Zoho Inventory and QuickBooks Online Integration

Zoho inventory is integrated with QuickBooks Online to make your accounting and inventory management go hand-in-hand. With this seamless integration, QuickBooks customers can easily access all their sales and purchases in Zoho Inventory.

With this integration you can:

  • Import your accounts and contacts into Zoho Inventory from QuickBooks Online
  • Export your invoices, credit notes and bills along with their payments from Zoho Inventory to QuickBooks Online

Prerequisites

  • You must have an active account with QuickBooks Online 
  • You cannot connect multiple QuickBooks organizations to your Zoho Inventory organization and vice versa
  • Your QuickBooks organization with which you wish to integrate, must have the country as the US. 
  • Ensure that the base currency of both these organizations is the same.
  • If you have enabled multi-currency in Zoho Inventory, then you have to enable the same in the QuickBooks too

Set up QuickBooks Online Integration in Zoho Inventory

Integrating Zoho Inventory with QuickBooks Online is a simple and straightforward process

  • Log in to your Zoho Inventory account
  • Navigate to the Integrations tab on the sidebar
  • Choose the Accounting tab
  • Click the Connect to QuickBooks button next to QuickBooks Online
  • You will be redirected to QuickBooks Online sign-in page. Enter your credentials to proceed with the integration
  • Once you sign in to QuickBooks, if you have multiple organizations, you need to select the organization you want to connect with Zoho Inventory
  • After selecting an organization, click Connect to complete the integration

Configure the Integration

  • Once you have connected with QuickBooks you will be redirected to your Zoho Inventory account to configure the integration
  • Here, you need to configure the settings to import and export from QuickBooks Online

Importing from QuickBooks Online

The following can be imported from QuickBooks Online:

  • Accounts: By default, all your accounts in QuickBooks will be imported as accounts in Zoho Inventory. The accounts will be synced both ways, but any chances made to the existing accounts in Zoho Inventory will not be reflected in QuickBooks
  • Customers: All you customer contact details in QuickBooks will be imported as customers in Zoho Inventory.
  • Vendors: All your vendor contact details in QuickBooks will be imported as vendors in Zoho Inventory.
  • Your existing accounts and contacts in Zoho Inventory will not be affected by the import
  • All your imports will be automatically reflected in your Zoho Inventory account

Exporting to QuickBooks Online

  • Choose the modules you want to export from Zoho Inventory to QuickBooks. You can export invoices with payments, bills with payments and credit notes
  • Select an adjustment account for bills and invoices
  • Select an account under which you want to record bank charges and write-offs for your invoices
    • If or when an invoice is written off in Zoho Inventory, a credit note is automatically created and associated with the corresponding invoice in QuickBooks
    • If a payment is recorded with bank charges, the payment amount is initially accounted as undeposited funds and a deposit will be made to the appropriate bank account with bank charge
  • Here, you need to configure the settings to import and export from QuickBooks Online
  • You can export transactions created with the contacts imported from QuickBooks. If you are exporting a transacation created with a contact in Zoho Inventory, then the contact will be automatically created in QuickBooks with the basic details such as name, phone, email, and address
  • The underlying items in each invoice or bill that is exported from Zoho Inventory will be created on the fly as Products and Services in QuickBooks 
  • The transactions will be exported to QuickBooks as and when they are created/updated/deleted in Zoho Inventory.

Mapping Taxes

  • To map the taxes, make sure that you have enabled taxes in both Zoho Inventory and QuickBooks Online account
  • Select an existing tax in Zoho Inventory or create a new one, and then select the corresponding QuickBooks tax to be mapped.
  • Once the initial setup and configuration is done, click Save to return to the details page. 

Adding Items from QuickBooks Online

Items in Zoho Inventory do not sync with the items in QuickBooks Online

Since Zoho Inventory is the stock management software, you will have to bring your existing items in QuickBooks in Zoho Inventory. 

To do so:

  • Export all your items in QuickBooks
  • Import the same into Zoho Inventory 
  • Mark the existing items in QuickBooks as inactive

View Integration Details

After you have configured the integration, you can view the details regarding the integration from the details page

  • Any new addition to the list of contacts or accounts in QuickBooks will be automatically reflected in your Zoho Inventory account virtue of the auto-sync that occurs once a day
  • If you want the chance to be reflected in Zoho Inventory immediately, you can click the Instant Sync button. 
  • You can change the configurations at any time by clicking the Chance Configuration
  • From the details page, you can also check when the next time sync will occur, the last synced time, and view the history of all syncs between your Zoho Inventory and QuickBooks Online.

Sync between Zoho Inventory and QuickBooks Online

Zoho Inventory syncs with the transactions and contacts from QuickBooks Online. The following lists out the sync details

Sync Details of Transactions

Transactions such as invoices with payments are pushed from Zoho Inventory to QuickBooks Online.

