Connect QuickBooks with Craftybase

Learn how your inventory app exports data to QuickBooks.

This article will guide you through how the QuickBooks integration works and how you can use it to keep your accounting records aligned with your inventory activity in the app.

The QuickBooks integration allows you to push purchasing activity and inventory valuation changes directly to QuickBooks Online. By connecting the two platforms, the app becomes your source of truth for inventory movements, while QuickBooks reflects the financial impact of those movements.

In this article:

• Why Connect QuickBooks?
• How the QuickBooks Integration Works
• Connecting to QuickBooks
• Types of Ledger Accounts
• Viewing your Accounting Activity
• Troubleshooting
• FAQ
• Video

Why Connect QuickBooks?

• Reduce manual data entry – Automatically push purchasing and inventory valuation data instead of recreating it in QuickBooks.
• Keep inventory and accounting aligned – Ensure your stock movements in the app are reflected correctly in your books.
• Improve reporting accuracy – Maintain accurate Cost of Goods Sold and inventory valuation reporting in QuickBooks.
• Centralised inventory control – Manage stock in the app while allowing QuickBooks to reflect the financial impact.

How the QuickBooks Integration Works

Connecting QuickBooks allows you to push financial data from your account into QuickBooks Online. It currently includes two separate features:

Purchase Order Push

Purchase Order Push allows you to send Purchase Orders created in the app directly to QuickBooks. This keeps your purchasing activity aligned across both systems.

Purchase Orders can be pushed once created in the app and will appear in QuickBooks as corresponding purchasing records.

Inventory Sync

Inventory Sync sends inventory valuation changes and Cost of Goods Sold (COGS) to QuickBooks as journal entries.

When stock is sold, adjusted, manufactured, or written off, the financial movement can be reflected in QuickBooks automatically.

Connecting to QuickBooks

To connect your QuickBooks account:

1. Go to your Integration page (How do I find my Integration page?)
2. Locate the QuickBooks section and click the Connect button

3. If you haven't done so already, for security compliance, you'll need to set up Security Questions for your account (How can I set up Security Questions?)
4. Follow the on-screen steps to authorise the app within QuickBooks.

5. Select Continue → to finalise the connection and configure your ledger accounts.

Types of Ledger Accounts

When setting up Purchase Order Push or Inventory Sync, you'll be asked to map several ledger accounts. These accounts determine how inventory value moves inside QuickBooks.

Inventory Asset Account

A Current Asset account representing the total value of stock on hand. Inventory increases and decreases move through this account.

Opening Balance Account

Typically, an Equity account used during the first Inventory Sync to offset the starting inventory value when syncing existing stock.

COGS Account (Cost of Goods Sold)

A Cost of Goods Sold account that records the cost of inventory sold. When stock is sold, value moves from Inventory Asset into this account.

Losses Account

An Expense account used for inventory reductions not related to sales, such as damaged goods or stocktake adjustments.

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 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 your account 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 the app 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?)

Troubleshooting

Troubleshooting Connection Issues

• Admin permissions: The user connecting must have admin or account owner access in QuickBooks.
• Currency settings: Ensure your QuickBooks currency matches your account's base currency.
• Ledger Accounts: Double-check that all required ledger accounts are mapped correctly.

FAQ

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, 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 to QuickBooks as journal entries, mapped to your chart of accounts.

What happens if I disconnect QuickBooks?

If you choose to disconnect QuickBooks, all the data you've pushed to QuickBooks will remain in your account. The app 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: Getting Started with QuickBooks

Need Help?

Still have questions about setting up your QuickBooks account? Please get in touch, and we'll be happy to help.