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Working inside Bill.com: what LedgerBPO does
Bill.com bookkeeping services from LedgerBPO give you a named accountant who codes every bill inside your own Bill.com account, routes it through your approval workflow, syncs it to QuickBooks Online or Xero, and reconciles the payment batches to the bank. You approve and release every payment; we never move money.
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Your subscription, your data
Bill.com bookkeeping services from LedgerBPO give you a named accountant who codes every bill inside your own Bill.com account, routes it through your approval workflow, syncs it to QuickBooks Online or Xero, and reconciles the payment batches to the bank. You approve and release every payment; we never move money.
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Inside your file
Bills captured, coded and routed in your own Bill.com account
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Reconciled on a calendar
You approve and release every payment; we prepare and reconcile
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Reviewed before you see it
AP ledger, Bill.com and bank agree at every month-end
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Why businesses on Bill.com outsource
Bill.com solves the payment run but not the coding. Bills still arrive by email, inbox items pile up unassigned, vendors are created twice with slightly different names, and the sync to QuickBooks Online pushes errors that nobody clears. Approvers get chased on Friday afternoon, and the AP aging in the ledger stops matching what Bill.com says is outstanding.
A dedicated accountant works the inbox daily. We code each bill to the right account, class and location, attach the PO or contract, route it to the approver Bill.com already assigns, and clear sync errors before they pile up. Payments still need your approval and your release. Our role is to make sure every bill is correct before you click, and every payment is matched after.
What we do inside Bill.com
Inbox and bill capture
We process the Bill.com inbox every business day, using the data capture to create bills, then check vendor, amount, due date and GL coding before anything is routed.
Approval workflows
We set up and maintain approval policies by amount, department or vendor, and follow up with approvers so bills do not stall past their due date.
Vendor master maintenance
We merge duplicate vendors, collect W-9 or W-8 forms, record payment terms and confirm bank details through Bill.com's vendor network so 1099 totals are clean at year-end.
Sync to QuickBooks Online, Xero or NetSuite
We manage the two-way sync, resolve sync errors, and confirm every bill, credit and payment posts to the correct accounts in the ledger.
Payment batch preparation
We build the payment batch by due date and cash position, hand it to you for approval, and you release it. We have no authority to pay.
Bank and AP reconciliation
ePayments, checks and international wires each clear the bank differently. We match every Bill.com debit to the bank and tie the AP aging to Bill.com at month-end.
Integrations we reconcile
- QuickBooks OnlineBills, vendor credits, payments and the Bill.com money-out clearing account.
- XeroSynced bills and batch payments matched to the bank feed.
- NetSuiteVendor bills, approvals and payment records reconciled across subsidiaries.
- Sage IntacctAP bills and payments with dimension coding checked on both sides.
- ExpensifyEmployee reimbursements paid through Bill.com tied to approved expense reports.
- RampCard spend kept out of Bill.com AP so vendors are not paid twice.
Migration to and from Bill.com
Moving to Bill.com
Moving AP into Bill.com starts with a clean vendor list. We export vendors and open bills from the ledger, remove duplicates, load them into Bill.com, and connect the accounting sync so the opening AP balance agrees on both sides. Approval policies are built to mirror how you already sign off, then the first payment run is checked line by line before you release it.
Moving from Bill.com
Leaving Bill.com for Melio, Plooto or native ledger payments follows the same care in reverse. We export the bill history, vendor records and payment log, confirm every in-flight payment has cleared the bank, and post the closing AP aging to the new system. The Bill.com clearing account is reconciled to zero before the subscription ends.
Common Bill.com reconciliation problems we fix
Duplicate bills from email and inbox
A vendor sends the same invoice to two people and both forward it to the Bill.com inbox. We check invoice numbers and amounts against open bills before approval so the vendor is paid once.
Sync errors left unresolved
A missing class, closed period or deleted account stops the sync and the bill never reaches the ledger. We clear sync errors daily and re-run the sync so AP in Bill.com and the ledger agree.
Approvals stuck for weeks
Bills wait on an approver who is travelling or never got the notification. We track pending approvals, chase in writing and flag anything at risk of a late fee before the due date.
Clearing account never returns to zero
Bill.com debits the bank in batches while the ledger shows individual payments. We reconcile the money-out clearing account every month so timing differences are explained and nothing is lost.
Vendor paid to the wrong bank details
Vendor bank changes requested by email are a fraud risk. We verify every change by phone to a known number and record the confirmation before the vendor record is updated.
Other ap & payments platforms
Frequently asked questions
Do you work inside my existing Bill.com account?
Yes. You add us as an accountant or clerk user in your own Bill.com account with the permissions you choose. You keep the subscription, the bank connection and the approver and payer roles. We code, route and reconcile; you approve and release every payment. Nothing moves to a system you do not control.
How much does Bill.com bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The main drivers are bills per month, the number of approvers and entities, how many ledgers Bill.com syncs to, and whether vendor management and monthly bookkeeping are part of the same engagement.
Can you release payments on our behalf?
No. We never move money. We prepare the payment batch, check it against approved bills and cash position, and hand it to you or your authorized payer. You release it in Bill.com. Our accounts payable service explains the maker-checker split in more detail.
What happens when the Bill.com sync to QuickBooks Online breaks?
We check the sync status every business day, read the error log, fix the cause in the ledger or Bill.com, and re-run the sync. Common causes are a closed period, a deleted account or a missing class. Repeated errors are documented so the mapping can be corrected permanently.
Do you handle vendor onboarding and W-9 collection?
Yes. We create vendors from the approved request, send the W-9 or W-8 request through Bill.com, record payment terms, and keep the vendor list free of duplicates. At year-end the 1099 totals in Bill.com are tied to the AP ledger. Our vendor management service covers this end to end.
Can you clean up a Bill.com account that has months of unprocessed inbox items?
Yes. We scope it as a cleanup project: process the inbox, match items to bills already paid, remove duplicates, resolve sync errors and reconcile the AP aging to the ledger. Once the backlog is cleared, the account moves to the daily service.
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