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Connecting inFlow to QuickBooks Online

Are you currently using inFlow Cloud and QuickBooks Online to manage your inventory and accounting? If so, you can connect inFlow to your QuickBooks account to push new purchase and sales orders created in inFlow to QuickBooks Online automatically to reduce double entry!

How does this work?

When sales orders in inFlow are marked as invoiced, meaning you’ve notified your customer that they owe you for the order, inFlow will then send this sales order to Quickbooks online as an invoice.

Purchase orders work in a similar way – when a purchase order is fully or partially received, inFlow will sync this purchase order to Quickbooks Online and it will appear as a bill. Along with sending this information, your inventory value will also be pushed too.

This allows inFlow to take care of the inventory management, and Quickbooks Online to take care of the financials. See below to get started!

Note: as soon as the purchase order sync is enabled, inFlow will sync your inventory value to QBO. It’s important that your inventory value is accurate in inFlow before enabling the sync. See the Push purchase orders tab for details.

Before setup

Before setup

We currently support QuickBooks US, Canada, UK and AUS.

  • If you intend to sync purchase orders and inventory value from inFlow to QuickBooks Online, make sure that your inventory value in inFlow is accurate (your stock levels and product costs are inputted correctly) since the inventory value in QuickBooks Online will be adjusted to match what is currently in inFlow when the integration is turned on. See the “Push purchase orders and inventory” tab below for details!
  • Make sure that the main currency that you use in inFlow is the same as the main currency used in QuickBooks. If you use more than one currency in your inFlow Cloud orders, turn on the Multicurrency setting in QuickBooks. 
  • Make sure that the tax rates that are found in inFlow are also added in QuickBooks Online. See the “Taxes” tab below for details.

Video

Demo and setup instructions for QuickBooks Online

This video walks you through how you might set up QuickBooks Online at your business.
To view the video with full chapter markers, just click on this link to visit YouTube directly.

Webinar: Connect inFlow to QuickBooks Online

Setup

Connecting inFlow to QuickBooks Online

  1. Log in as an inFlow administrator here: app.inflowinventory.com
  2. Go to the Main Menu > Options > Integrations and click Edit in the Quickbooks tile. 
  3. In the resulting pop-up, click Connect to begin the integration setup. 
  4. Your browser will direct you to your QuickBooks account for authorization. If you have multiple QuickBooks accounts, select the one that you’d like inFlow to communicate with. 
  5. Click Connect to allow inFlow to view and update your QuickBooks data. 

Once you’ve connected the two programs, you’ll be able to configure how you’d like your orders to be pushed from inFlow to QuickBooks in the integration settings module. Click on the tabs above to learn more about each section of the setup. 

Push sales orders

Push sales orders

You can choose to push sales orders you create in inFlow to your QuickBooks account. When a sales order is marked as invoiced or paid, inFlow will push the order to QuickBooks

Once you’ve connected inFlow with your QuickBooks Online account following the steps above, you’ll need to configure the integration settings for the sales order push. Read below for more information on the required fields.

If you don’t want to push sales orders from inFlow to QuickBooks, you can click “enable push” in the top right to disable the function and move on to setting up the purchase order and inventory value push in the next section.

Note: sales quotes and existing orders won’t be pushed to QuickBooks.

How will this look like in QuickBooks Online?

  • Sales orders that are pushed from inFlow will be created as invoices, credit memos, and payment transactions in QuickBooks
  • Refunds on pushed sales orders will be listed as journal entries in QuickBooks.

When your sales orders are invoiced, partially paid, or paid in inFlow, you can find those orders in the Sales Transactions section of QuickBooks. You can click on any of the headings in the table to sort the view of your orders. inFlow’s sales order number will show up as the Invoice number in QuickBooks, making information tracking simple. Payments, refunds and adjustments will create different line items in your sales transactions list.

Which sales order fields sync to QuickBooks Online?

  • Customer name
  • Customer Billing Address
  • Shipping Address
  • Invoice/Order date
  • Invoice/Order number
  • Products/SKUs sold
  • Quantity of products purchased
  • Payment Details
  • Payment Terms
  • Due Date
  • Subtotal on sales order
  • Taxes on sales order
  • Balance left on on sales order
  • Sales order remarks

Which fields won’t sync to QuickBooks Online?

  • P.O #
  • Sales Rep
  • Location of items
  • Non-Customer costs
  • Payments made by credit

Please note: Credits used on sales orders in inFlow aren’t able to sync to Quickbooks Online. If you need to issue a credit on a sales order, you will need to manually make this adjustment to your invoice in Quickbooks. This also applies for when a customer is paying for a sales order with credit, this information won’t sync and needs to be adjusted manually.

