The Biller Genie QuickBooks Online add-on page is where you check connection status, run manual syncs, adjust sync behavior, and remap items between Biller Genie and QuickBooks Online. This article walks through every setting and action on that page. For the broader picture of how the QuickBooks Online integration works, see How to Connect QuickBooks Online.
Where to find the QuickBooks Online add-on page
In the Biller Genie merchant portal, click Add-Ons > QuickBooks Online. (If you don't see it, check that the add-on is installed via Add-ons Marketplace.) The page is organized into three main panels: Setup, Latest Sync Results, and QuickBooks Online Settings (plus a Default Commodity Code panel and an Item Mapping panel underneath).
Setup panel — connect, disconnect, and sync
The top panel shows your current connection state and gives you the main connection actions:
- Connected company — the name of the QuickBooks Online company you're currently syncing with. Confirm this matches the QuickBooks company you expect to be working with, especially if you manage multiple QuickBooks Online organizations under one Intuit login.
- Sync button — kicks off an immediate sync. Useful when you've just made a change in QuickBooks Online and want it to appear in Biller Genie right away rather than waiting for the next webhook or scheduled sync.
- Disconnect from QuickBooks button — revokes the OAuth authorization and stops the sync. When you click it, Biller Genie shows a confirmation modal warning about QuickBooks Payments — see "Disconnecting" below.
- Support links — quick links to Biller Genie's QuickBooks documentation and the support contact form.
When the page shows Disconnected
If you've not yet connected QuickBooks Online (or you previously disconnected), this panel shows a green Connect to QuickBooks button instead. Clicking it kicks off Intuit's OAuth flow. See How to Connect QuickBooks Online for the full setup walkthrough.
Latest Sync Results panel
Below the Setup panel, Latest Sync Results shows real-time information about the most recent sync attempt:
- Date — when the last sync completed, displayed in your local time. If this timestamp is hours or days old, something may be wrong with your connection.
- Status — the outcome of the last sync (success message, partial result, or specific error). If a sync failed, the error message that appears here is usually the fastest pointer to the root cause.
Both fields update automatically after each sync — webhook-triggered, scheduled, or manual. If you trigger a sync via the Sync button in the Setup panel, watch this section for the result.
QuickBooks Online Settings panel
The main settings panel has six configurable options. After changing any of them, click Save Settings at the bottom of the panel.
Webhooks Auto Sync
Controls whether QuickBooks Online automatically notifies Biller Genie when changes occur. Because QuickBooks Online supports webhooks natively, this is fundamentally different from the QuickBooks Desktop sync model — there's no polling interval to configure.
- Yes (recommended): Real-time updates. QuickBooks Online sends a webhook to Biller Genie any time a customer or invoice changes, and Biller Genie syncs the change within seconds.
- No: Pauses automatic syncing. You'd have to click Sync manually whenever you want changes pulled in. Most merchants leave this set to Yes; turn it off only when troubleshooting or pausing during data cleanup.
Sync CC Emails to QuickBooks
Controls whether email addresses stored in Biller Genie are pushed up to QuickBooks Online. When enabled, any CC email addresses you've configured on a Biller Genie customer flow into the primary email field on the matching QuickBooks customer record — not just as invoice-level CC recipients, but as a permanent change to the QuickBooks customer's primary email.
- Yes (default): Biller Genie updates QuickBooks customer email addresses to match what you have in Biller Genie.
- No: Biller Genie leaves QuickBooks customer email addresses untouched. Customer-side updates in QuickBooks won't be overwritten by Biller Genie.
This is a primary-email update, not invoice-CC
If your QuickBooks customer record has a different primary email than your Biller Genie record, turning this on overwrites the QuickBooks email. Most merchants who want CC behavior INSIDE Biller Genie without changing QuickBooks itself should set this to No.
Display Line Item Groups (Bundles)
Controls how grouped line items (called Bundles in QuickBooks Online) appear when invoices sync between Biller Genie and QuickBooks Online.
- Yes: Each item in a bundle is displayed individually with its own line and amount.
- No: Only the bundle name is shown; the underlying items are hidden.
Most merchants who use Bundles for "menu pricing" (where the customer should see the components) set this to Yes. Merchants who use Bundles as packaging (where the customer should only see the bundle as one line item) set this to No.
Custom Transaction Numbers
Controls whether Biller Genie uses QuickBooks Online's custom invoice numbering or lets QuickBooks Online auto-generate the numbers.
- Yes: Use QuickBooks Online's transaction numbers in Biller Genie. Keeps invoice numbers consistent between the two systems.
- No: Let QuickBooks Online auto-generate transaction numbers when invoices sync in.
If your organization references invoice numbers in communications or other systems and you need them to match between QuickBooks Online and Biller Genie, leave this set to Yes.
Last Successful Sync Notification (Days)
Sets how many days can pass without a successful sync before Biller Genie sends you a notification email. Use this as your early warning that something has interrupted the sync — a revoked OAuth token, an expired authorization, or an accidental disconnection.
The default is sensible for most merchants. Set it lower if you want to be alerted faster; set it to 0 to disable the notification entirely (not recommended).
Invoice PO Number Field
Lets you choose which QuickBooks Online custom field maps to the PO number on Biller Genie invoices. The dropdown lists the custom fields you've defined in QuickBooks Online.
