QuickBooks Online

Availability — Included with the Sales or Purchasing module. Manage modules and your plan tier in Account & Billing.

The QuickBooks Online integration keeps Knowledge ERP and your books aligned so you're not double-entering financial data.

Connecting #

From the QuickBooks settings page, connect via the OAuth flow — you'll authorize Knowledge ERP against your QuickBooks company once, and the connection is stored for your account.

What syncs #

You choose, per record type, and everything starts off. After connecting, the QuickBooks settings page lists five switches — Customers, Vendors, Customer Invoices, Vendor Bills, Inventory Adjustments — all off until you turn them on. Connecting QuickBooks gives Knowledge ERP permission to reach it, not permission to send it everything.

Two of them depend on others: an invoice has to name a customer, and a bill has to name a vendor, so Customer Invoices needs Customers and Vendor Bills needs Vendors. Turn the directory on first, or the documents will have nothing to attach to.

Worth a moment's thought before switching Customers on: it sends names, contact details, both addresses and your free-text notes to Intuit in the United States, including for people added automatically — a customer created when somebody books online, or opens a portal link, is a customer like any other.

• Customers and vendors (ERP → QBO) — when the matching switch is on, pushed to QuickBooks whenever a customer or vendor record is created or updated.
• Customers and vendors (QBO → ERP) — when a customer or vendor is created or updated in QuickBooks, the change flows back via webhook: the matching record is updated (matched by the sync map, then email, then name), or a new one is created. Configure the webhook URL (shown below) and verifier token in your Intuit app's webhook settings.

Customer names map straight across, in both directions: Company Name ↔ QuickBooks' CompanyName, First Name ↔ GivenName, Last Name ↔ FamilyName, and the derived display name ↔ DisplayName. So a QuickBooks company arrives here as a company rather than as a person with an odd first name.

• Customer invoices → QBO invoices — a customer invoice is pushed to QuickBooks as an invoice in your AR when its status changes to Sent, Partially Paid, Paid, or Overdue.
• Vendor invoices → bills — a vendor invoice is pushed to QuickBooks AP as a bill when it is approved.
• Inventory adjustments → journal entries — adjustment, discard, and "used" movements post as journal entries so stock value stays reconciled. That includes the unit list's Change Status bulk action: moving units on or off In Stock is stock arriving or leaving, and it posts for the value of what moved. Two cases post nothing, both correctly — a change between two statuses that are both off the shelf (Missing to Out of Stock, say) moves no stock, and a unit that Mark missing emptied cannot be restored by that action, because marking it missing leaves it in no bin. Use Mark as Found for those. Stock booked in through POST /api/v1/inventory/units is the other exception: it is recorded in the movement log like any other stock-in, but it is not posted to QuickBooks, so loading stock from a script or an integration never writes into your books on its own.

Receiving changes from QuickBooks #

Inbound customer/vendor sync arrives through an Intuit webhook. In your Intuit app's webhook settings, point the notification URL at https://your-domain.com/quickbooks/webhook and copy the verifier token into the QUICKBOOKS_WEBHOOK_VERIFIER_TOKEN environment variable — every inbound notification's signature is validated against it before anything is imported. Subscribe to the Customer and Vendor entities; create and update events are honored (deletes are ignored).

Scope #

This integration is the bridge to accounting, not a replacement for it. Knowledge ERP deliberately does not run its own general ledger — QuickBooks remains the system of record for double-entry accounting.