Connecting to QuickBooks Online – set up, troubleshooting and FAQs

Are you currently using inFlow Cloud and QuickBooks Online (QBO) to manage your inventory and accounting? If so, you can connect inFlow to your QBO account to push new purchase and sales orders created in inFlow to QBO automatically. 

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

Before setting up the integration

Make sure that the main currency that you use in inFlow is the same as the main currency used in QBO. If you use more than one currency in your inFlow Cloud orders, turn on the Multicurrency setting in QBO. 

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 QBO account for authorization. If you have multiple QBO accounts, select the one that you’d like inFlow to communicate with. 
  5. Click Connect to allow inFlow to view and update your QBO 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 QBO in the integration settings module. Click on the tabs below to learn more about each section of the setup. 

Push sales orders

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

Once you’ve connected inFlow with your QBO 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 QBO, 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 can’t be pushed to QBO.

How to set up sales order push

Before setting up

You can’t change the customer currency settings in QBO 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 QBO. 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 QBO account should be updated when a sales order is pushed from inFlow to QBO. Typically this is the account in QBO you use to receive money for products sold. Select the appropriate QBO account from the dropdown. 

Customer name: 

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

Payment settings

Payment push

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

If your business enters payments into QBO 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 QBO, but payment information from inFlow will not be updated in QBO. That way, when you receive the payment in QBO, 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 QBO account to update when an order is pushed. This is the bank account you use in QBO to receive/send payments (Checking, etc.). 

How will this look like in QBO?

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

When your sales orders are invoiced, partially paid, or paid in inFlow, you can find those orders in the Sales Transactions section of QBO. 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 QBO, 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
  • Items purchased
  • Quantity of items 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

What customer fields sync with QuickBooks Online?

Currently, inFlow Cloud only syncs your sales order with QBO, not your customer records. When you save an order in inFlow with a customer that isn’t in QBO, the sync will create a new customer profile in QBO 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 QBO manually.

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

Push purchase orders and inventory value

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

If you don’t want to purchase orders and inventory value from inFlow to QBO, 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 QBO, it will only include items that have been received. As the remaining items are marked as received in inFlow, the same QBO Bill will be updated to include those items.  

If you’d like to create separate QBO 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. 

How to set up purchase order and inventory value push

Once you’ve connected inFlow with your QBO 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 QBO account to update when it pushes the total Cost of Goods Sold value from inFlow to QBO.

Inventory Assets account: 

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

Adjustments/Other Costs account: 

You’ll need to tell inFlow which QBO account to use to balance out the Inventory Assets account. For example, if the integration needs to update QBO’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 QBO account to map to,  you can click  ‘+ create this account for me‘ to automatically create a QBO account called “inFlow Adjustments” (the name can be changed in QBO).


Taxes on Purchases (QBO US only):

QBO US doesn’t support taxes on purchases. To make the integration work, you’ll need to select a QBO 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 QBO, 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 QBO. Entering a payment on a purchase order in inFlow will create a corresponding QBO Bill Payment. 

If your business enters payments into QBO 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 QBO, but payment information from inFlow will not be updated in QBO. That way, when you receive the payment in QBO, 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 QBO 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 QBO 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 QBO payment account. 

What gets pushed from inFlow to QBO:

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

How will this look like in QBO?

  • A QBO Bill will be created when a purchase order’s inventory status is Partial or Fulfilled (partially received or fully received).
  • A QBO 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 QBO.
  • A QBO 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 QBO Expense is automatically converted into a Bill Payment in QBO. It will also be linked to the corresponding QBO Bill. 

What is inventory value and how does inFlow match it with QBO’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 QBO, inFlow will update QBO’s inventory asset account with the new inventory value. Because inventory value is affected not only by purchase orders (see below), you can also manually update the inventory value in QBO 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 QBO’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 QBO but the Cost of Goods Sold will still be pushed if you have enable purchase order & inventory value push.

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 QBO. 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.

QBO 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 QBO are in the drop-down menu. Click the drop-down menu to match the inFlow taxes to the ones in QBO.

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 QBO first. For more information on how to add tax rates to QBO click here.

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

Troubleshooting

If you are having trouble using QuickBooks Online (QBO) 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 QBO 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 QBO, 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. : 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 QBO, e.g., there is an extra “space” at the end of the name like “Apple ” vs “Apple”, QBO 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 item 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 QBO. e.g., the customer name in inFlow has an extra “space” at the end of it, like “John” vs “John “, QBO 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.

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 QBO, 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 QBO.

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

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 QBO 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 QBO orclick “dismiss” on the error in the Cloud integration page to clear it.

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! QBO 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 QBO 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 QBO 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 QBO 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 QBO? 

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

  • “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 QBO. 

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

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

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