How will the products sync to QuickBooks Online?

The way products sync to QBO will depend on the information available for the product in inFlow Cloud and QBO. 

The matching priority happens automatically but it goes as follows:

1. Matching by inFlow Cloud SKU to a QBO SKU.

2. Matching by inFlow Cloud Product Name to a QBO Product (SKU must be empty in at least one system)

3. If there is no match, inFlow will create a new non-stocked product in QBO, matching both your product name and SKU field if it exists in inFlow.

What customer fields sync with QuickBooks Online?

Currently, inFlow Cloud only syncs your sales order with QuickBooks, not your customer records. When you save an order in inFlow with a customer that isn’t in QuickBooks, the sync will create a new customer profile in QuickBooks and inFlow will set the following fields:

  • Name
  • Billing Address
  • Shipping Address
  • Phone Number
  • Email
  • Currency

Other customer fields will need to be inputted in QuickBooks manually.

After a customer has been initially created, inFlow will not update the customer profile in QuickBooks Online, so if there are any changes please enter them directly into QuickBooks and inFlow Cloud.

How to set up sales order push

Before setting up

You can’t change the customer currency settings in QuickBooks after a sales order has been synced. Verify that the currency that is set up in the inFlow customer profile matches one of the currencies that is set up in QuickBooks. To check, open inFlow and go to the Main Menu > Sales > Customer List. Open the customer profile, and select the correct currency from the Pricing/currency drop-down menu.

General integration settings

Product income account:  

You’ll need to tell inFlow which QuickBooks account should be updated when a sales order is pushed from inFlow to QuickBooks. Typically this is the account in QuickBooks Online you use to receive money for products sold. Select the appropriate QuickBooks Online account from the dropdown. 

Customer name: 

When a sales order is pushed to QuickBooks, you can choose whether to include or exclude the customer name as part of the address in the resulting invoice in QuickBooks. 

Payment settings

Payment push

When enabled, payment push sends all payment information on a sales order from inFlow to QuickBooks. 

If your business enters payments into QuickBooks manually or with another software integration, this can cause duplicate payments if you mark an order Paid in inFlow Cloud. This is because there are now two sources trying to pay the same order. To prevent this, you can disable payment push. When payment push is off, all orders that are invoiced, partially paid or paid in inFlow will still sync to QuickBooks, but payment information from inFlow will not be updated in QuickBooks Online. That way, when you receive the payment in QuickBooks, you can still mark it as paid in inFlow without worrying about duplicate payments.

Payments account:

If payment push is enabled, you’ll need to tell inFlow which QuickBooks account to update when an order is pushed. This is the bank account you use in QuickBooks Online to receive/send payments (Checking, etc.). 

Push purchase orders/inventory

Push purchase orders and inventory values

Select Quickbooks Online plans include purchase order support

You can choose to push purchase orders you create in inFlow to your QuickBooks account. In doing so, inFlow will update the Inventory Assets and Cost of Goods Sold accounts in QuickBooks. inFlow will push a purchase order to QuickBooks when it’s inventory status is set to Partial or Fulfilled

Note: as soon as the purchase order sync is enabled, inFlow will sync your inventory value to QBO. It’s important that your inventory value is accurate in inFlow before enabling the sync. See here for details.

If you don’t want to purchase orders and inventory value from inFlow to QuickBooks, you can click “enable push” in the top right to disable the function and move on to setting up taxes in the next section.

For partially received orders, when the order is pushed to QuickBooks, it will only include items that have been received. As the remaining items are marked as received in inFlow, the same QuickBooks Bill will be updated to include those items.  

If you’d like to create separate QuickBooks bills when partially receiving items in inFlow, you’ll need to split the order by received items to create two separate purchase orders in inFlow. 

What gets pushed from inFlow to QuickBooks Online:

  • When a purchase order is pushed to QuickBooks, inFlow will create a corresponding QuickBooks Bill. 
  • inFlow’s total Inventory Cost Value will update the QuickBooks Inventory Assets account to match.
  • inFlow’s Cost of Goods Sold will update the QuickBooks Cost of Goods Sold account.

How will this look like in QuickBooks Online?

