How does Well match QuickBooks records to entries in Melio?

Well scores every candidate match between QuickBooks records and existing Melio entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Melio updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.

What happens to historical QuickBooks data when I first connect to Melio?

QuickBooks exposes seven years of accounting history through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Melio ledger, and re-running the backfill is safe because Well tracks the QuickBooks record IDs and updates existing Melio entries instead of duplicating them.

Does Well handle multi-currency records between QuickBooks and Melio?

QuickBooks carries the original transaction currency on every record, but Melio ledgers in a single base; Well preserves the source currency, attaches the FX rate at the timestamp of the event, and the converted figure and the source amount both travel on the document Well forwards to Melio, so both sides of the trade are visible when you post.

Can I customise which QuickBooks fields are sent to Melio?

The default mapping connects each QuickBooks record to the Melio bill shape (vendor, amount, due date, approval policy). Settings let you override the vendor source, swap default approvers, attach a different document on the bill, or pull GL codes from your connected data. Mapping versions are immutable for already-paid bills so audit traces stay intact.

What happens if I disconnect QuickBooks or Melio?

Disconnecting QuickBooks stops the flow at the source. Well calls the QuickBooks OAuth revoke endpoint; the refresh token is invalidated and any in-flight access token is rejected on the next call. Anything you already reviewed and posted in Melio is Melio's own record and is untouched; Well never held a write credential to it. Records held for review in Well remain in the queue so you can finish them by hand. Reconnecting later resumes from the last successful sync, not from scratch.

How does Well authenticate with QuickBooks and Melio?

QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Melio email-in address once it clears the matching threshold; Melio creates the draft record from it and you confirm and post it. Well holds no write credential to Melio. Tokens are encrypted at rest and in transit under TLS 1.3. QuickBooks and Melio together cover multiple regions; Well's storage region is configured per workspace.

QuickBooks to Melio

AvailableNative · QuickBooksNative · Melio

Connect QuickBooks to Melio with Well

Move QuickBooks bills and customers through Well and into Melio as bills, with the audit trail kept on every record.

Connect both toolsView all integrations

QuickBooks

Source

The QuickBooks connection delivers documents into QuickBooks Online through its @qbodocs.

Melio

Target

The Melio connection delivers extracted bills into Melio through its Pay Bills email address.

Why this pair

Connect QuickBooks to Melio through Well so records flow without manual rework.

What Well does between QuickBooks and Melio

One-way: QuickBooks into Well into Melio
Sync mode: Polling every 60 minutes
Up to 24 syncs/day

Trigger from QuickBooks

4 events · pick one

Well engine·recipe·When a QuickBooks bill is read

Source

from upload · hourly poll

DHL Express

via QuickBooks

Bill

When a QuickBooks bill is read

INV-2026-04-100 · 22 Apr 2026€1,284.00

Extract

6 fields read from QuickBooks

6 fields read

VendorDHL Express
Invoice numberINV-2026-04-100
Issue date22 Apr 2026
Total€1,284.00
Tax€256.80

Enrich

against your historical record graph

5 fields added

Legal entityDHL Express
Tax idDE145087069
Domaindhl.com
Ledger account6241 · Logistics

Confidence97%

<55% refused55–85% review≥85% auto-posts

Post

schedule as bills

Create a bill in your Melio inbox

auto-posted

posted

TypeBill
VendorDHL Express
Amount€1,284.00
Ledger6241 · Logistics
Source docattached
Confidence97%

audit linkto Melio

Action in Melio

1 compatible with this trigger

Create a bill in your Melio inbox

12 signals and actions across QuickBooks and Melio

When a QuickBooks account is read
Pulls bank-type accounts from the QuickBooks chart of accounts with currency and account number.
Trigger·Account
When a QuickBooks sales invoice is read
Captures QuickBooks sales invoices with customer, amount, currency, and reference for reconciliation.
Trigger·Invoice
When a QuickBooks attachment is read
Picks up the source document attached to a QuickBooks bill or invoice.
Trigger·Document
When a QuickBooks purchase order is read
Pulls QuickBooks purchase orders with vendor, line items, and totals to match against the arriving bill.
Trigger·Invoice
When a QuickBooks bill is read
Pulls QuickBooks bills with vendor, due date, line items, totals, and tax code on the hourly poll.
Trigger·Invoice
When a QuickBooks payment is read
Reads the payment recorded against a QuickBooks invoice or bill with method and amount.
Trigger·Payment method
When a QuickBooks customer is read
Reads QuickBooks customer and vendor records with name, billing address, and tax registration to match against your companies.
Trigger·Company
When a QuickBooks credit memo is read
Captures QuickBooks credit memos with customer, totals, and tax so refunds reconcile against the original invoice.
Trigger·Invoice
Attach the bill PDF to the Melio record
The forwarded PDF is stored on the bill in your Melio inbox.
Action·Document

Reference

Field mapping for QuickBooks → Melio

10 fields across 2 record types, open to see the full table.

