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Bill.com Integration Installation

Distributor steps for installing the Bill.com (BILL) integration in Encompass: save credentials, link company to entity, and send or pull vendors and accounts. Encompass Financials with Encompass AP only; v24.04+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.04

Pre-Conditions

Encompass Financials customers only

Companies.EnableEncompassAP = True

In Scope:
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  • Record & store BILL user name
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  • Record & securely store BILL password
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  • Initial selection of Company (Encompass) to connect
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  • Initial selection of Entity (BILL) to connect
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  • Sending AP Accounts to BILL
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  • Sending Accounts to BILL
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  • Pulling Vendors from BILL
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  • Pulling Accounts from BILL

Out of Scope:
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  • Sync Purchases
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  • Match Purchases
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  • Updating existing AP Accounts in Encompass
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  • Updating existing Accounts in Encompass
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  • Updating existing Vendors in BILL
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  • Updating existing Accounts in BILL
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  • Syncing classifications (Department, Cost Center, etc.)

Optional Manual Preparation:
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Vendors:
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  1. Go to the AP Accounts table
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  2. Add the ListID column if not already visible
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  3. Filter the table to show all Vendor records you do not want to send to Bill.com
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  4. ReportID 17282979 can help find Active Vendors not being actively purchased from
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  5. Click Edit Column on the ListID column
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  6. Enter a value in the first record
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  7. Bill.com - DO NOT SEND is the suggested value
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  8. Fill down & save

Accounts:
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  1. Go to the Accounts table
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  2. Add the ListID column if not already visible
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  3. Filter to the company/companies connecting to Bill.com
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  4. Click Edit Column on the ListID column
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  5. Clear the value in the first record
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  6. If many/all Accounts have a ListID, please contact the Customer Success Manager before proceeding
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  7. Fill down & save

Steps

App Library:
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  1. Go to the App Library
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  2. Search for Bill.com
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  3. Follow the installation instructions
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  4. Once installed, click the Bill.com Integration Installation link

All Users:
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  1. User Name - this is the BILL user name
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  2. Password - this is the password associated with the BILL user name
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  3. List Orgs - this connects to BILL using the provided credentials and lists all accessible entities in BILL
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  4. Save Credentials - this saves the BILL User Name (System Setting 3121) and BILL Password (System Setting 3122) for continued use
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  5. Select Company - selects the Company in Encompass to connect to an Entity in BILL
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  6. The full sync supports switching between companies, this creates the initial connection
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  7. Select Entity - selects the Entity in BILL to connect to the previously selected Company in Encompass
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  8. The full sync supports switching between entities, this creates the initial connection


All above steps must be completed before proceeding

Net New to BILL:
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  1. Mark Accounts - select Account Types to send to BILL
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  2. This will clear Accounts.ListID for all Accounts with the selected Account Types and set Accounts.ListID for all other Accounts to the explicit value Bill.com - DO NOT SYNC
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  3. Send Accounts - sends Accounts to BILL
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  4. Sends all Accounts where Accounts.ListID IS NULL to BILL. If Accounts exist in BILL, the sync matches Accounts.Account (Encompass) to Account Name (BILL) with exact matching (capitalization, spacing, characters, etc.)
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  5. Mark Vendors - select Vendors (via AP Accounts) to send to BILL
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  6. Takes the user to the AP Accounts table filtered to:
    -Company = Company selected for Login
    -ListID IS NULL
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  7. For AP Accounts to send to BILL, ensure APAccounts.ListID IS NULL
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  8. For AP Accounts NOT to send to BILL, set APAccounts.ListID = Bill.com - DO NOT SYNC
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  9. Send Vendors - sends Vendors (via AP Accounts) to BILL
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  10. Sends all AP Accounts where APAccounts.ListID IS NULL to BILL. If Vendors exist in BILL, the sync matches APAccounts.APAccount (Encompass) to Vendor Name (BILL) with exact matching (capitalization, spacing, characters, etc.)

Established BILL:
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  1. Pull Vendors - pulls Vendors from BILL to ECP
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  2. This finds all active Vendors in BILL and either matches on an existing AP Account via APAccounts.APAccount (Encompass) to Vendor Name (BILL) with exact matching (capitalization, spacing, characters, etc.) or, if no exact match is found, creates a new AP Account in Encompass
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  3. Review Pulled Vendors - see all Vendors pulled from BILL
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  4. Pull Accounts - pulls Accounts from BILL to ECP
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  5. This finds all active Vendors in BILL and either matches on an existing Account via Accounts.Account (Encompass) to Account Name (BILL) with exact matching (capitalization, spacing, characters, etc.) or, if no exact match is found, creates a new Account in Encompass
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  6. Review Pulled Accounts - see all Accounts pulled from BILL

Continue to Bill.com Sync - takes users to the Bill.com Integration dashboard

Fields And Definitions

Accounts.ListID:
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  • IS NULL - this Account is open to sync to BILL
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  • NOT NULL - this Account will not sync to BILL
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APAccounts.ListID:
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  • IS NULL - this AP Account is open to sync to BILL
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  • NOT NULL - this AP Account will not sync to BILL

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