Accounts Payable for QuickBooks Enterprise
Every vendor document in the AP mailbox is read overnight and matched to QuickBooks’s open purchase orders and receipts. Your team imports what’s right as a bill and chases only what isn’t.
Accounts payableUpdated Oct 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
Read overnight: vendor, invoice number, PO, lines, total.
The problem, as it happens in QuickBooks.
Vendor invoices arrive as PDFs, photos and the odd spreadsheet statement, and the AP desk retypes them, finds the PO in QuickBooks, finds the receipt, and pulls the signed delivery ticket from the attachments on the transaction to staple behind. Most of them match. All of them take the same time.
The ones that don’t match are the ones that matter, and they’re buried in the pile: a quantity short on the receipt, a price off the PO, a statement line nobody can place. By the time someone emails the vendor, the discount date has passed.
How it works.
- 1
Documents come in overnight
One pass a night reads what landed in the AP mailbox: invoices, statements and credit memos, as PDFs, photos or spreadsheets. EDI invoices from your buying group’s marketplace come in the same way.
- 2
Each one is matched to QuickBooks
Vendor, PO, receipt and amounts, line by line against what QuickBooks has. Any figure QuickBooks can’t confirm is read twice, by two different models, and only agreement counts. A disagreement waits for a person.
- 3
The board sorts the work
Perfect matches sit in Ready to pay. Discrepancies land in Issue identified with the difference spelled out. Vendor questions are drafted; a person sends them, and the reply lands on the card.
- 4
Your team enters what’s right
Matched invoices go into QuickBooks the way they always have, as a bill. The signed delivery ticket is appended behind the invoice as one PDF, and a person imports or keys the voucher.
How it connects to QuickBooks.
Lunica reads QuickBooks’s open purchase orders, receipts, vendor file and AP subledger through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection, and the AP mailbox and scan share for the documents themselves. Each document is matched to its PO and receipt line by line. Figures QuickBooks can confirm are trusted; figures it can’t are read by two models and accepted only when they agree. Marketplace EDI invoices are fetched as data and matched the same way.
Nothing is posted to QuickBooks on its own. A matched invoice goes back as a bill, imported or keyed by your team, and QuickBooks matches it to the receipt as it always has. Vendor questions are drafts until a person sends them. The signed delivery ticket from the attachments on the transaction is appended behind the invoice as one PDF, the file the AP desk used to assemble by hand.
What a week looks like.
- Clean invoices stop costing time.
- Every exception says what’s wrong and by how much.
- Delivery tickets attach themselves.
- Statements reconcile line by line against QuickBooks’s subledger.
Questions
Does Lunica post vouchers to QuickBooks?
No. The board tells you what’s right. A matched invoice becomes a bill; your team imports or keys it, and nothing lands in QuickBooks without a person.
What about EDI invoices?
Marketplace EDI invoices are fetched as structured data, never read by a model, and matched to QuickBooks by invoice number and PO.
Do vendor emails go out automatically?
Never. Vendor questions are drafts until a person sends them.
How accurate is the reading?
Figures QuickBooks can confirm are trusted. Figures it can’t are read by two independent models and only agreement is accepted; anything else waits in Issue identified for a one-click pick.
What about expense invoices with no PO?
Vendors you tag as expense skip the PO match and go straight to coding review.
What happens to the scanned delivery tickets?
They keep flowing into the attachments on the transaction as before. Lunica reads them and pairs each ticket with its invoice; the archive keeps working exactly as it did.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Accounts Payable is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
Thirty minutes. We walk the workflow on QuickBooks data, then map it to yours.