Invoice fields

5 fields flow from QuickBooks into Melio.

QuickBooks field	Label		Melio field	Label
Bill.TotalAmt.total	Total	→	amount	Amount
Bill.CurrencyRef.currency	Currency	→	currency	Currency
Bill.DueDate.due_date	Due date	→	due_date	Due date
Bill.DocNumber.invoice_number	Doc number	→	bill_number	Bill number
Bill.Id.id	QuickBooks id	→	bill_id	Bill id

Transaction fields

5 fields flow from QuickBooks into Melio.

QuickBooks field	Label		Melio field	Label
Purchase.TotalAmt.amount	Amount	→	amount	Amount
Purchase.CurrencyRef.currency	Currency	→	currency	Currency
Purchase.TxnDate.created	Transaction date	→	scheduled_for	Payment date
Purchase.PrivateNote.description	Memo	→	reference	Reference
Purchase.Id.id	Purchase id	→	payment_id	Payment id

Connect QuickBooks and Melio in three steps.

1
Connect QuickBooks
Click Connect with QuickBooks; you approve the connection inside QuickBooks Online and authorise read access to bills, customers, and tax codes polled hourly from QuickBooks Online. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your QuickBooks Online.
- AuthConnect
2
Map your accounts
Well discovers QuickBooks's bills, customers, and tax codes polled hourly from QuickBooks Online and the the Melio Bills Inbox awaiting payment scheduling. Match candidates are scored on counterparty, amount, date, and reference; above 85% confidence the link posts automatically, below it the candidate set queues for sign-off.
- Auto-post above85% confidence
- Overridemanual anytime
3
Connect Melio
In Melio, open Settings > Integrations and generate an API token with payment-write scope. Paste the key into Well; Melio's discovery endpoints are reached over TLS 1.3 and the secret is never echoed in the UI.
- AuthConnect
- First sync~10 min

How QuickBooks and Melio stay secure with Well

Well calls QuickBooks with an OAuth 2.0 token scoped to read-only access. QuickBooks's consent screen lists the scopes before you approve; access tokens are exchanged and refreshed automatically before they expire. Well's storage region is configured per workspace regardless of where QuickBooks and Melio host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read QuickBooks records
Scoped to bills, customers, and tax codes polled hourly from QuickBooks Online. No access to anything else in your QuickBooks account.
granted
Deliver documents to your Melio inbox
Well forwards the extracted document to your Melio email-in address; Melio reads bills via email-in at @invoicesmelio.com, with vendor, amount, and due date populated by Smart Bill Capture from it and you review and post. No write credential to Melio is requested.
granted
Modify or delete QuickBooks records
Not granted. QuickBooks is read-only on Well's side; the source of truth never moves.
refused
Read other workspaces' data
Encryption keys are per-workspace; another tenant's records are inaccessible by design.
refused

Disconnect any time from Well settings or QuickBooks’s admin panel.

Frequently asked questions about QuickBooks and Melio on Well

01How does Well match QuickBooks records to entries in Melio?: Well scores every candidate match between QuickBooks records and existing Melio entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Melio updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.
02What happens to historical QuickBooks data when I first connect to Melio?: QuickBooks exposes seven years of accounting history through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Melio ledger, and re-running the backfill is safe because Well tracks the QuickBooks record IDs and updates existing Melio entries instead of duplicating them.
03Does Well handle multi-currency records between QuickBooks and Melio?: QuickBooks carries the original transaction currency on every record, but Melio ledgers in a single base; Well preserves the source currency, attaches the FX rate at the timestamp of the event, and the converted figure and the source amount both travel on the document Well forwards to Melio, so both sides of the trade are visible when you post.
04Can I customise which QuickBooks fields are sent to Melio?: The default mapping connects each QuickBooks record to the Melio bill shape (vendor, amount, due date, approval policy). Settings let you override the vendor source, swap default approvers, attach a different document on the bill, or pull GL codes from your connected data. Mapping versions are immutable for already-paid bills so audit traces stay intact.
05What happens if I disconnect QuickBooks or Melio?: Disconnecting QuickBooks stops the flow at the source. Well calls the QuickBooks OAuth revoke endpoint; the refresh token is invalidated and any in-flight access token is rejected on the next call. Anything you already reviewed and posted in Melio is Melio's own record and is untouched; Well never held a write credential to it. Records held for review in Well remain in the queue so you can finish them by hand. Reconnecting later resumes from the last successful sync, not from scratch.
06How does Well authenticate with QuickBooks and Melio?: QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Melio email-in address once it clears the matching threshold; Melio creates the draft record from it and you confirm and post it. Well holds no write credential to Melio. Tokens are encrypted at rest and in transit under TLS 1.3. QuickBooks and Melio together cover multiple regions; Well's storage region is configured per workspace.