Cloud Payables and Bill.com

Cloud Payables and Bill.com

Overview

Cloud Payables in CustomBooks™—also referred to as the Bill.com integration—connects your Bill.com account with CustomBooks™, allowing Accounts Payable (A/P) data to be brought into the system through a structured staging and approval process.

With Cloud Payable, users can manage lists (such as vendors, chart of accounts, products, and payment terms) and accounts payable documents (such as bills, bill payments, and purchase returns) without manual duplication, keeping financial records up to date.

Accessing Cloud Payables

You may access the Cloud Payables feature in either of these 2 options:
  1. From the left side menu panel, navigate to the Purchases module → Cloud Payables.


  2. From the Home page, click Cloud Payables located in the Purchases module.



    If Cloud Payables is grayed out or not in the list, you'll need to enable the setting in Admin Panel → Integration → Enable Bill.com for this company, then set up Bill.com integration. You may check this article for a step-by-step guide on setting up the Bill.com integration.

Connecting a Company or an Organization (Bill.com) to Cloud Payables

To connect a company or an organization to Cloud Payables:
  1. Click the "Add service" button.
  2. Select or choose the company from the Payable Services window.
  3. Click "Sync now".

How Cloud Payable Works

  1. Two-Way Sync – Cloud Payable allows data to flow both ways between CustomBooks™ and Bill.com, keeping vendors, bills, and payments in alignment.
  2. Matching or Creating Records – Lists or documents can be matched to existing records in either system, or new records can be created if none exist.
  3. Consistent Financial Data – By syncing A/P transactions, Cloud Payable ensures that CustomBooks™ always reflects accurate vendor balances, payments, and credits.

Key Sections in Cloud Payable

Cloud Payables includes a staging area where records from Bill.com are reviewed, matched, and approved before being finalized in CustomBooks™.

The module is divided into three main sections: Lists, Accounts Payable (A/P) Document Management, and Others (Additional Tools).

1. Lists

The Lists section displays all key accounts and reference data that support A/P operations. This includes:
  1. Vendors - Maintain an updated list of all vendors to ensure accurate payments.
  2. Chart of Accounts (for expense categorization) - Map your Bill.com accounts to your CustomBooks™ chart of accounts for consistent financial reporting.
  3. Products - Keep product information consistent between systems to simplify transaction entry.
  4. Payments Terms - Ensure that vendor payment terms are synchronized to avoid errors in due dates or cash flow planning.

Purpose of Lists

When data is received from Bill.com, the system requires mapping to corresponding records inside CustomBooks™.

Each list screen shows:
  1. Right column → Data from Bill.com
  2. Left column → Action to take in CustomBooks™



For each record, you can:
  1. Match to an existing record in CustomBooks™, or
  2. Create New if the record does not yet exist.


Example: Account Mapping

If Bill.com sends Account Code 1820 (refer to the screenshot above), you must decide whether to:
  1. Match it to an existing GL account, or
  2. Create a new GL account in your Chart of Accounts.
The same process applies to:
  1. Products received through Bill.com
  2. Vendors
  3. Payment Terms
✅ Best Practice: Complete all list mappings first. When lists are properly matched, A/P documents will typically auto-match during review.

2. Accounts Payable (A/P) Document Management

This section handles all A/P transactions, including:
  1. Bills - Purchase bills created in Bill.com can be synced to CustomBooks™.
  2. Bill Payments - Process payments to vendors, tracking them efficiently in both Bill.com and CustomBooks™.
  3. Purchase Returns (Refunds) - Manage returns and refunds accurately to ensure both systems reflect the correct balances.

Understanding Document Status

Each transaction displays two rows:
  1. Top row → Information from Bill.com
  2. Bottom row → Action required in CustomBooks™



Documents will appear as either:

Fully Matched
  1. Ready for approval.
  2. You may:
    1. Create New, or
    2. Match to an existing transaction.



      Once fully matched, click "ADD NEW" in the Actions column to approve the matching or creation of the document.
Not Matched
  1. Something is missing, such as an unmapped item from the lists (vendors or account code).
  2. You must resolve the missing mapping before approval.
  3. You can match or create records directly within the pop-up window.



    Example: On the screenshot above, Bill 336 is not ready for approval yet, as the expense account code (10005) does not exist or is not yet mapped from the record in CustomBooks™, and the vendor mapping needs to be updated first. In this case, you'll need to update or resync the vendor information and approve the account code to either match it to an existing CustomBooks™ GL account record or create a new GL account.





Matching Bills

When reviewing bills, the system recommends possible matches based on:
  1. Vendor
  2. Items
  3. Expense Account Code
  4. Payment Term
  5. Invoice Date
  6. Total Amount


If potential matches are found, you can review them in detail before confirming.


⚠️ If the bill already exists in CustomBooks™, do not create a new one, as this will result in a duplicate.

You may:
  1. Approve transactions individually by clicking the "ADD NEW" button on each transaction, or
  2. Use Check All and Batch Approve to process multiple records at once.

Matching Bill Payments

Bill Payments function the same way as Bills.

You can:
  1. Review which bills are included in the payment.
  2. Match to an existing payment or create a new one.
  3. Approve (UPDATE) once fully matched.

Matching Purchase Returns

Purchase Returns follow the same structure and workflow as Bills and Bill Payments.




All A/P documents use the same matching, approving, and staging process.

3. Others (Additional Tools)

The final section in Cloud Payable includes tools that help you manage approvals and maintain your staging area.
  1. Approval History - This tab provides a complete log of all approved records.
  1. Trash - This tab shows you all items that have been moved from the active staging queue.

Approval History

The Approval History tab provides a complete record of:
  1. Approved Bills
  2. Approved Bill Payments
  3. Approved Purchase Returns
  4. Approved Accounts
  5. Approved Products
  6. Approved Vendors
  7. Approved Payment Terms

You can:
  1. Filter by document type (e.g., Bills only)
  2. Filter by Date
  3. View approval date and time
  4. See what staging record was matched to

Undoing Approvals

If a mistake is made:
  1. You do not need to delete the transaction.
  2. Use Undo in the Approval History.
  3. Make corrections.
  4. Reapprove the transaction.

Trash

The trash tab shows the list of records that have been removed from the active staging queue.


You may:
  1. Restore a record, or
  2. Completely delete the record from the staging.

Moving a Record to Trash

If records or transactions appear in staging that do not need approval:
  1. Right-click on a record or transaction, then click "Move to Trash".



  1. Or use Batch Actions → Move to Trash to move multiple records to Trash at once.



    This removes unnecessary records from the staging area. Transactions do not need to remain in staging indefinitely.

Summary Workflow

  1. Enable Bill.com integration.
  2. Complete all List mappings.
  3. Review A/P documents in staging.
  4. Match or create transactions.
  5. Approve.
  6. Use Approval History to monitor, undo, or audit activity.

Best Practices

  1. Keep vendor names and accounts consistent across both systems to prevent duplicates.
  2. Regularly review A/P documents and list mappings to ensure accuracy.
  3. Verify that the chart of accounts and payment terms are correctly configured for all vendors.

Troubleshooting

If data is not syncing properly:
  1. Confirm that the integration is connected and credentials are valid.
  2. Ensure that the required fields in both systems are complete.
  3. Check that vendors, bills, payment terms, etc, match correctly between systems.
For further assistance, contact CustomBooks™ Support or Bill.com Support.

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