  • A QuickBooks Bill will be created when a purchase order’s inventory status is Partial or Fulfilled (partially received or fully received).
  • A QuickBooks Bill Payment will be created when a payment is entered into a purchase order that is Partial or Fulfilled.
    • note: inFlow does not sync Vendor Credit – any payments made with vendor credit will not be pushed to QuickBooks.
  • A QuickBooks Expense will be created when a partial or full payment is entered into an Unfulfilled Purchase Order. When the Purchase Order becomes Partial or Fulfilled, this QuickBooks Expense is automatically converted into a Bill Payment in QuickBooks. It will also be linked to the corresponding QuickBooks Bill. 

How will the products sync to QuickBooks Online?

The way products sync to QBO will depend on the information available for the product in inFlow Cloud and QBO. 

The matching priority happens automatically but it goes as follows:

1. Matching by inFlow Cloud SKU to a QBO SKU.

2. Matching by inFlow Cloud Product Name to a QBO Product (SKU must be empty in at least one system)

3. If there is no match, inFlow will create a new non-stocked product in QBO, matching both your product name and SKU field if it exists in inFlow.

What is inventory value and how does inFlow match it with QuickBooks’s inventory value? 

inFlow calculates the inventory value by adding up all of the costs of the items you currently have in stock. When a purchase order is pushed from inFlow to QuickBooks, inFlow will update QuickBooks’s inventory asset account with the new inventory value. As soon as purchase order sync is enabled, inFlow will sync inventory value – it’s important that your inventory value is accurate in inFlow before enabling the sync. Otherwise, the inventory value that is synced to QBO will be inaccurate.

To check the current inventory value in inFlow, run the Inventory Details report with “Total Cost Value” selected as a column.

Because inventory value is affected not only by purchase orders (see below), you can also manually update the inventory value in QuickBooks Online by clicking Push Inventory value in the integration settings module: 

Your total inventory value in inFlow is affected by:

  • purchasing/selling items – if you purchase/sell items, your inventory quantities change and your inventory value will increase/decrease accordingly. 
  • stock adjustments/count sheets – adjusting your inventory quantities will increase/decrease the inventory value accordingly. 
  • work orders – as you build finish products and use up components, your total inventory quantities will change, which will affect your inventory value. 
  • cost adjustments – when the cost of your items changes, so does the total inventory value. 

How does inFlow push the Cost of Goods Sold?

inFlow calculates the Cost of Goods Sold using a number of factors which are explained here. When a sales order is marked Fulfilled, inFlow will update QuickBooks’s Cost of Goods Sold account with the Cost of Goods Sold value for that order. 

Note: if you disable sales order push, the invoice will not be created in QuickBooks but the Cost of Goods Sold will still be pushed if you have enable purchase order & inventory value push.

How to set up purchase order and inventory value push

Once you’ve connected inFlow with your QuickBooks account following the steps above, you’ll need to configure the integration settings for the purchase order and inventory value push. Read below for more information on the required fields.

General integration settings

Cost of Goods Sold: 

You’ll need to tell inFlow which QuickBooks account to update when it pushes the total Cost of Goods Sold value from inFlow to QuickBooks Online.

Inventory Assets account: 

You’ll need to tell inFlow which QuickBooks account to update when it pushes the inventory cost value from inFlow to QuickBooks. 

Adjustments/Other Costs account: 

You’ll need to tell inFlow which QuickBooks account to use to balance out the Inventory Assets account. For example, if the integration needs to update QuickBooks’s inventory asset value by $500 in order to match inFlow’s inventory value, then $500 will be moved from this account to the inventory assets account. The type of account is a “Cost of Goods Sold” type account only.

If you don’t have a QuickBooks account to map to,  you can click  ‘+ create this account for me‘ to automatically create a QuickBooks account called “inFlow Adjustments” (the name can be changed in QuickBooks).


Taxes on Purchases (QuickBooks US only):

QuickBooks US doesn’t support taxes on purchases. To make the integration work, you’ll need to select a QuickBooks account for inFlow to update (it should be a liability or expense account) so that any taxes on purchase orders in inFlow will still be pushed to QuickBooks, but in this case, as a separate line/category on the order.  

Payment settings

Payment push

When enabled, payment push sends all payment information on a purchase order from inFlow to QuickBooks. Entering a payment on a purchase order in inFlow will create a corresponding QuickBooks Online Bill Payment. 

If your business enters payments into QuickBooks manually or with another software integration, this can cause duplicate payments if you mark an order Paid in inFlow. This is because there are now two sources trying to pay the same order. To prevent this, you can disable payment push. When payment push is off, all orders that are partially paid or paid in inFlow will still sync to QuickBooks, but payment information from inFlow will not be updated in QuickBooks. That way, when you receive the payment in QuickBooks, you can still mark it as paid in inFlow without worrying about duplicate payments.

