Connect QuickBooks Online

Before you start

Connecting a different company clears its account mappings and turns sync, payments, and cost-of-goods posting off. Check the company before approving access.

What goes to QuickBooks

1. 1Send the POThe purchase order is sent to the vendor.
2. 2Create the purchasing recordA QuickBooks purchase order is created.
3. 3Receive goodsEach receipt creates its own linked bill.
4. 4Correct costsThe bill changes or a credit or extra bill records the adjustment.

Purchase orders update after edits and close when finalized or deleted. Receipt bills are numbered like PO-10001-R1 and use the receipt date.

An open, unpaid bill can be updated. After payment or PO finalization, a correction creates a vendor credit or extra bill, such as PO-10001-R1-C1.

Lines use accounts rather than QuickBooks products, and stock quantities aren't sent. Freight, duty, and tariffs allocated to goods go into the goods' own account.

Estimated charges wait until marked final. A PO with no prices isn't sent as a QuickBooks purchase order, but its receipts can still post as bills.

Vendor payments and cost of goods are separate options and start off. Choose them only after the basic connection and mappings are ready.

Connect your company

1. 1

   Step 1: Start the connection

   Go to Settings›Purchasing & accounting›QuickBooks. Click Connect QuickBooks on Connect QuickBooks Online. The Intuit window opens.

2. 2

   Step 2: Approve the intended company

   Sign in to Intuit, choose the company, and approve the connection. If OrderPilot asks Finish connecting that company, choose Connect this company or Don't connect.

3. 3

   Step 3: Confirm the connection

   Check QuickBooks connected and the company card. It shows the company name, Connected, and its identifier and connection date.

   Connection links last 15 minutes and work once. Start a fresh connection if the link expires instead of reusing an old approval window.

Map accounts and vendors, then turn sync on

1. 1

   Step 1: Choose the purchasing accounts

   In Accounts, map the fields your store needs. Fields marked with an asterisk are required before sync.

   Account field	Use
   Accounts payable	Leave empty to use QuickBooks' default Accounts Payable.
   Goods bought for stock	Required goods account for stock purchases.
   Goods bought for a customer order	Required goods account for committed customer units.
   Freight and shipping	Mapping for that charge type.
   Duty and brokerage	Mapping for those charges.
   Tariffs	Mapping for tariff charges.
   Other charges	Required mapping for other charges.
   Purchase order tax	Required before a purchase order with tax can post its first bill.

2. 2

   Step 2: Save the mappings

   Click Save accounts and check Accounts saved. Inventory Asset is recommended for customer-order goods so cost of goods can remove that value when the order ships.

   Allowed account types

   Stock uses Other Current Asset. Customer-order goods allow Other Current Asset, Cost of Goods Sold, or Expense.

   Charge fields also allow Other Expense, and tax also allows Other Current Liability. An incompatible choice shows (not allowed here).

3. 3

   Step 3: Match vendors

   Under Vendors, keep Match by name, or create it, or choose an existing QuickBooks vendor. The message confirms the selected match.

   Name matching happens on the vendor's first purchase order. Choose an explicit match when an existing QuickBooks vendor uses a different name.

4. 4

   Step 4: Turn sync on

   Under Sync, click Turn sync on. QuickBooks sync turned on confirms the change. Purchase orders sent from that point sync automatically.

   Older POs are sent from their own page using purchase-order sync. Turning sync on doesn't automatically send every older PO.

What happens next

Each PO's QuickBooks card lists its purchase order, bills, credits, extra bills, deposits, or bill payments as applicable. Final charges and corrections follow the recorded purchasing work.

When books are closed through a date, older-dated changes post on the first open day. Review that date with the person responsible for the books.

If something goes wrong