Syncing for QuickBooks Online, Xero and Netsuite is available in early access. Please reach out to the Request Finance Team if you'd like to get access.
Learn how to sync bills to QuickBooks Online, Xero or Netsuite.
You must be Admin, Finance Manager or Accountant to sync bills.
Set up your account for bills syncing
To get started, you first need to set up your account for bills syncing. Follow the guide here to set it up: How to set up your account for bills syncing
How to sync bills
Once the initial set up is completed, you can start syncing bills. In your day-to-day operations, you may have to revisit the vendor matching and asset account matching settings, if you have new vendors or use new payment methods, respectively.
1. Open a bill
Log into Request Finance and navigate to Payments > Bills to open a bill
2. Assign an accounting category
If not already done, assign an accounting category to each line item.
3. Sync a bill to your accounting software
In the top-right of the bill, click Sync Now to sync it to your accounting software.
The bill will appear in your accounting software under the correct vendor with all line items properly categorized along with the current bill status.
4. Optional: sync bills in bulk from the dashboard
You can also sync bills in bulk from the bills dashboard. Simply select them and click Sync to QuickBooks/Xero/Netsuite:
5. Optional: use the "Sync State" filter to quickly review sync states
If you want to monitor the synchronization process more efficiently, go to Filter > Sync State and apply the "Sync State" filter to quickly identify bills that might need your attention:
Understanding sync states
Sync States
Not synced: The bill hasn't been synced yet. This is the default state for newly created bills before you click the sync button.
Synced: The bill has been successfully synced to your accounting software and appears in it with all the correct information.
Syncing in progress: The bill is currently being synced or re-synced to your accounting software. This typically takes a few moments to complete.
Sync failed: An error occurred while syncing the bill. You'll need to address the specific error before the bill can be synced successfully.
Sync Errors
When a bill shows "Sync failed" status, Request provides specific error messages to help you resolve the issue:
Missing Connection: Your account is no longer connected to your accounting software. Follow these steps to reconnect
Missing Account: One or more bill line items don't have an accounting category assigned. Review the bill and assign an accounting category to each line item
Missing Vendor: The Request vendor on the bill isn't matched to a vendor in your accounting software. If necessary, create the vendor in your accounting software and match it to the corresponding vendor in Request
Missing Asset Account: The payment method used to pay the bill isn't matched to an asset account. Match it to an asset account, then try again
Missing Currency: The currency on the bill is not set up in your accounting software. Add it in your accounting software and try again
Invalid Account (Xero only): The selected accounting category is system-controlled and not supported for syncing. Use a different accounting category
Unknown Error: A generic error. Contact us via [email protected] for assistance with these errors
Maintaining your connection
As you add new vendors and use new payment methods to make payments in Request, make sure to match both to their corresponding counterparty in your accounting software.
Managing new vendors and currencies
When you add new vendors in Request, you need to add them in your accounting software as well (if not already done) and match both to each other:
Add the vendor in Request Finance and your accounting software (if not already done)
In Request Accounting, navigate to Accruals > Vendors
Click Sync vendors to update vendors from Request Finance
Review the vendor in Request (left column) and the matched vendor in your accounting software (right column)
Match your new vendor in Request Finance to the correspondent vendor in your accounting software
Don't see a vendor yet? New and deleted vendors in your accounting software are refreshed every 24 hours. Come back later to try again.
Managing new payment methods and currencies
When you use new payment methods to settle bills in Request, you need to match them to an asset account from your accounting software:
In Request Accounting, navigate to Accruals > Payment Methods
Click Synchronize payment methods to update payment methods from Request Finance used for bill payments
Review your payment methods (each wallet address and token combination)
Assign one asset account (right column) to each payment method you use for payment
Don't see an asset account yet? New and deleted accounts in your account software are refreshed every 24 hours. Come back later to try again.
How Payment Syncing Works
Crypto-Denominated Bills
Crypto payments require special handling due to price fluctuations. We record the bill amount for the crypto token (ETH, USDC, etc.) using end-of-day pricing on the bill's issuance date to create a consistent fiat value for accounting purposes. Check this help article for the full list of supported fiat currencies.
When you pay the bill, we use the same fiat amount established during bill creation to ensure your Accounts Payable balance is correctly reduced.
Based on your preferred cost basis strategy and the acquisition price of your token, gains or losses are recorded as a separate journal entry. This keeps your operational expenses clean and tracks investment gains/losses separately. Learn more about cost basis strategies and its impact on your gains here.
Fiat Bills
When you pay a fiat bill outside of Request (direct bank transfer) and mark it as paid manually, the payment status automatically updates in your accounting software. The assigned Asset account is credited (reduced), Accounts Payable is debited (reduced), and the transaction date and amount are recorded.
When you pay a fiat bill with crypto through Request, the syncing process works similarly. Request automatically records the payment date and amount, which is then synced with your accounting software.
What isn't synced?
Check out this article to understand the limitations of the bill synchronization.