Pick the QuickBooks custom field your team uses for PO numbers. Biller Genie reads the value from that field on each invoice sync and surfaces it as the PO number on Biller Genie's invoice display + reports.
Default Commodity Code panel
A separate form below the main settings panel. Default Commodity Code sets a default UNSPSC commodity code applied to line items on the invoices Biller Genie posts to QuickBooks Online.
Setting this is how you qualify for CEDP (Commercial Electronic Data Program) interchange optimization on B2B card transactions. When you process a commercial or government-issued credit card, the card networks offer significantly reduced interchange rates if the transaction includes Level 2 / Level 3 data — and a valid commodity code is one of the required line-item fields. Without a commodity code on the line items, transactions on commercial cards default to the standard (higher) interchange rate.
- Click the Default Commodity Code dropdown.
- Search for the UNSPSC code that best matches what you sell — you can search by code or by description.
- Select the code, then click Save.
Biller Genie applies this default to line items on the invoices it posts to QuickBooks Online. If you sell across multiple categories, pick the code that best represents the majority of your invoices; you can override on individual items in QuickBooks Online as needed.
Worth setting even if you don't think you take commercial cards
Commercial cards (corporate, business, purchasing, government) show up unexpectedly in most B2B portfolios — and any commercial transaction without Level 2 / Level 3 data is leaving interchange savings on the table. Setting a sensible Default Commodity Code is a one-time configuration that pays off automatically over time.
Item Mapping panel
The bottom panel lets you remap Biller Genie's system items to the matching items in your QuickBooks Online chart of accounts. System items include things like late fees, technology fees, surcharges, and refunds.
How item mapping works
- For each Biller Genie system item, a dropdown lets you search QuickBooks Online for the corresponding item by name.
- Only QuickBooks Online items with associated income accounts appear as choices — items without an income account can't receive line-item postings.
- Items that are already mapped to a Biller Genie system item don't appear as choices for other system items (you can't share one QuickBooks item across two Biller Genie roles).
- Each item shows a Taxable or Not Taxable indicator next to it once you select it, so you can confirm tax behavior before saving.
When you're ready, click Save Remappings. Biller Genie shows a confirmation modal before persisting the change — accept it to commit.
Empty mapping fields will break sync for that item
Make sure every system item is mapped to a valid QuickBooks Online item. If a system item has no mapping (or its mapping was deleted in QuickBooks Online), invoices that reference that system item won't sync back cleanly. The mapping field shows a red indicator when this happens.
Initiate Full History Resync (rarely used)
In some situations — usually after a data correction in QuickBooks Online that didn't propagate to Biller Genie, or post-migration cleanup — Biller Genie supports a full history resync that re-pulls everything from QuickBooks Online from scratch. This is an extraordinary action, not part of normal sync operations.
If you think you need a full history resync, please reach out to Subscriber Success or email subscribersuccess@billergenie.com to walk through the situation first. A resync touches every record on your account and can have unintended side effects if used unnecessarily — Subscriber Success will help diagnose whether a resync is the right tool, and if so will work with you through the process. See Resync All: The "Enqueue Autopay Transactions" Toggle for one of the key options you'll be asked about during a resync.
Migration attestation (for merchants moving from QuickBooks Desktop)
If you're connecting QuickBooks Online for the first time after migrating from QuickBooks Desktop, Biller Genie shows a migration attestation modal asking you to confirm that you've completed Intuit's QuickBooks Desktop → QuickBooks Online conversion. The modal:
- Warns that any data already in your QuickBooks Online account will be overwritten by data transferred from QuickBooks Desktop.
- Includes a checkbox certifying you've completed the migration.
- Only enables the Continue to Connect button once the checkbox is checked.
The attestation is a safety gate to prevent the common mistake of connecting Biller Genie to a QuickBooks Online account before Intuit's migration tool has finished moving the data over. Walk through Migrating from QuickBooks Desktop to QuickBooks Online for the full sequence — including what to prepare BEFORE you click Connect.
Disconnecting QuickBooks Online
Clicking Disconnect from QuickBooks opens a confirmation modal warning about QuickBooks Payments. The warning is important:
Disconnecting QuickBooks Online also disconnects QuickBooks Payments
If you're processing credit card payments through QuickBooks Payments, disconnecting the QuickBooks Online integration also cuts off the QuickBooks Payments authentication. You'd need to re-authenticate QuickBooks Payments separately to continue accepting credit card payments. If you only want to pause the data sync, set Webhooks Auto Sync to No instead of disconnecting.
If you proceed:
- Biller Genie revokes the OAuth authorization with Intuit.
- The page returns to the disconnected state with a green Connect to QuickBooks button.
- Existing synced data stays in Biller Genie — customers, invoices, payments. The connection just stops receiving new updates.
To reconnect, click Connect to QuickBooks on the disconnected state of the page and go through the OAuth flow again.
When to change these settings
Most merchants never need to touch the defaults. Common reasons to revisit settings:
- Turning Webhooks Auto Sync off temporarily while doing a large data cleanup in QuickBooks Online so transient states don't sync over.
- Turning Sync CC Emails off if your team manages QuickBooks customer emails separately and doesn't want Biller Genie writing over them.
- Changing Last Successful Sync Notification to a tighter window if you've had sync interruptions and want faster alerts.
- Reviewing Item Mapping after a chart-of-accounts change or after migrating from QuickBooks Desktop, since item IDs change post-migration.