Connect QuickBooks with Craftybase

Learn how Craftybase exports data to QuickBooks.

This article will guide you through how to connect to QuickBooks and what types of data we push to QuickBooks from Craftybase.

QuickBooks is an online bookkeeping and accounting suite for small businesses.

Our Craftybase ➝ QuickBooks beta integration will allow you to push your Purchase Orders when they are created - helping to keep your books aligned with your inventory activity.

In this article:

• Connecting to QuickBooks
• Connection Troubleshooting
• Configuring your Ledger Accounts
• Quickbooks Status in your Purchases list
• Pushing Purchase Orders to QuickBooks
• Accounting Activity
• FAQ

Walkthrough - Getting Started with QuickBooks

Connecting to QuickBooks

To connect your QuickBooks account to Craftybase:

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

3. You’ll be redirected to QuickBooks to authorise the Craftybase app. Follow the on-screen steps to confirm the connection.
4. Once successfully connected, you will then need to move into Configuring your Ledger Accounts

Connection Troubleshooting

• Admin permissions: The user connecting must have admin or account owner access in QuickBooks.
• Currency settings: Ensure your QuickBooks currency matches your Craftybase base currency.

Configuring your Ledger Accounts

To ensure that your QuickBooks account is correctly mapped:

1. Go to your Integrations page (How do I find my Intergrations page?)
2. Under your Integrations list, locate your Quickbooks integration
3. Select the Config tab
4. Under Accounting Settings, you'll notice a few new fields

• Inventory Asset Account: This will default to Inventory Asset if found. If your Inventory Asset account is configured differently in your QuickBooks account, you'll want to change this to the correct account.
• COGS Account: This will default to Cost of Goods Sold (COGS) if found. If your COGS account is configured differently in QuickBooks, you'll want to change this to the correct account.

5. Select your Inventory Asset Account & COGS Account (If applicable)
6. Select Save to finish your Quickbooks connection

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?)

Pushing Purchase Orders to QuickBooks

To push a Purchase Order from Craftybase to Quickbooks:

1. Navigate to the Purchases page
2. Open the Purchase Order you'd like to push to Quickbooks
3. Review all the line items and totals to ensure they're correct
4. Click the Push to Quickbooks button in the top-right corner

Clicking this button will manually push the Purchase Order details to QuickBooks, creating a corresponding Quickbooks bill. This gives you greater control over when POs are exported to your accounting system.

After the Push is complete, a link to the bill will appear in the same spot. Clicking this link will take you directly to the bill inside your QuickBooks account.

Walkthrough: Pushing Purchase Orders to QuickBooks

Accounting Activity

To view the history of all of your pushes to Quickbooks, you can find this within the Accounting Activity page.

How to find your Accounting Activity page

1. Go to your Integrations page (How do I find my Intergrations 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:

• Created Date: The date the push was created in Craftybase
• Document Type: The type of record that was pushed to Quickbooks
• Source: The specific Craftybase record that triggered the push
• QB Reference: The link to the related Quickbooks
• Export Date: The timestamp when the push was successfully sent to Quickbooks
• Change: The total monetary value associated with the push
• Status: Displays the status of the push
  • Pending: The purchase has been created in Craftybase and is waiting to be pushed to Quickbooks
  • Completed: The purchase has been successfully pushed
  • Failed: An error has occured 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!

Need Help?

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