This article is part of a larger series on Accounting Software.
Bill.com is an accounts payable (A/P) and accounts receivable (A/R) software that focuses on processing vendor billings and sending customer invoices. Meanwhile, QuickBooks Online is a complete accounting software that can also process bills and vendor payments. While Bill.com covers two essential accounting functions, it is not a substitute for accounting software like QuickBooks Online. Bill.com has excellent A/P automation suitable for small businesses when it is added as an integration to QuickBooks Online.
In this article, we’ll discuss the difference between Bill.com and QuickBooks Online. We’ll also explore if it’s better for your small business to stick with QuickBooks Online or integrate Bill.com to aid in your A/P processing.
When to Use Bill.com
Bill.com is our best (A/P) software designed for small to midsize businesses (SMBs) that manages your A/P and A/R. While the A/P function can automate payables and moves everything to the cloud, the A/R feature set has only basic invoicing capabilities.
While Bill.com is not a substitute for a full accounting system like QuickBooks Online, you should consider it as an integration to your bookkeeping system if you have sophisticated A/P needs.
Bill.com Is a Great QuickBooks Integration For
- Small businesses that need expense approval workflows: Bill.com has simple yet detailed approval workflows that let users transform PDF invoices into transaction records with minimal data entry, automatically assign approvers per transaction, and evaluate submitted bills in a separate portal for approvers only. QuickBooks Online doesn’t have an approval process unless you get QuickBooks Online Advanced which could be costly for small businesses with simple accounting needs.
- Businesses that send invoices or receive bills from Bill.com users: If your vendors or customers are also enrolled in Bill.com, receiving and sending payments to them would be faster, easier, and more convenient. For customer payments, you can utilize the invoice tracking function wherein you can see the real-time status of the invoice you sent to them. And if your vendors send an invoice to you, they can likewise see the processing status while you process their invoice.
- Accounting firms: Bill.com offers its billing and invoicing services to accounting firms at a flat price of $49 per month. It even allows firms to use Bill.com’s functions to provide invoicing and billing services to its clients.
When to Use QuickBooks Online
QuickBooks Online is a complete small business accounting solution that allows users the ability to manage all of their financial data on one platform, with real-time dashboards and reports. It has consistently earned our top spot in our best overall small business accounting software. For businesses that want a flexible and comprehensive accounting program that is not limited to A/R and A/P, QuickBooks is an excellent option.
QuickBooks Online Without a Bill.com Integration Is Better For
- Businesses looking for invoicing only: QuickBooks Online has a better invoicing function than Bill.com, so there isn’t any reason to subscribe to Bill.com if all you’re after is invoicing.
- Freelancers who need basic invoicing and billing functions: Freelancers or solopreneurs don’t need the complex A/P automation features of Bill.com. QuickBooks Online’s simple yet useful A/P and A/R functions would suffice for freelancers or solopreneurs who don’t have employees.
- Businesses that don’t process a lot of invoices and bills: You will only feel the benefits of Bill.com’s automation features if you process voluminous invoices and bills. But if you process less than ten bills per workday, QuickBooks Online’s A/P can handle it. QuickBooks can also handle automated clearing house (ACH) payments from within the app so you don’t need to go somewhere else to process pay. For more information about the simplicity of using Bill Pay included with all QuickBooks Online subscriptions, check out our tutorial on how to pay bills in QuickBooks Online,
Bill.com vs QuickBooks Online at a Glance
Who It’s Best For
Businesses who want to automate their A/P process
Businesses looking for a complete accounting system
Monthly Pricing Plans
Starting at $39 per user, per month
Starting at $55 per month for A/P features and includes three users
Unlimited (additional fee for each user)
One to 25
Send Invoices & Track Collections
Customize Invoice Templates
Connect Bank & Credit Card Accounts
Create Custom User Roles & Control Feature Access
Optical Character Recognition
Automatic Bill Codification
Built-in Payment Channels
Bill Pay powered by Melio
Auto-fetch Vendor Invoices Through a Dedicated Forwarding Address
Two-way Sync with Accounting Software and Enterprise Resource Planning (ERP) Systems
Multiple Money Transmitter Licenses
Unlimited Paperless Document Storage
Create Approval Workflows
Team Collaboration Tools
Capture & Organize Receipts
Are you looking for something different? We evaluated the best alternatives to QuickBooks and came up with 10 possible options.
