QBWebSync guide
How to enter QuickBooks Desktop bills from a PDF
Most vendor bills now arrive as PDFs, but QuickBooks Desktop still expects someone to type them in. Here are the options, from fully manual to AI-assisted, and the checks that keep your payables clean either way.
· 5 min read · By the Consus Solutions team
Option 1: type it in
Open Enter Bills, choose the vendor, and key in the reference number, dates, terms and each line. It is free and precise, and fine for a handful of bills a week. At volume, it is slow and every typo lands in your books.
Option 2: batch import
Enterprise's batch entry and third-party import tools accept bills from a spreadsheet. That helps when bills already exist as data, but a PDF still has to become a spreadsheet first.
Option 3: AI bill capture
With QBWebSync, you upload the PDF or a photo on the Enter Bills screen and the entry fills itself in: vendor, bill number, dates, terms, line items and tax. The vendor is matched to your QuickBooks vendor list and accounts are picked from that vendor's past bills. See AI bill capture.
Nothing reaches QuickBooks Desktop until you click Save. Then the bill syncs the normal way, with the original document attached.
Check these before you save — however the bill was entered
- Vendor is the right one, not a similarly named vendor
- Bill number matches the document, so duplicate warnings work
- Due date and terms match what the vendor states
- Line accounts are right for what was bought
- Lines add up to the total, tax included