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Working inside Melio: what LedgerBPO does
Melio bookkeeping services from LedgerBPO give small US businesses a named accountant who enters and codes bills in your own Melio account, keeps the QuickBooks Online sync clean, and matches every ACH, check and card payment to the bank. You approve and schedule every payment; we never move money.
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Your subscription, your data
Melio bookkeeping services from LedgerBPO give small US businesses a named accountant who enters and codes bills in your own Melio account, keeps the QuickBooks Online sync clean, and matches every ACH, check and card payment to the bank. You approve and schedule every payment; we never move money.
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Inside your file
Bills entered, coded and scheduled for your approval in Melio
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Reconciled on a calendar
Every Melio payment matched to the bank and the ledger
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Reviewed before you see it
Vendor list and 1099 totals kept clean all year
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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 Melio outsource
Melio is popular because it is free for basic ACH and it lets you pay by card even when the vendor only takes checks. That flexibility creates bookkeeping noise. A card-funded payment shows up as a card charge and a Melio fee, a check takes days to clear, and the QuickBooks Online sync records the bill as paid before the money has left. Owners see a bank balance that does not match the books.
A dedicated accountant handles the mechanics. We enter bills with the right coding, schedule them for your approval, and track each payment through Melio's delivery status until it clears the bank. Fees are posted separately, timing differences are explained, and the AP aging agrees with Melio at month-end. You keep the account, the funding source and the approval button.
What we do inside Melio
Bill entry and coding
We add bills by upload, email forwarding or from the QuickBooks Online sync, code them to the right expense account and customer or class, and check the vendor and due date before scheduling.
Approval workflows
We set up Melio's approval rules by amount or by user so nothing is paid without the sign-off you require, and we chase approvers before due dates pass.
Payment scheduling for your release
We prepare payments by due date and funding method, ACH, check or card, and leave the final approve-and-schedule step to you. We have no authority to pay.
Sync to QuickBooks Online and Xero
We manage the two-way sync so bills, payments and vendor records post correctly, and we fix sync conflicts when the same bill exists in both systems.
Fee and timing reconciliation
Card-funded payments, fast ACH and international payments each carry a fee. We post fees to the correct expense line and match the debit date, not the schedule date, to the bank.
Vendor records and 1099 support
We keep vendor details, W-9 forms and payment terms current in Melio and QuickBooks Online so 1099-NEC totals agree with what was actually paid.
Integrations we reconcile
- QuickBooks OnlineSynced bills, bill payments, Melio fees and the bank match for each debit.
- XeroBills and payments synced from Melio and reconciled to the Xero bank feed.
- FreshBooksManual posting of Melio payments for service businesses that invoice from FreshBooks.
- GustoContractor payments kept in one place so 1099 totals are not split across systems.
- DextReceipt and bill images captured in Dext matched to the bills paid in Melio.
Migration to and from Melio
Moving to Melio
Moving bill pay into Melio is usually quick because the QuickBooks Online connection pulls vendors and open bills across. We clean the vendor list first, confirm which open bills are already paid outside Melio, set the funding accounts and approval rules, and reconcile the opening AP balance so the first scheduled run starts from a clean list you can approve with confidence.
Moving from Melio
Outgrowing Melio for Bill.com or a ledger-native AP tool means closing the loop on in-flight payments. We export the payment history, confirm every scheduled check and ACH has cleared the bank, post any Melio fees still outstanding, and carry the vendor list and open bills to the new system. The AP aging is agreed on the switch date before Melio is disconnected.
Common Melio reconciliation problems we fix
Bill shows paid before the money leaves
Melio marks a bill paid in QuickBooks Online on the schedule date while the bank debit lands days later. We match on the actual debit so the bank reconciliation does not carry phantom differences.
Card fee mixed into the vendor expense
Paying a vendor by card adds a processing fee that lands in the same transaction. We split the fee to bank charges so vendor spend and fee cost are both reported correctly.
Duplicate bills from sync and upload
A bill entered in QuickBooks Online and uploaded to Melio creates two open bills. We check invoice numbers before scheduling and merge duplicates so the vendor is paid once.
Checks outstanding for weeks
Mailed checks sit uncashed and inflate the bank balance in the books. We track Melio's delivery status, follow up with vendors on stale checks and void and reissue where needed.
Vendor bank details changed by email
A request to update bank details is the most common AP fraud. We verify every change by phone to a known number and record the confirmation before touching the vendor record.
Other ap & payments platforms
Frequently asked questions
Do you work inside my existing Melio account?
Yes. You add us as a user in your own Melio account with the role you choose, usually one that can enter and prepare but not approve or schedule. You keep ownership of the account, the funding bank and the final approval. We code, schedule for your approval and reconcile; you release every payment.
How much does Melio 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, how many payment methods you use, whether you pay international vendors, and whether vendor management and monthly bookkeeping sit in the same engagement.
Will you pay vendors for us?
No. We never move money. We enter the bill, code it, and schedule it for your approval. You or your authorized approver click to pay. Our accounts payable service explains how this maker-checker split works and why we keep it that way.
How do you handle Melio fees in the books?
Each fee is posted to a bank charges or merchant fees account, separate from the vendor expense, on the date Melio debits it. Card-funded payments that earn rewards are still recorded at the full bill amount plus the fee. Our bank reconciliation service ties every debit back to a bill.
Can you fix a Melio and QuickBooks Online sync that has duplicated bills?
Yes. We scope it as a cleanup: list every open bill on both sides, identify duplicates and bills paid outside Melio, void or apply as needed, then reconcile the AP aging to the bank. After that the account moves to the regular service so it stays clean.
Do you support contractor payments and 1099s through Melio?
Yes. Contractors paid by Melio are set up as vendors with a W-9 on file, and their payments are coded so the 1099-NEC totals are correct at year-end. If some contractors are paid through Gusto or another tool, we combine the totals so nobody is missed.
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