This QuickBooks integration automatically synchronizes critical business data including sales invoices, purchase orders, customer and supplier information, and stock movements between Unleashed and QuickBooks. By connecting these platforms, you'll maintain accurate financial records while ensuring your inventory data stays current across both systems.

The setup process involves three main phases: installation and connection, configuration of sync settings, and ongoing management through monitoring tools. Once configured, the integration runs automatically in the background, with built-in error handling and detailed logging to help you maintain smooth operations.

This guide walks you through each step, from initial setup requirements through advanced troubleshooting, ensuring you can confidently implement and manage your QuickBooks integration for optimal business efficiency.

To reduce the risk of variances between Unleashed and QuickBooks, before integrating, ensure your Stock On Hand (SOH) value in QuickBooks matches the Stock Value in the Stock on Hand Enquiry.

In QuickBooks, you'll also want to ensure:

To set up and access the QuickBooks integration, ensure your user role has the following Settings > Integration Store permissions enabled.

To connect QuickBooks to your account, import your QuickBooks data and establish the integration:

At the top of the QuickBooks integration's page, there is an Integration Status toggle that indicates whether the integration is active or not. When toggled on, transactions and records will sync across the integration, per your configuration settings. When toggled off, the integration will not sync any updates, but the configuration's settings will remain unchanged. The toggle will also update to say "Ready to integrate?", to toggle back on and resume syncing updates.

The Configuration tab in the QuickBooks integration allows you to manage how customers, suppliers, and transactions sync between systems. Initially, all configuration settings will be enabled, but can be updated and amended at any time and will take effect as soon as the new configuration is saved.

In the Link your QuickBooks accounts to Unleashed section of the Configuration tab, you'll set up three essential default accounts that can be changed at any time after set up:

Create new accounts in QuickBooks first, and they'll automatically appear in the Configuration tab for selection. However, if new Sales or COGS accounts don't sync automatically, go to the Manage Your Data tab and select Import Accounts.

The taxes in your QuickBooks account need to be mapped to taxes in Unleashed to ensure successful exports of transactions in real-time. The easiest way to do this is to let them automatically sync, but you also have the option to set them up manually.

To automatically sync and import taxes from QuickBooks :

The integration will import QuickBooks' taxes, mapping to existing taxes that match, populating the tax's Accounting Tax, or creating a new tax to align with QuickBooks' tax codes and rates. When there are multiple taxes in QuickBooks with the same tax rate, manually create each iteration in Settings > System > Taxes.

To manually sync QuickBooks' taxes:

Set up the default 0% purchase and sales taxes that will apply to the transactions exported to QuickBooks, using the "Purchase Tax - No Tax (0%)" and "Sales Tax - No Tax (0%)" drop-down menus in the Setup your QuickBooks taxes section.

When the default taxes set in Settings > System > Taxes are 0% taxes, these taxes will auto-populate in the QuickBooks configuration. If another tax rate is the default, drop-downs for both the 0% taxes and additional taxes will be populated.

The What exports to QuickBooks? section in the QuickBooks integration's Configuration tab allows you to manage which transactions export to QuickBooks, and how your customers and suppliers sync. Use the toggles to enable each setting, and when available, use the additional options to further configure how the transactions will sync.

Once the settings are up to date, click on the Save Configuration button at the bottom of the page to apply them to the integration.

If you have set up Parent and Sub-customer accounts in QuickBooks, Unleashed will treat these as separate individual accounts they sync to. If the QuickBooks setting "Bill parent customer" is ticked, Sales journals will be sent to the Parent Customer account.

Use the Manage Your Data tab in the QuickBooks integration's Configuration tab to import customers, suppliers, products, taxes, accounts, and custom fields from QuickBooks. It's recommended to only use these import options when you're initially setting up the integration, or if the records have not updated automatically.

All taxes imported from QuickBooks are combined to calculate effective tax rates. These effective tax rates are then applied to your transactions in Unleashed to calculate the appropriate tax amount. As those transactions export from Unleashed to QuickBooks, Unleashed breaks down the tax amount into the related tax rates.

Tax is made into two different taxes:

The effective tax rate is 26%. In Unleashed we apply 26% tax to transactions; for $100 the tax amount is $26.

When exported to QuickBooks, the tax is:

Total tax: $26

The Export Data page serves as your integration command center, providing complete visibility into data synchronization between Unleashed and QuickBooks. The overview section at the top displays key synchronization metrics, giving you immediate insight into your integration's health and helping you quickly spot any discrepancies that need attention.

The values shown in the Export Data's header, calculated based on the filters that have been applied, are detailed in the table below.

Use the filter fields to review and manage which transactions or records will be displayed in the Export Data tab. These filters will dictate the values that are used to calculate the Export Data tab's header values. By default ,the Export Data tab will be filtered to populate outstanding exports of all currencies and transaction types from the last month.

When a transaction or record falls within the Export Data tab's filtered parameters, it will be listed in the Export Data tab's grid. The details and actions available per listed transaction have been explained in the following table.

When transactions fail to sync, you'll see "Export error Why?" in the Status column. Click the "Why?" link to view detailed error information and resolution steps.

Failed transactions won't automatically retry. After reviewing the error details and making necessary corrections to your settings, records, or transactions, manually re-export using either the batch action checkboxes or the Action menu on individual transaction rows.

If you notice that transactions are not appearing in QuickBooks after attempting to export:

Use the Connection Log to review the activity in your QuickBooks integration over the last 7 days. This is especially useful when reviewing errors if transactions or contacts have failed to sync to QuickBooks.
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Each update or activity logged in the Connection Log will be assigned one of the following Log Levels (Severity):

The Log Message column within the Connection Log will provide further details on why a transaction's been logged as an ERROR and how to to resolve the issue before re-attempting to export it.