Bill.com vs QuickBooks Online: Pricing
Both Bill.com and QuickBooks Online offer a variety of subscription levels that vary in price depending on the features needed. While the price for QuickBooks Online’s plans factor in the number of users, Bill.com charges per user. It also charges additional fees for services like mailing checks and invoices and automatic data entry.
Unlike QuickBooks Online, which allows a certain number of users per subscription level, Bill.com’s monthly charges are per user. For the Essentials and Team plans, you can select between Payables, which streamlines your A/P procedures; and Receivables, which automates invoicing functions. The Corporate and Enterprise plans include both Payables and Receivables products.
There are four plans available, and below are the prices for each:
- Essentials: $39 per user, per month, for Payables or Receivables
- Team: $49 per user, per month, for Payables or Receivables with accounting software integration
- Corporate: $69 per user, per month, includes both Payables and Receivables and software integration
- Enterprise: Custom pricing, includes both Payables and Receivables plus premium support
Bill.com also has the Accountant Partner Program for accounting firms and professionals. This plan is priced at a flat fee of $49 per month. This program includes the A/P and A/R functions plus perks for CPAs like training where they can earn CPE credits.
There are also a few additional services available:
- Mail checks and invoices service: Bill.com will mail your checks or invoices for you. This service costs $1.69 per check or invoice.
- Automatic data entry: Bill.com will do your payable data entry for 49 cents per each entry.
QuickBooks Online Pricing
QuickBooks offers five monthly subscription plans for different needs. However, A/P functions are available starting at QuickBooks Essentials and all higher plans. Below are the prices for each:
- Self-Employed: $15 per month one user only
- Simple Start: $30 per month for one user only
- Essentials: $55 per month for up to three users
- Plus: $85 per month for up to five users
- Advanced: $200 per month for up to 25 users
Bill Pay for QuickBooks Online, powered by Bill.com, allows you to pay and track bills from your QuickBooks Account. You can send international and domestic payments via ACH or check, track payment status, get full remittance information, and sync payments with QuickBooks Online for more control and insights. You pay as you go with this plan, so you’ll only be charged for the transactions you make.
Bill Pay is available with QuickBooks Online Essentials, Plus, and Advanced, but is not available for Self-Employed or Simple Start. To use Bill Pay, users must activate it from their QuickBooks Online account. Here’s a summary of the available plans:
- Bill Pay for QuickBooks Online: 99 cents per ACH transaction; $1.99 per check for unlimited users and no monthly fee
- Bill Pay for QuickBooks Online Advanced: 20 free domestic ACH transactions per month during a two-month trial period. After the trial, fees are 99 cents per ACH transaction; $1.99 per check with unlimited users and no monthly fee.
Takeaway: Between the two, the subscription plans for QuickBooks Online are much more straightforward and less expensive than Bill.com when you consider the included features and allowed users. Bill.com could become expensive if you plan to enroll many users.
Bill.com vs QuickBooks Online: Features
Takeaway: With the integrated solution of Bill Pay, QuickBooks can be used to pay bills online for very little additional cost. However, if you want a more robust bill payment solution with approvals and a streamlined workflow, then integrating Bill.com with QuickBooks Online might be worth the additional cost.
Bill.com vs QuickBooks Online: Accounts Payable
Bill.com offers a convenient solution for businesses that process many billing transactions. Its automation features releases accounting staff from hours of data entry and ensures that all bills are accurate and legitimate through a series of approvals. Bill.com also has an Intelligent Virtual Assistant (IVA) that automatically captures invoice data and supplies them into necessary fields. You can also pay within Bill.com via international wire transfer, credit card, debit card, check, or ACH payments.
QuickBooks Online’s A/P features focuses more on general accounts payable functions like recording vendor information, entering bills, managing unpaid bills, and paying bills. When creating bills, you can select an account category, credit term, and due date, and assign it to a customer, project, or class. You can also print checks in QuickBooks Online if you prefer sending checks to vendors as payment.
The major advantage you can get with Bill.com is its automatic invoice capture. In QuickBooks Online, you must manually upload vendor invoices or scan it first using the QuickBooks receipt scanner.
If you process a lot of vendor invoices, manually uploading invoices will take up too much time. Moreover, Bill.com has a dedicated email address where vendors can send their invoices and IVA will automatically place it in Bill.com and start the bill for you. When you open the bill, you’ll see that some fields have been filled up using the optical character recognition (OCR) feature.
On the contrary, QuickBooks Online comes at an advantage if you and your accounting team can handle billings without the need for automation. Though QBO still needs some data entry and manual uploading of receipts, the OCR function of QBO can reduce the data entry burden so that you can focus on specific fields like inputting the credit term or applying vendor credits. However, Bill.com’s OCR features are still superior to QBO because it can read handwritten receipts.