Payments (Check):

If payment push is enabled, you’ll need to tell inFlow which QuickBooks account to take payment from when the payment method is set to “Check” on the purchase order in inFlow. 

Payments (Credit Card/no payment method selected):

If payment push is enabled, you’ll need to tell inFlow which QuickBooks account to take payment from when the payment method is set to “Credit” on the purchase order in inFlow. 

If no payment method is selected on the purchase order in inFlow, then that payment will be deducted from the selected QuickBooks payment account. 

Taxes

Taxes

Similar to mapping your accounts, you’ll need to map the taxes that are in inFlow Cloud to the tax rates that are in QuickBooks. Otherwise, if you have an order that charges tax and QuickBooks doesn’t already have that tax rate pre-loaded, your order won’t sync.

QuickBooks has released a new Automated Sales Tax feature that can calculate the taxes on your invoices for you based on shipping addresses and other order information on your invoices. If your account has this feature enabled, you won’t have to map any taxes and the window will say “Tax setup is complete”. Click Next to complete the setup.

The taxes that are set up in inFlow are displayed on the left-hand side, and the taxes in QuickBooks are in the drop-down menu. Click the drop-down menu to match the inFlow taxes to the ones in QuickBooks.

If there isn’t a drop-down menu listed to the right of the inFlow tax rate, it means you need to create that tax in QuickBooks first. For more information on how to add tax rates to QuickBooks click here.

When you have finished mapping your inFlow taxes to QuickBooks, click ‘Complete’ to finish the setup.

Troubleshooting

Troubleshooting

If you are having trouble using QuickBooks Online with inFlow Cloud, log in to the inFlow web portal by going to Main Menu > Options > Integrations. Here is where you can check for any errors that are causing your orders to not sync.

We currently support QuickBooks Online US, Canada, UK and AUS.

For specific steps you can try, see below.

My order didn’t sync to QuickBooks Online!

If you have saved orders in inFlow Cloud and you don’t see those orders in QuickBooks Online, check the online web portal for any errors. The errors should be specific, and it will let you know if a setting isn’t set up correctly.

For example, the image above shows the error: “Product/Service assigned to this transaction has been deleted. Before you can modify this transaction, you must restore 3007900“.

This means product 3007900 on this inFlow sales order has been deleted or marked inactive in QuickBooks Online. In order for this sales order to sync, this item will need to be made active again.

Once you have made the changes, click on the Retry all button to sync your orders.

Common sync errors:

The name supplied already exists. : Id=X

1. This is a generic QuickBooks Online error and may be due to a vendor in QuickBooks Online that has the same name as a customer (QuickBooks Online doesn’t allow this).

Solution: Check if you have a customer or vendor in QuickBooks Online with the same name as the customer or vendor that is on the order you’re trying to sync. If you have a customer or vendor with the same name, QuickBooks Online recommends adding an indication to the names so it can handle them as two different entries: For e.g. DebraC (C for customer) and DebraV (V for vendor).

2. This error can also come up if Product names, Categories or Payment Terms have extra spaces in between or after.

Solution: If you check through an export that there are extra spaces, please remove them and import the products back again with the updated csv. file (you could also do the same process manually in every product on your account). The system should recognize the changes and you can then retry the error in the Integration page.

The name supplied already exists. : Another product or service is already using this name. Please use a different name.

If a product on your inFlow order has a different name than the product in QuickBooks Online, e.g., there is an extra “space” at the end of the name like “Apple ” vs “Apple”, QuickBooks Online reads it as a different product.

Solution: check the product in the affected sales order in inFlow to see if there is an extra “space” at the end of the product name.

The name supplied already exists. : Another customer, supplier, or employee is already using this name. Please use a different name.

If a customer name in inFlow is different from the name in QuickBooks Online. e.g., the customer name in inFlow has an extra “space” at the end of it, like “John” vs “John “, QuickBooks Online reads it as a different customer.

Solution: check the customer in the affected sales orders in inFlow to see if there is an extra space at the end of the customer name.

Business Validation Error: You must set a transaction amount.

This error appears whenever there is a payment entry for either a Sales Order or Purchase Order with the value of 0 as the payment amount/amount applied.

Solution: On the order page, click in Paid, and on the Payment Details page, please delete that row. After that, you can retry the error on the Integration page, the error should disappear.

Element contains invalid characters.

This error means you have an invalid character either in your company name, Customers, Suppliers, Products and Services, or the Chart of Accounts.

Solution: Please check and remove any special characters. You can check for QBO acceptable characters here.

