Combine Bill.com and QuickBooks Online To Achieve Account Payable Victory in Construction Accounting
- Cost Construction Accounting
- Jul 20, 2020
- 3 min read
Updated: Oct 27
Accounts payable remains one of the most challenging aspects of construction finance. Beyond the inherent risk of errors in A/P workflows, the cost of processing invoices significantly exceeds that of other business operations. Research indicates that manually processing a single invoice from receipt to payment costs between $10 and $22 – a substantial expense that compounds with volume.
This leads to a frequent question: "If we already have QuickBooks Online, do we really need Bill.com?" Many assume that QBO's integrated bill-paying capabilities should suffice. However, the reality is more nuanced.
The answer is YES – and here's exactly why both platforms are essential.
Table Of Contents:
Advanced Approval Workflows with Granular Role-Based Permissions
Modern construction businesses require sophisticated approval hierarchies to maintain financial control. Bill.com transforms this requirement from a manual bottleneck into an automated advantage.
Digital Approval Architecture: Bill.com enables you to configure multi-level approval workflows that automatically enforce your organization's financial policies. Each approval action creates a permanent digital audit trail, eliminating the inefficiency and compliance risks associated with paper-based processes.
Strategic Role Separation: The platform's granular permission structure allows for precise role definition:
Clerk users: Limited to data entry functions
Approvers: Authority to review and approve within defined parameters
Dual control: Complete separation between data entry and payment execution roles
This level of control is simply unavailable in QuickBooks Online. For construction firms managing multiple projects, subcontractors, and complex approval hierarchies, this capability is invaluable.
Cost-Effective International Payment Processing
Construction projects increasingly involve international suppliers and subcontractors. Traditional payment methods create significant friction and expense.
The Traditional Cost Structure
Wire transfers: $15-$35 per transaction
Payment apps: Variable fees plus unfavorable exchange rates
Administrative overhead: Time spent coordinating international payments
Bill.com Solution The platform supports payments to vendors in over 70 countries with transparent, competitive pricing:
Local currency wire transfers: $0 (completely free)
USD wire transfers: $9.99 per transaction
Multi-currency support: Enter and track payables in foreign currencies
For construction firms with regular international payment obligations, these savings alone can justify the platform cost.
AI-Powered Intelligent Virtual Assistant
Bill.com Intelligent Virtual Assistant (IVA) fundamentally changes the economics of invoice processing by automating the most labor-intensive tasks.
How IVA Works Upon receiving an invoice, the IVA:
Scans and extracts all relevant data fields
Populates bill entries automatically with high accuracy
Identifies duplicate invoices before they enter your system
Learns from corrections to improve accuracy over time
The Bottom Line Your A/P staff shifts from data entry to data verification – a higher value activity that reduces errors while requiring less time. When you log into Bill.com, your invoices are already substantially processed and awaiting only verification.
Seamless Automated Integration with QBO
The true power of combining Bill.com with QuickBooks Online lies in their integration architecture.
The Automated Workflow A single action in Bill.com triggers multiple synchronized updates in QBO:
Invoice processing → Automatic payable creation in QBO
Payment execution → Automatic payment recording in QBO
Bank clearance → Automatic bank feed matching in QBO
One Bill.com Transaction = Three Automated QBO Entries
The Strategic Advantage This integration delivers more than efficiency, it ensures data consistency, eliminates duplicate entry errors, and maintains real-time financial visibility. Your general ledger stays current without manual intervention.
Bill.com G/L sync guarantees single-point data entry: input once in Bill.com, and the accounting chain executes automatically.
The Verdict: Integration Creates Strategic Value
The question isn't whether you can manage A/P with QuickBooks Online alone – technically, you can. The question is whether you should, given the alternative.
What Bill.com Delivers
Cost reduction: Lower per-invoice processing costs
Error mitigation: AI-powered accuracy and duplicate detection
Control enhancement: Sophisticated approval workflows and audit trails
Process efficiency: Automation that eliminates redundant work
International capability: Cost-effective global payment processing
For construction CFOs and financial controllers, Bill.com integrated with QuickBooks Online isn't just a software decision – it's a strategic framework for building a modern, efficient, and controlled A/P operation.
At Construction Cost Accounting (CCA), we specialize in helping construction businesses optimize their accounting systems and processes. Whether you're considering implementing Bill.com, need assistance with QuickBooks Online setup, or want to streamline your entire A/P workflow, our construction accounting experts are here to guide you every step of the way.
Ready to transform your construction A/P operations? Contact CCA today for a complimentary consultation and discover how we can help you build a more efficient, controlled, and cost-effective accounts payable system.
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