To link subcontractor or supplier bills to QuickBooks Online (QBO) through the Ally platform, ensure that you have the vendor/supplier/subcontractor set up in the app.
You must also ensure you have the project set up in both Ally and in QBO. The naming convention must match for it to sync.
Once the vendor is created and projects established in Ally and QuickBooks:
1. Create a new bill by either clicking the "+ New Bill" button in the Billing tab with a specific project, or by navigating to the Vendors & Bills -> Bills section of the left-hand menu and clicking "+ New" button.
2. Enter the vendor and project name, and upload the bill or choose to enter details manually.
3. Enter the bill details and add an invoice number. Note: the invoice number can't be the same as a previously entered invoice number, or you'll receive a "Duplicate" error and the bill won't sync.
4. Click "Submit Manually."
This puts your bill into "Needs Review" status. An approved reviewer (you or others) must then review and approve the bill and assign a cost code. The cost code must be included in your project budget. To review and approve a bill:
5. In the Bills -> Billing tab click "Needs Review".
6. Review and confirm information, choose a QuickBooks cost category (options are "Supplies and Materials" or "Subcontractors"), enter correct cost codes, and complete. If needed, you can split the bill acoss multiple cost codes by clicking “Add a Line Item” button.
7. Once the bill has been approved, you'll get a notice that it has synced to QBO and a “Synced to QBO” tag next to the bill in the Approved section of Billing tab.