Manage QuickBooks inventory with inFlow Cloud

Posted by Thomas
QuickBooks inventory - Drawing of an inFlow car being helped along by QuickBooks

If you’re a QuickBooks Online user, you’ve probably found its inventory management features lacking. That’s okay because QuickBooks is an accounting app first and foremost, and inventory tracking is really one of its sub-features in the higher-end Plus plan.

The Quickbooks Plus plan can help you with simple product-tracking setups, like buying goods and services on purchase orders and then selling them on sales orders. It will also show you low stock items so you can reorder them, and track your costs with the FIFO costing method.

But if you’ve already tried managing products with QuickBooks, you’ve noticed that it’s missing a lot of little features to make inventory management easier. For example, QuickBooks isn’t designed to scan barcodes, track picking and shipping, or handle serial numbers. The good news is that inFlow Cloud is designed to do all of those things, and the even better news is that it can sync sales orders with QuickBooks Online.

After you’ve set up our QuickBooks integration, you’ll use inFlow Cloud to manage your inventory and orders, and any invoices you create will automatically sync to QuickBooks Online. If you record a sales payment in inFlow Cloud, this will be reflected in QuickBooks as well. This means that QuickBooks users still have a definitive financial record at the end of the month.

How can inFlow Cloud help me track my QuickBooks inventory?

inFlow Cloud was built for tracking inventory, so it can handle the basics like buying products and adjusting stock levels, just like QuickBooks can. But inFlow Cloud also takes things further.

One example is how orders are handled: QuickBooks can add specific products to a sales order, which immediately takes them out of stock. But this doesn’t help you with situations where you ship an order in several shipments, or you’re waiting on a few back-ordered items.

inFlow Cloud understands that inventory tracking is about more than just what you have on hand, so inFlow can show you which items have been reserved on a sales order, and how many you’re expecting on an incoming delivery. It also tracks stock across multiple locations, so inFlow can tell you exactly where a product was shipped from, and how many of them are left in stock.

Filtering orders by inventory status in inFlow Cloud is a huge time saver. If you feel your business is slowing down just trying to manage incoming orders, you’ll quickly see why this kind of order filtering is essential.

QuickBooks Online doesn’t handle serial numbers

inFlow Cloud Advanced tracks serials from purchase right up until final sale

You’ll also want to use inFlow Cloud if you handle products with serial numbers, which is a feature that isn’t present in QuickBooks. Our Advanced plan can help you track exactly when a particular serial number hit your inventory, and who it was sold to.

This is super handy if you have any warranty claims or are trying to find out where a broken part was purchased from.

QuickBooks Online can’t help you assemble products or BOM

Work orders take components and combine them into a final product

Then there’s manufacturing and bundling. QuickBooks Online can group items to be sold as a bundle, but if your business combines raw components to make a new product, then you’ll be better served by inFlow Cloud’s work orders.

Work orders take a bill of materials (a recipe for creating something), deduct the components from inventory, and build their cost into the final products you create. They’re a great way to keep accurate count of your components, while still ensuring accurate valuation of your finished goods.

Why QuickBooks Online works well with inFlow Cloud

inFlow Cloud has things covered from the inventory management side, but it isn’t a proper replacement for accounting apps. Although you can record payments in inFlow Cloud, inFlow can’t actually receive or deposit money on your behalf.

This is where QuickBooks Online and the QuickBooks Payments feature come in. If you subscribe to QuickBook Payments, you can send payable invoices directly to your customers. This means that you can start sales orders in inFlow to make sure they’re picked and shipped, and then handle all of the payment details and receipt in QuickBooks Online.

Another important accounting feature in QuickBooks Online is a profit and loss statement (a.k.a., P&L), which shows you how much money your business gained and lost over a period of time. inFlow Cloud can help you track the profit on orders and products, but because inFlow’s focus is on inventory, it doesn’t give you the whole picture.

You’ll want QuickBooks to track things like payroll and lease payments, which are subtracted from the money your business earns each month. When you review your P&L you’ll have a complete picture of the money going in and out of your business, and which areas of your business you can target for improvement.

Manage your QuickBooks inventory with inFlow Cloud!

Looking to streamline your inventory management and your accounting? 

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About Thomas

Thomas is a 100% human being who divides his time between writing medium-sized articles with his keyboard and taking large photographs with his camera.

Have a question or comment? Let us know below!

  1. I provide accounting through QBO for one of my clients, who uses inflow. We set up the intergration between both systems. In daily basis transactions, it is essential to keep a record of inventory. The art of handling the inventory is necessary for any type of business, satisfying customers.

