QuickBooks Online delivers comprehensive accounting management for growing businesses, handling everything from payroll processing to sales tracking and financial reporting.
Running separate inventory and accounting systems creates unnecessary complexity and increases error risk. This integration creates a unified workflow where inventory actions automatically trigger accurate accounting entries, giving you complete business visibility without double data entry.
📌 Note: QuickBooks Essentials or higher is required for this integration.
Key benefits of the QuickBooks integration
Automated Inventory Accounting: When you process a sale in Unleashed, stock levels update automatically while the transaction details flow to QuickBooks for immediate financial recording.
Real-Time Financial Visibility: Every inventory movement, customer interaction, and supplier transaction maintains perfect synchronization between your operational and financial systems.
Streamlined Business Operations: Eliminate manual data transfer, reduce errors, and focus on growing your business instead of managing data between systems.
Data synchronization
Import from QuickBooks
When you create new records in QuickBooks, simply import them to Unleashed to maintain proper mapping for ongoing synchronization:
Chart of Accounts
Tax settings
Customer records
Supplier information
Export from Unleashed to QuickBooks
Configure which data automatically syncs to QuickBooks:
Customers
Suppliers
Sales Invoices
Purchase Orders
Stock Movement Journals (Shipment, Adjustment, Sales, Credit)
Assembly/Disassembly records for non-diminishing products
Credit Notes
Supplier Returns
Manage Customer and Supplier data
When integrating Unleashed with QuickBooks Online (QBO), managing customer data effectively is essential to ensure smooth synchronization and workflow. This article explains the process of customer creation, synchronization, and setup options.
Customer creation
Unleashed allows customers to be automatically created in QuickBooks when invoices are sent from Unleashed. If an invoice is generated for a new customer in Unleashed, the system will push the customer details along with the invoice to QuickBooks, creating a new record in QBO. Alternatively, if the customer already exists in QuickBooks, Unleashed can link the invoice to the existing customer record. This ensures no duplicate records are created in QuickBooks during the integration process.
Setting up Customers in QuickBooks before using Unleashed
You can choose to set up customers in QuickBooks before integrating with Unleashed. Any pre-configured customer data in QBO can be seamlessly synced to avoid redundancy. Additionally, Unleashed provides the option to import existing customers from QuickBooks using the Manage Data page within the QuickBooks configuration settings in Unleashed. This flexibility allows businesses to adapt integration workflows to their preferences and operational needs. Whether creating customers in QuickBooks first or letting Unleashed handle it via invoice creation, the process is straightforward and ensures consistent data synchronization.
Before getting started
Before proceeding with installation, verify that your QuickBooks account meets the following regional requirements and that your stock valuations are aligned between systems. This preparation ensures a smooth integration setup and ongoing operation.
Universal Requirements
Stock Valuation Alignment: Your total stock value in Unleashed must match your Inventory account balance in QuickBooks before activation. This prevents sync discrepancies from day one.
Unique Naming Convention: Customer and Supplier names must be distinct across both record types in Unleashed. Duplicate names will block synchronization.
Single Connection Policy: Each Unleashed account connects to exactly one QuickBooks company. Changing this connection requires complete reinstallation.
Product Handling: Products sync as transaction line items rather than separate catalog entries, eliminating duplicate inventory management.
One-Way Transaction Flow: Changes made directly in QuickBooks won't reflect back in Unleashed. Always edit transactions in Unleashed to maintain system consistency.
Multi-Currency Setup: Enable multi-currency in QuickBooks if needed. Create separate customer/supplier records for each currency (example: "ABC Company USD" and "ABC Company EUR").
US-Specific configurations
Purchase Tax Settings: Use Unleashed's "No tax" (NONE) option for all purchase transactions, as QuickBooks doesn't support purchase tax in the US.
Currency Conversion: All transactions export to QuickBooks in USD using exchange rates from Unleashed's System > Currency Rates.
Sales Tax Preparation: Configure your sales tax rates in QuickBooks Online before enabling the integration.