The following table lists out how the transactions are synced between Zoho Inventory and QuickBooks Online

Zoho Inventory QuickBooks Online Sync Type Sync Time
New Invoice
Creates a New Invoice
One-Way Sync
Immediate Sync
Updating Invoice
Updates the Corresponding Invoice
One-Way Sync
Immediate Sync
Deleting Invoice
Deletes the Corresponding Invoice
One-Way Sync
Immediate Sync
Adding Payment for Invoice
Creates Payment for the Corresponding Invoice
One-Way Sync
Immediate Sync
Deleting Payment for Invoice
Deletes Payment for the Corresponding Invoice
One-Way Sync
Immediate Sync
New Bill
Creates a New Bill
One-Way Sync
Immediate Sync
Updating Bill
Updates the Corresponding Bill
One-Way Sync
Immediate Sync
Deleting Bill
Deletes the Corresponding Bill
One-Way Sync
Immediate Sync
Adding a Payment for Bill
Creates Payment for the Corresponding Bill
One-Way Sync
Immediate Sync
Deleting Payment for Bill
Deletes Payment for the Corresponding Bill
One-Way Sync
Immediate Sync

Sync Details of Invoice

Invoices are created in Zoho Inventory will be exported to QuickBooks Online along with their payments. 

The following tables lists out the fields in Zoho Inventory invoice that are mapped with the one created in QuickBooks

Zoho Inventory QuickBooks Online
Invoice Number
Synced as Invoice No.
Invoice Date
Synced as Invoice Date
Currency Code
Synced as Currency Code
Exchange Rate
Synced as Currency Exchange
Item Name
Synced as Product/Service
Item Description
Synced as Description
Item Rate
Synced as Rate
Item Quantity
Synced as Qty
Discount
Synced as Discount (QuickBooks Online doesn't support line item level discounts will be added and displayed as a total discount for the invoice)
Tax
Synced as Tax
Shipping Charges
Synced as Shipping
Adjustment
Synced as Adjustment (Will be added as a separate line item)

Sync Details of Bills

Bills created in Zoho Inventory will be exported to QuickBooks Online along with their payments. 

The following table lists out the fields in Zoho inventory bills that are mapped with the one created in QuickBooks

Zoho Inventory QuickBooks Online
Bill#
Synced as Bill No.
Bill Date
Synced as Bill Date
Currency Code
Synced as Currency Code
Exchange Rate
Synced as Exchange Rate
Item Name
Synced as Product/Service
Item Description
Synced as Description
Item Rate
Synced as Rate
Item Quantity
Synced as Qty
Discount
Synced as Discount (Wil be added as a separate accounting line item)
Tax
Synced as Tax
Shipping Charges
Synced as Shipping
Adjustment
Synced as Adjustment (Will be added as a separate line item)

Sync Details of Contacts

Both vendor and customer contact details will be synced from QuickBooks Online to Zoho Inventory. A contact created in QuickBooks as a “Customer”.  A contact created in QuickBooks as a “Vendor” will be imported into Zoho Inventory as a new “Vendor”.

The following table lists out how each contact’s details are reflected from QuickBooks Online to Zoho Inventory

QuickBooks Online Zoho Inventory
Display Name
Synced as Contact Display Name
Email
Synced as Contact Email
Phone
Synced as Contact Phone (Work Phone)
Mobile
Synced as Contact Phone (Mobile)
Website
Synced as Website
Fax
Synced as Fax
Billing Address
Synced as Billing Address
Shipping Address
Synced as Shipping Address (Not applicable for Vendors)
Currency Code
Synced as Currency Code

Sync Details of Stock Movements

The stock movement in Zoho Inventory will be recorded in your QuickBooks journal daily. both the incoming and outgoing changes in stock will be captured in the journal in a consolidated manner. Each line item in the journal will list the debit and credit amount per sale/purchase account for the day. 

The inventory adjustments that you make in Zoho Inventory will also be record in the journal in QuickBooks. 

Thus, you can avoid manual data entries as your stock movements will be accounted for in the journal automatically. 

Delete the Integration

To delete the integration with QuickBooks Online:

  • Log in to your Zoho Inventory account
  • Navigate to Settings, Integrations, then Accounting
  • Click the trash icon in the top right corner
  • In the following pop-up, click Confirm to remove the integration

Even after you remove the integration, all your accounts, customers, and vendors from QuickBooks will continue to remain active in Zoho Inventory. 

To disable the integration temporarily:

  • Click the Deactivate link. You Zoho Inventory account will not longer be in constant sync with your QuickBooks account
  • To re-activate the integration, simply click the Activate button.