  2. I am looking to find a way to just journal/enter the cost of goods that cost to each job. Some are ordered from manufacturer. we also have stock inventory that needs to get costed to a job. Is there a way to get a total dollar value added to the Stock Transfer printed page?

    1. Hi Kathy,

      Our stock transfer page doesn’t add any extra cost values right now. But they will affect the reported inventory cost value at each location. So if you transferred $500 of product from Location A to Location B, you’ll now have $500 more in cost value at Location B and -$500 at Location A when the transfer is complete.

      The recommended method right now for adding/modifying costs is through purchase orders and work orders. We’ve got a good breakdown of how inFlow handles cost calculations in this article:

      If POs and work orders don’t work for your needs, could you let us know a bit more about why you’d like them in stock transfers?

  3. We manufacture architectural stone veneer. When we track our stone costs- or sell the stone- it’s done on a “per square foot” basis. However, we package the stone on individual pallets for sale…one pallet might have 100 SF…another might have 150 square feet…and so on. Do we need to assign a new number to every pallet?

    1. Hi John, thanks for getting in touch.

      Yes, I do think it would be a good idea to assign different item names or SKUs to those other pallet types.
      In inFlow you could use a work order to combine 100 square feet of stone into a 100 SF pallet.
      This would automatically deduct 100 units of stone from an inventory location and create a new item, a 100 SF pallet. This could help to better reflect the reality of that inventory—that you already have 100 SF prepped and ready for an order.

  4. Hi
    We currently use QBO UK version and for most things we are happy, however inventory and sales onders are we’re we feel lacks what we need. We also install and retail produces and require a sales order to be able set prices inclusive of tax like quickbooks, is this feature available in inflow.

  5. I provide accounting through QBO for one of my clients, who uses inflow. We set up the intergration between both systems. Unfortunately the sales orders coming into QBO from Inflow all have zero $ values. Can anyone help.

    1. Hi there! I’m sorry we missed your comment here on the blog, but I did check on the email address you left us and it looks like you’ve spoken with our support team and they’ve also sent you a transcript of the chat for your records. If there are any more QBO questions, the best place to get a hold of us is via the Contact button at the top of our website.

    1. Sorry Dennis, our integration is with QBO specifically. We don’t have plans to integrate with QB Pro at this time (though we can import/export transactions in CSV).

  6. Can InfFlow be integrated to existing QuickBooks Online or do we need to set up a whole new QuickBooks for it to work?

  7. Is Quickbooks Desktop also compatible with InFlow Cloud? For many reasons, I don’t want to move to QBO, but having to make entries (sales, purchase orders, etc) is getting old.


    1. Hi Lynne, sorry for the late reply here.

      Unfortunately we will not be supporting QuickBooks Desktop. I understand that QBO doesn’t have the same capabilities as QBD. However when our developers looked at how inFlow and QuickBooks could communicate, QuickBooks Online was the best choice for creating a reliable and sustainable integration.

  8. Having difficulty with the fact that CUSTOMER NAME does not print out on invoices in QB, even though it is in my INFLOW Customer List, and CUSTOMER ADDRESS does not printout on statements in QB, even though it is in my CUSTOMER LIST. There seems to be a hiccup with the integration as far as how the fields are mapped. Hoping there will be some resolution. Also 2-way payment integration is needed, if you deal with pre-payments.

    1. Hi Mary,

      I’m sorry to hear about the difficulty you’re having with the QBO integration right now. I’ve cross-checked the email address you left in this comment with our support team, and it looks like they do have a support ticket with you from today. I’ve provided them with the extra details from your comment here so you won’t need to re-explain anything.

      Thank you for bringing this to our attention and providing the detailed feedback. Someone from our team will be in touch with you soon!

  9. I have a Datamax – O’neil, E class – Mark III barcode printer, will this printer be compatable with Inflow and can you direct me to video or instruction for install / use?

    1. Hi Jon,

      Sorry, inFlow doesn’t work directly with barcode printers, as we don’t print any barcode stickers or product labels from the program itself. Usually these barcode printers have their own software, and this is what our customers use. Unfortunately, it doesn’t look like Datamax offers their own label making software.

      I did a quick Google search and did find this site for NiceLabel. I haven’t tried their software out myself, but they seem to have compatible Datamax drivers:

    1. Sorry to hear that Najath; if you had your choice, what other accounting app would you want to use with inFlow Cloud?

      – Thomas