Takeaway: Integrating your QBO account to Bill.com can save you hours of data entry and streamline your accounts payable processes. We highly recommend integrating with Bill.com unless there’s no need to streamline your A/P transactions due to low transaction volume related to billing.
Bill.com vs QuickBooks Online: Accounts Receivable
Bill.com offers invoicing capabilities with automation features if you get the invoicing plan. However, Bill.com’s A/R functions are not as striking and impressive as other invoicing software. In terms of invoice processing, we like that invoice tracking is possible through invoice statuses. However, that would only work if the customer is also using Bill.com.
Another limitation in Bill.com is its invoice design. There is no way to incorporate company branding like logo and colors. Lastly, adding sales taxes in Bill.com depends on what accounting software or enterprise resource planning (ERP) system you use. Otherwise, you’ll have to create sales taxes manually.
In QuickBooks Online, you can modify invoice design and add your company logo. There are also templates you can choose from. The most useful features of QBO’s A/R management is its ability to view sales tax liability in detail, track sales tax collected, and pay sales taxes.
Takeaway: If we look at the individual A/R functions of QuickBooks Online and Bill.com, QBO is a clear winner. QBO outshines Bill.com in terms of A/R because of QBO’s extensive customization options and costing.
Bill.com vs QuickBooks Online: Ease of Use
Both Bill.com and QuickBooks have intuitive user interfaces, but the latter is more complex with its features. If you’re considering one of the lower-priced levels of Bill.com, we recommend using it for A/P, especially if you have a large number of bills to pay and want to automate the process. This is also ideal for businesses with multiple decision-makers when it comes to approving payments. For any other accounting needs, QuickBooks is your best option.
Bill.com Ease of Use
While Bill.com does offer invoicing features, the A/R side of the software is lacking in function, especially compared to other software like Invoicera. The A/P feature excels when it comes to automating bill payments when you consider the software’s recently redesigned user interface, which allows users to save time and streamline their A/P. The To Do list is also helpful for calling out action items.
Below is a view of the Bill.com Dashboard for Corporate and Enterprise plans, which you will see when you log into the program. It shows the bills to pay, open invoices, bill approvals, payments in, and payments out. The smaller plans will show graphs pertaining to A/R or A/P.
The interface of Bill.com is neat and organized. It’s suitable even for business owners without experience in invoicing and billing. The dashboard shows an overview of all your invoices and payables. You can also see the number of invoices awaiting approvals and the person in charge of approving.
QuickBooks Online Ease of Use
The QuickBooks Online Dashboard is easy to navigate and gives you access to your account balances, income and expense totals, and graphs that illustrate your cash flow during a specific time period. The interface is intuitive, especially with the left menu bar with tabs that navigate to each section.
QuickBook Online’s dashboard shares a similar idea with Bill.com by using “kanban-style” card graphs. QBO’s dashboard is more comprehensive because it’s a complete accounting software. It shows your credit card charges and other movements in your bank accounts. You’ll also have a glance of profit and loss data and time tracking details as well.
With QuickBooks Online, you can either pay bills by printing checks or submit electronic payments using the online bill-paying feature. An image of the bill pay screen is below and for more information about how to pay bills in QuickBooks Online, check out our tutorial.
Takeaway: It is fairly simple to navigate both the QuickBooks Online and Bill.com dashboards, but QuickBooks’ is a bit more complex given its extensive features.
Bill.com vs QuickBooks Online: Integrations
Because of its limited integrations, Bill.com is better served as an integration itself as it can be connected to several accounting software packages. QuickBooks integrates with more than 650 apps and also has two built-in integrations to streamline your payroll and time tracking.
Bill.com offers 10 integrations, and most of these integrations will connect your Bill.com profile to your accounting software, including QuickBooks Online,Xero, Sage Intacct, and NetSuite. These integrations feature two-way synchronization, meaning you can enter A/P or A/R data in either program and it will automatically transfer to the other. However, not every integration is available with each plan. An application programming interface (API) is available for developers (Enterprise plan) only.
QuickBooks Online Integrations
QuickBooks Online integrates with more than 650 popular business apps, which can assist with other aspects of your business like customer relationship management (CRM) or ecommerce. Two built-in integrations can be accessed directly within the QuickBooks Online app, which are the payroll and timesheet functions. A summary of available integrations is below:
- QuickBooks Payroll: Pay and manage your team all in one place from directly within QuickBooks Online, with integrated payroll, taxes, human resources (HR), health benefits, workers’ compensation, and more.