String length specified does not match the supported length.

Some fields have limited character lengths in Quickbooks but no limit in inFlow. If there is a field on the inFlow order that has reached the character limit for the matching field in QuickBooks Online, the sync will fail.

Solution: The error will specify a field’s character limit in Quickbooks (there is a list of their fields and character limits here). Check the corresponding field in inFlow to see that it hasn’t exceeded this character limit.

Object Not Found : Something you’re trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees.

There’s a customer or product on the inFlow order that has been deactivated in QuickBooks Online.

Solution: check to see if the customer or product in the affected sales order in inFlow have been deactivated in QuickBooks Online and then reactivate them before retrying the sync.

 Business Validation Error: You are not allowed to modify the quantity of an inactive stock item.

A product or service on the inFlow order is inactive in Quickbooks.

Solution: Check that the products or services that are on the inFlow order are not deactivated in QuickBooks Online and activate them if necessary. You can find more details here.

Invalid account type: You can’t associate a product or service with accounts of certain types (such as Accounts Receivable and Accounts Payable). If the product or service is something you sell, use an income account. If the the product or service is something you buy, use an expense account.

Products inside of Quickbooks have an account associated with them. An item on the affected order has an account associated with it that is not allowed.

Solution: Check the accounts that are setup for the items on the affected order in QuickBooks Online. The accounts should be setup as an income and/or expense accounts (depending on if it’s a sales order or a purchase order). Here’s how you can change the account associated: https://quickbooks.intuit.com/learn-support/en-ca/products-services/change-the-account-for-a-product-service-item/00/262004

This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first.

This error may be due to an inFlow sales order that had previously synced with QuickBooks Online and the payment was marked as deposited, but the payment was updated in inFlow after the initial sync to QBO.

Solution: remove the payment deposit in QuickBooks Online or click “dismiss” on the error in the Cloud integration page to clear it.

Email Address does not conform to the syntax rules of RFC822.

There’s issues with the syntax/format of the email in question. (e.g. extra white spaces, or rouge symbols like ,com instead of .com)

Solution: check the specific sales order, and look at the email of that order to see if there are any obvious extra spaces or incorrect email symbols. (easier to see on the windows application)

QuickBooks Online can’t connect

If too many sales orders are saved in inFlow at the same time (for example while importing sales orders) you may get an error saying: “Cannot connect to “QuickBooks Online at the moment”. This error will also be accompanied with a red exclamation mark on the top right-hand corner of the QuickBooks Online image, and a warning on the inFlow Cloud for Windows app.

Don’t panic! QuickBooks Online has a system in place where it prevents too many orders from being synced at once, so your orders are actually still able to sync. You’ll just need to wait a little, then click the Retry all button to sync again.

 If the Retry all option doesn’t work, please contact us at support@inflowinventory.com so we can further assist you.

Seeing duplicate payments?

Duplicate payments in QuickBooks Online can happen if payments are made directly into QBO manually or with another software integration.

The different payments come from marking an order paid in inFlow and another payment that’s been made directly into QuickBooks Online for the same order. To prevent this, see the steps below.

  1. Go to Main Menu > Options > Integrations.
  2. If you are already logged in, you’ll be directed to the Integrations section of the inFlow manage my account portal. Otherwise, you may be prompted to log in before you can continue. Click on the QuickBooks Online image.
  3. When the QuickBooks Online overview loads, click on the Payments link.
  4. Click on the Turn payment sync off then click Save and exit.

FAQs

Frequently asked questions

What if the product exists in inFlow but not in QuickBooks Online? 

If an item on an order doesn’t exist in QuickBooks Online, inFlow will create the item in QuickBooks Online as a non-stocked item. Depending on which setting you enable, it’ll also fill in either of these checkboxes in QuickBooks Online:

  • “I sell this item” and sets the income account for this product to the same one that is mapped in the inFlow setup. 
  • “I purchase this item” and sets the expense account for this product depending on the inFlow product type:
    • stocked products: Inventory Asset account
    • non-stocked products: Adjustments / Other Costs account
    • service products: Adjustments / Other Costs account

Does this sync inventory quantities?

No – the integration only pushes purchase orders, sales orders, total Cost of Goods Sold and total Inventory value, from inFlow to QuickBooks Online. 

If I make changes to an order, product, vendor or customer in QuickBooks Online, will it be updated in inFlow?

No – the integration is one-way. All data is pushed from inFlow Cloud to QuickBooks Online (no data gets pushed back from QuickBooks Online to inFlow). 

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