Tipalti, you will have the option of selecting the "QuickBooks Online vendor currency" that you want linked to the payee.

Default coding for fees

  1. In the "Tipalti fees expense account" field:
    1. Begin typing the default expense account for bills/ payments that are created for Tipalti fees, then select it from the populated list.
    1. If you want this value to display on bill payments in QuickBooks Online, select the box beside "Apply this default value for Tipalti fee bill payment as well".
  2. In the "Payee fees expense account" field:
    1. Begin typing the default expense account for vendor credits that are created for payee fees, then select it from the populated list.
    2. If you want this value to display on bill payments in QuickBooks Online, select the box beside "Apply this default value for payee fee bill payment as well".
  3. In the "Fee default values" section:
    1. In the "Field" column, select any bill/ bill line or vendor credit/ vendor credit line custom field that you mapped in step 2.C above. The "Level" field auto-populates with "Header" or "Line" based on the custom field you select.
    2. In the "Bill value" field, begin typing the default value for the field on a bill fee, then select it from the populated list.
    3. In the "Vendor credit value" field, begin typing the default value for the field on a vendor credit fee, then select it from the populated list.

Tipalti/ QuickBooks Online accounts mapping

  1. A list of Tipalti accounts displays. Adjacent to each Tipalti account name, begin typing the QuickBooks Online account to which Tipalti payments will be synchronized, then select it from the populated list.
  2. Click "Next".

This screen shows the objects that will be synchronized, based on the directions of synchronization that you selected on the "Sync Settings" page. You also see the number of accounts and payees that will be synced.

  1. If you want to sync outstanding bills and vendor credits as part of the initial sync process only, then in the "Bills/Vendor credit sync" section, select the check box for "Sync outstanding bills from QuickBooks Online to Tipalti.
  2. Partially paid bills and bills with lines of type "Item" cannot be synced. Any related errors do not display on the "App monitoring" screen.

    3. Click "Next". A "Confirm action" dialog displays asking you to confirm the start of the initial sync process.

  3. Click "Confirm". You are directed to the main apps screen. You will receive an email notifying that the initial sync process completed successfully or with errors.