Pushing Purchase Orders to QuickBooks

Automatically export your Purchase Orders to QuickBooks using our Purchase Order Push feature.

This article explains how Purchase Order Push works, how to configure it, and how to export Purchase Orders from Craftybase to QuickBooks.

QuickBooks is an online bookkeeping and accounting suite for small businesses. With Purchase Order Push enabled, Craftybase can send your purchasing activity directly to QuickBooks, helping keep your books aligned with your inventory activity.

In this article:

• How Purchase Order Pushing Works
• Configuring Purchase Order Pushing
• Pushing Purchase Orders to QuickBooks
• QuickBooks Status in your Purchases list
• Accounting Activity
• FAQ
• Video

How Purchase Order Push Works

Purchase Order Push allows you to export Purchase Orders created in Craftybase to QuickBooks.

When a Purchase Order is pushed:

• The Purchase Order details are sent to QuickBooks
• A corresponding Bill is created in QuickBooks
• A direct link to the QuickBooks Bill is stored in Craftybase

Purchase Order Push focuses purely on exporting purchasing records.

Configuring Purchase Order Push

To set up and configure the PO Push feature:

1. First, ensure you have QuickBooks connected to Craftybase
2. Navigate to your QuickBooks summary page

3. Select Configure PO Export

   

4. Select Get Started
5. Here, you'll need to choose the Inventory Asset Account you wish to export purchase orders to from Craftybase. (What is my Inventory Asset Account?)
6. Select Continue to save your configuration

Purchase Order Export is now configured and enabled for your account!

Pushing Purchase Orders to QuickBooks

To export a Purchase Order from Craftybase to QuickBooks:

1. First, ensure you've configured and enabled PO Exports for your integration (How do I configure PO Push?)
2. Navigate to the Purchases page
3. Open the Purchase Order you'd like to push to QuickBooks.
4. Review all the line items and totals to ensure they're correct
5. Click the Push to QuickBooks button in the top-right corner

Craftybase will send the Purchase Order details to QuickBooks and create a corresponding Bill.

After the push completes:

• A link to the QuickBooks Bill will appear on the Purchase Order page.
• You can click this link to open the Bill directly in QuickBooks.

QuickBooks Status in your Purchases list

Once your QuickBooks integration is connected, your main Purchases list within Craftybase will display a new status column showing the QuickBooks push state for each Purchase Order.

This lets you quickly see which POs have already been pushed, which ones are still pending, and which ones may need attention:

• Pending: the PO has been created in Craftybase and is queued to be pushed
• Completed: the PO has been successfully exported to QuickBooks
• Failed: an error occurred during the push (Why is my Purchase Order push failing?)

Viewing your Accounting Activity

The Accounting Activity page provides visibility into all records exported to QuickBooks, including Purchase Orders and Journal Entries.

How to find your Accounting Activity page

1. Go to your Integrations page (How do I find my Integrations page?)
2. Under your Integrations list, locate your QuickBooks integration
3. Select the Activity tab

Accounting Activity page

This page shows a full log of every Craftybase record that has been pushed to QuickBooks. Here, you'll notice a few columns:

• Push Date: The date and time the record was sent to QuickBooks.
• Activity: Shows the source record in Craftybase and the destination document in QuickBooks
• Amount: The total monetary value associated with the push
• Status: An icon representing the status of the push
  • Pending: The purchase has been created in Craftybase and is waiting to be pushed to QuickBooks
  • Completed: The record was successfully exported to QuickBooks.
  • Failed: An error has occurred with the push (Why is my Purchase Order push failing?)

FAQ

Why is my Purchase Order push failing?

If your purchase order push is failing - you'll need to double-check that your ledger accounts are configured in Craftybase. (How can I configure my ledger accounts?)

Can I connect to QuickBooks if I'm outside the US?

At the moment, our beta QuickBooks integration is only available for US-based customers. As the beta version doesn't yet account for the wide range of international tax rates and reporting rules, connections from outside the US aren't supported just yet.

We're planning to expand this in the future, so if you're located outside the US and interested in using QuickBooks with Craftybase, please get in touch with our support team!

Can I push COGS and inventory valuations to QuickBooks?

Yes. If you're on our Growth plan, you can use QuickBooks Inventory Sync to automatically send your Cost of Goods Sold (COGS) and inventory valuations from Craftybase to QuickBooks as journal entries, mapped to your chart of accounts.

What happens if I disconnect QuickBooks from Craftybase?

If you choose to disconnect QuickBooks from Craftybase, all the data you've pushed to QuickBooks will remain in your account. Craftybase cannot delete data from QuickBooks.

Instead of disconnecting QuickBooks, we would recommend disabling it instead. Your data will be preserved, and you can re-enable the connection at any time.

What disabling does:

• Prevents any purchase pushes
• Keeps all your mappings and activity logs

VIDEO: Pushing Purchase Orders to QuickBooks

Need Help?

Still have questions about pushing Purchase Orders to your QuickBooks account in Craftybase? Please get in touch, and we'll be happy to help.