- QuickBooks Time: The automated time tracking features available from within QuickBooks Online will simplify your payroll. Employees can track time from any location on any device, and time data syncs to your account in real time.
The Team and Corporate plans of Bill.com also integrate with QuickBooks Online. Here’s an example of other integrations for QuickBooks Online:
- A/R: Freedom Merchants, ARCollect, Invoiced, and Melio
- CRM: HubSpot, Method:CRM, and Insightly CRM
- Ecommerce: PayTraQer, Stripe by Connex, and Freedom Merchants
- Expenses: Expensify, Dext Prepare, Veryfi, and Greenback
- Inventory management: SOS Inventory, Katana, Magento, and Order Time
- Payroll: Gusto, RUN Powered by ADP, Wagepoint, and Justworks
- Time tracking: Time Tracker by eBillity, Timesheets.com, and Hour Timesheet
Takeaway: The integrations available with Bill.com versus QuickBooks Online reflect the different purposes of the software. Bill.com integrations focus on communicating A/P and A/R information with your general bookkeeping software. QBO integrations focus on managing your entire business from within QBO.
Bill.com vs QuickBooks Online: Mobile App
Both Bill.com and QuickBooks have robust mobile apps that assist with payables and receivables. But while the software may have the same basic features, such as the ability to create invoices and receive payments, Bill.com has the added benefit of workflow functionality with A/P like the ability to view an audit trail of bill approval and review notes from vendors and customers. You can also scan documents with your phone’s camera and process them into bills or send them to your inbox.
QuickBooks has a greater depth of features when it comes to A/R, such as the ability to not only send invoices but also estimates and sales receipts. Neither app allows you to track time, but you can also track expenses using location and class fields and reconcile bank transactions from connected bank accounts. QuickBooks also provides GPS mileage tracking and access to reporting tools, two features that Bill.com lacks.
Takeaway: Bill.com’s mobile app is extremely useful for approving bills. Even if you’re outside the office or traveling for a business trip, you can approve bills through your smartphone to keep the queue going.
Bill.com vs QuickBooks Online: Customer Service
Although QuickBooks encourages you to try other support avenues before requesting phone support, Bill.com does not offer phone support at all and instead requires that you submit a support inquiry, which will be answered via email. However, they both have other resources, such as a help center and knowledge base, which can be consulted for less urgent needs.
Bill.com Customer Service
It can sometimes be a challenge to find the answers that you’re looking for with Bill.com. Live support is available from 5am to 6pm PT, Monday through Friday. There is no phone support available. There are also a few other resources available:
- Support form: You can submit a support inquiry in the Message Center.
- Help center: There is a comprehensive help center available, with extensive how-to articles, getting started resources, frequently asked questions (FAQs), and announcements.
- Bill.com Resources: This page is a collection of webinars, case studies, white papers, and other Bill.com resources.
- YouTube videos: The YouTube channel features many customer testimonials and a few how-to videos.
- Bill.com blog: Updated frequently, the blog has everything you need to know about payments, going paperless, new integrations, and more.
QuickBooks Online Customer Service
QuickBooks has an extensive knowledge base that can be accessed from both within the program and on the website. Below is a summary of the available ways to access support:
- Telephone support: This is only available by completing a request on the website for QuickBooks to contact you.
- Email support: You can contact the support team by clicking on the “Contact us” button at the bottom of the help window.
- Messaging support: Live chat support is also available, although not 24/7.
- In-product help: Every time you open up a new feature, a step-by-step guide or video shows up, with the option to view more information.
- Searchable knowledge base: This includes how-to articles, webinars, tutorials, and FAQs
- User community: You can also post a question in the community forum, in which other users may be able to provide assistance.
Takeaway: Neither Bill.com nor QuickBooks Online has a direct phone support option, but you can receive a phone call from QuickBooks. They both have other useful resources, such as a searchable knowledge base, tutorials, and a user community, however Bill.com also lacks a chat support option.
Bill.com invoicing features don’t exceed those of QuickBooks Online, so it doesn’t make sense to subscribe to both if you’re looking for invoicing features. You should do well with QuickBooks Online alone for invoicing.
However, Bill.com’s A/P features far outshine the Bill Pay feature that comes standard with QuickBooks Online. If your company has expenses that require approval before payment or a high volume of expenses that justify having an automated import system, Bill.com is a great addition to QuickBooks Online.