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 — including pushing multiple POs at once from the Accounting Activity page.

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 a single purchase order to QuickBooks
• Bulk 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. Go to your QuickBooks summary page

3. Select Configure PO Export

   

4. Select Get Started
5. Choose the Inventory Asset Account you'd like 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 a single purchase order to QuickBooks

You can push any individual purchase order directly from its detail page:

1. First, ensure you've configured and enabled PO Exports for your integration (How do I configure PO Push?)
2. Go 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.

Bulk pushing purchase orders to QuickBooks

If you have multiple pending purchase orders to push, you can select and push them all at once from the Accounting Activity page — saving time compared to opening each PO individually.

To bulk push purchase orders:

1. Go to your Integrations page
2. Locate your QuickBooks integration and select the Activity tab to open the Accounting Activity page
3. In the activity list, tick the checkbox next to each pending purchase order you'd like to push. To select all visible pending POs, tick the checkbox in the table header
4. Once you've selected at least one PO, the Push button in the top-right corner will become active and show the count of selected items — for example, Push (3)
5. Click the Push button to submit

Craftybase will queue the selected purchase orders for processing. Each PO's status will change to Queued while it's being processed in the background. Once processing is complete, the status will update to Completed or Failed.

QuickBooks status in your Purchases list

Once your QuickBooks integration is connected, your main Purchases list within Craftybase will display a 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 waiting to be pushed
• Queued: the PO has been submitted for bulk push and is being processed in the background
• 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
  • Queued: The purchase has been submitted for bulk push and is being processed in the background
  • 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'd 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.