QuickBooks integrations

Learn about integrating QuickBooks Online as a sales channel or an accounting integration. QuickBooks Desktop can be a sales channel.

Jasper avatar
Written by Jasper
Updated over a week ago

Coordinating your purchase orders and sales history with your accounting system can help standardize operational data.

Inventory Planner integrates in two ways with QuickBooks Online: one as an accounting integration, and one as the primary sales integration with Inventory Planner. 

Integration 1: Pushing purchase orders from Inventory Planner to QuickBooks Online (accounting integration)

Note: This integration type is not available for QuickBooks Desktop. See Integration 2 for more about connecting QuickBooks Desktop with Inventory Planner.

If you're using QuickBooks Online as your accounting integration, Inventory Planner will take your sales and product information from another platform. Click here to see a full list of available integrations.

Then, you can push purchase orders from Inventory Planner into QuickBooks Online, with the same products, quantities and costs that you see in the purchase order dashboard on Inventory Planner.

Before saving a purchase order, you must ensure that your products have been created in QuickBooks Online, otherwise you'll receive an error. Inventory Planner will not automatically create products in QuickBooks Online.

To enable pushing purchase orders to QuickBooks Online, go to Account > Settings > Purchase orders.

Then after you've created a new purchase order, you'll see the option to Save to QuickBooks.

On the popup, choose a supplier to assign to the purchase order and decide what its status should be when it's created in QuickBooks.

Note that any errors with saving the purchase order to QuickBooks will be shown at the top of your purchase order page.

Note: If you receive an error stating that the purchase order cannot be sent to QuickBooks Online, be sure to enable purchase orders within your QuickBooks Online account.

Updating purchase orders in QuickBooks

If you've made changes to a purchase order and want those to reflect in your QuickBooks Online account, click "Save to QuickBooks" at the bottom of your purchase order. Changes will immediately sync to your QuickBooks account and will overwrite any prior purchase order information.

‍Data synced to QuickBooks Online

When you push a purchase order to your QuickBooks Online account, the following fields are updated:

  • Status ('OPEN' or 'CLOSED')

  • Vendor

  • Currency (if it's set in Inventory Planner)

  • Purchase order notes (synced to QuickBooks Online 'Memo' field)

  • Purchase order 'created date' (synced to QuickBooks Online 'Purchase Order date' field)

  • Purchase order line items

Integration 2: Using QuickBooks Online or QuickBooks Desktop as the source of all sales and product data

If your QuickBooks Online or QuickBooks Desktop account already contains all your product and sales information, it can be used as the primary platform to integrate with Inventory Planner.

In this case, the daily sync with Inventory Planner will pull in new sales information and any updates to products (including stock levels).

Purchase orders can still be pushed from Inventory Planner to QuickBooks Online or QuickBooks Desktop.

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