Bill.com
1. Overview
Bill.com is a cloud-based platform that helps businesses manage accounts payable by handling bills, approvals, and payments in a centralized system.
The Bill.com–XoroERP integration connects XoroERP with Bill.com to eliminate duplicate data entry between operational and financial systems. This integration ensures that bills, bill payments, vendors, and account-related information stay synchronized between the two platforms.
What problems this integration solves:
Removes manual re-entry of bills and payments
Keeps bill and payment status consistent across systems
Reduces accounting errors caused by mismatched data
Improves visibility for both finance and operations teams
High-level data flow:
Bills can flow from XoroERP to Bill.com for payment processing
Bills created in Bill.com can be imported into XoroERP
Bill payments processed in Bill.com update payment status in XoroERP
2. Installation
The Bill.com integration is installed directly from within XoroERP.
Prerequisites:
An active Bill.com account
Valid Bill.com user credentials
Access to the correct organization in Bill.com
Installation process (high level):
Click Install for the Bill.com integration in XoroERP.
Connect XoroERP to Bill.com using your Bill.com credentials.
After entering your credentials and clicking Submit, a new window will appear as shown below. Click Install to proceed.
Enter required connection details such as account name, API endpoint, username, password, and organization.
Complete sign-in to finalize the connection.
After successful installation:
XoroERP establishes a secure connection with Bill.com.
You are redirected to the Settings page to configure how bills and payments are synced.
3. Workflow
The integration supports multiple workflows, depending on how your team operates.
Bill Export from XoroERP to Bill.com
Bills are created in XoroERP.
Eligible bills are exported to Bill.com.
Finance teams review, approve, and pay bills in Bill.com.
Payment status is updated back in XoroERP.
Bill Import from Bill.com to XoroERP
Bills are created directly in Bill.com.
Bills are imported into XoroERP based on configuration.
Operations and finance teams can view and track bills in XoroERP.
Bill Payment Sync
Payments are processed in Bill.com.
Payment details (full or partial) are imported into XoroERP.
Bill status in XoroERP reflects the latest payment information.
The workflow is complete when bill and payment statuses match in both systems.
4. Settings
4.1 Data Export Settings
The following accounts and configuration, will be used in XoroERP. This can be changed later.
Setting
Type
Description
Export Bills to Bill.com
Checkbox
When enabled, bills created in XoroERP are exported to Bill.com for payment processing. When disabled, bills remain only in XoroERP. Enabling this setting displays the Drop bill(s) from the following store(s) field.
Drop bill(s) from the following store(s)
Multi-select
Determines which XoroERP stores are eligible for bill export. Only bills created in the selected stores are exported to Bill.com.
Import Bills from Bill.com
Checkbox
When enabled, bills created in Bill.com are imported into XoroERP. When disabled, Bill.com bills are not synced into XoroERP.
Match the bill number by identifier
Checkbox
When enabled, bills are matched using a unique identifier to prevent duplicates.
Bill Identifier Code
Dropdown
Selects the code used to uniquely link a bill in Bill.com to the ThirdPartyRefNo in XoroERP.
Import Bill Payments from Bill.com
Checkbox
When enabled, bill payments made in Bill.com are imported into XoroERP.
Payment Method Account Name
Text Field
Specifies the account name used when recording imported bill payments.
Account Payable Name
Text Field
Defines the accounts payable account used for imported bill payments.
Account Name Mapping
Configuration
Allows mapping of account names between Bill.com and XoroERP so bills are recorded with the correct account in XoroERP.
Vendor Name Mapping
Configuration
Maps vendor names between Bill.com and XoroERP to ensure bills are recorded under the correct vendor.
Filters
Configuration
Allows filtering of bills for import or export using filter name, operator, and value. Only bills matching the criteria are processed.
Project Class Mapping
Configuration
Maps project class values between Bill.com and XoroERP to ensure accurate project classification.
4.2 Import / Export Settings
You can schedule data import/export and configure notification emails.
Time Zone
Dropdown
Defines the operational time zone used for scheduling imports and exports.
Enable Auto Import / Export
Checkbox
When enabled, bills and bill payments are automatically imported and exported based on the configured schedule.
Integration Start Date
Date Field
Specifies the date from which syncing begins. Transactions before this date are ignored.
Hour
Numeric Field
Defines the hour interval for scheduled syncs.
Mins
Numeric Field
Defines the minute interval for scheduled syncs.
Receive Import Error Notifications by Email
Checkbox
When enabled, error emails are sent immediately when an import or export fails.
Send Daily Error Email
Checkbox
When enabled, a daily summary email of all integration errors is sent to configured recipients.
5. Operations
The Operations section provides a centralized workspace to manage the Bill.com integration, manually run syncs, monitor execution status, and troubleshoot issues. It allows finance, operations, and support teams to clearly see what data was processed, when it was processed, and whether it succeeded.
Header Options
These options control the Bill.com account connection and access to configuration.
Add Account Connects a new Bill.com account to XoroERP. This is used during initial setup or when adding another Bill.com organization.
Change Account Updates or switches the currently connected Bill.com account, such as changing credentials or selecting a different organization.
Remove Account Disconnects the Bill.com account from XoroERP. Once removed, all Bill.com imports and exports stop until a new account is added.
Settings Opens the Bill.com configuration page where export rules, import rules, schedules, mappings, and filters are defined.
Sync Xoro Data to Bill.com
This section is used to manually push data from XoroERP to Bill.com, typically for controlled backfills, corrections, or targeted reprocessing.
Fields
Start Date Defines the earliest date from which bills should be considered for export.
End Date Defines the latest date up to which bills should be considered for export.
Search Query Allows filtering by keywords such as bill numbers or references to limit which records are included in the sync.
Import Button Starts the sync process using the selected date range and search criteria.
Resulting Actions in XoroERP
Bills are processed based on the configured export rules.
Bill payment confirmations are processed according to the selected schedule.
Bill and payment statuses in XoroERP are updated accordingly.
Previous Exports
The Previous Exports section shows historical import and export activity and provides tools to manage record status.
5.1 Export Bills Tab
Tracks bills exported from XoroERP to Bill.com.
Actions Explained
Run Re-attempts export for eligible or selected bills. This is commonly used after fixing configuration issues or temporary failures.
Mark as Resolved Marks selected records as reviewed and completed. Resolved records are considered closed and no longer require action.
Mark as Unresolved Reopens previously resolved records so they can be reviewed or reprocessed again.
Information Displayed
Order # – Reference number of the bill in XoroERP.
Last Execution Date – The most recent time the export was attempted.
Message – Status details such as success confirmation or error description.
5.2 Import Bills Tab
Tracks bills imported from Bill.com into XoroERP.
Actions Explained
Run Manually triggers bill import for eligible records from Bill.com.
Mark as Resolved Marks imported bill records as reviewed and completed.
Mark as Unresolved Reopens resolved records for further review or reprocessing.
Information Displayed
Bill Confirmation # – Bill identifier received from Bill.com.
Last Execution Date – The last time the import was attempted.
Message – Details about the import result or errors.
5.3 Bill Payments Tab
Tracks bill payment records imported from Bill.com.
Actions Explained
Run Manually triggers import of bill payment data from Bill.com.
Mark as Resolved Marks payment records as reviewed and processed.
Mark as Unresolved Reopens payment records for investigation or reprocessing.
Information Displayed
Bill Payment # – Reference number for the payment transaction.
Last Execution Date – Most recent import attempt.
Message – Indicates success or describes any issues encountered.
5.4 Logs Tab
Provides a complete audit trail of all Bill.com integration activity.
Actions & Filters
Do Not Show Resolved Exports Hides records already marked as resolved, allowing focus on active or failed entries.
Search Fields
Export Date – Filters records by execution date.
Type – Filters by process type (bill export, bill import, payment import, etc.).
Keyword – Searches within system messages.
Order Ref # – Searches by bill or order reference.
Information Displayed
Import Date – When the record was processed.
Start Date – Start of the execution window.
End Date – End of the execution window.
Entity Type – Type of entity processed (bill, payment, etc.).
Resolved – Indicates whether the record has been marked as resolved.
Type – Indicates whether the record relates to an import or export.
Notes / Key Considerations
Ensure vendor and account mappings are configured correctly to avoid misclassification.
Use filters carefully to prevent unintended bills from syncing.
Verify default store and currency settings before enabling imports.
Start with a recent Integration Start Date to avoid historical data issues.
Monitor error emails regularly to catch sync issues early.
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