QuickBooks Online integration
Sync supplier bills, sales, and inventory value to QuickBooks Online — with per-piece controls so your books work the way your accountant wants.
Foundry’s QuickBooks Online app keeps your books current without retyping anything — and every piece of it is independently optional. Some businesses only want supplier bills. Some want every sale in QuickBooks; others want one tidy journal per day, or no sales at all. Some want inventory on the balance sheet, some leave that to a year-end entry. You choose per feature (and for sales, per channel), and everything is off or conservative by default until you turn it on.
What can sync — and the choices you have
| Area | Your options | Default |
|---|---|---|
| Supplier bills (AP) | Push PO-linked supplier invoices to QuickBooks as vendor bills | On once you pick an expense account |
| — Timing | Send as soon as the invoice is ready or only after you mark it reconciled | As soon as it’s ready |
| — Later edits | Send once and freeze or keep the QuickBooks bill updated when the invoice changes in Foundry | Send once |
| — Mismatch warnings | Warn when a bill’s QuickBooks total stops matching Foundry (someone edited it in QuickBooks) | On |
| Bill payments | Payments recorded in QuickBooks automatically mark the Foundry invoice paid | Always on with bill sync |
| Sales (AR) — per channel | Off · every order individually · one daily summary journal | Off |
| — Per-order document | Sales receipt (paid at sale) or invoice (accounts receivable) | Sales receipt |
| Inventory value & COGS | Daily journal keeping Inventory Asset and Cost of Goods Sold current | Off |
Everything below assumes the app is installed (Settings → Apps → QuickBooks Online) and connected to your QuickBooks company via the Connect to QuickBooks button, which walks through Intuit’s standard authorization. Foundry never sees your QuickBooks password.
Supplier bills (AP)
Foundry pushes PO-linked supplier invoices to QuickBooks as vendor bills. Vendors are created (or matched by name) automatically, the bill number is your invoice number, and a duplicate guard means reconnecting or retrying never creates a second copy of a bill. Choose the QuickBooks expense account bills post to — syncing starts once it’s set.
Then shape the behavior with three controls:
When bills are sent. As soon as the invoice is ready pushes each qualifying invoice on the next sync (within about five minutes). If your team verifies vendor paperwork first, switch to Only after the invoice is reconciled: bills wait until someone clicks Mark reconciled on the invoice, so nothing reaches your books unverified. This mirrors a bookkeeper-driven workflow where Foundry is the system of record for operations but QuickBooks entries are deliberate.
After a bill is sent. Send once (the default) freezes the QuickBooks bill — later Foundry edits stay in Foundry. Keep QuickBooks updated re-sends the bill whenever the invoice legitimately changes (disputed → reopened → edited → re-approved), updating the existing bill in place. Two safety rails apply either way: a bill with any payment recorded in QuickBooks is never rewritten (you’ll see a clear error instead), and unchanged invoices never generate QuickBooks traffic.
Mismatch warnings. Foundry periodically compares each pushed bill’s QuickBooks total to the Foundry invoice. If someone edits the bill directly in QuickBooks, the app page shows both totals side by side until they agree again — nothing is changed automatically on either side, so edits made in QuickBooks are never silently lost or silently overwritten. If your workflow intentionally adjusts bills in QuickBooks and you don’t want the notices, switch them off.
Payments flow back automatically: when a bill is paid in QuickBooks, the Foundry invoice flips to paid with a reference to the QuickBooks bill, usually within 15 minutes.
Sales (AR) — configured per channel
Sales sync is decided channel by channel, because an Amazon-scale channel and a wholesale channel rarely want the same treatment:
- Off — the channel’s orders never touch QuickBooks. Right when accounting for that channel is owned elsewhere (or nowhere yet).
- Per order — every order becomes its own QuickBooks document with line items, shipping, and tax. Choose sales receipt for channels where payment is captured at sale (typical for storefronts) or invoice when you want the order in accounts receivable. Customers are created from the order’s email automatically.
- Daily summary — one balanced journal entry per channel per day: total sales, shipping, and tax credited to your mapped income and liability accounts, with the day’s total debited to a clearing account. High-volume sellers (and most accountants) prefer this — QuickBooks stays a reporting ledger instead of filling with thousands of orders.
Before enabling any channel, map your GL accounts (sales income and a deposit/clearing account required; shipping income, sales tax, fees, and discounts optional). Every account is validated against your live QuickBooks chart of accounts when you save — a renamed or deleted account fails loudly at setup instead of misposting silently.
A note for your accountant: a daily-summary total is gross sales for the day, which is not the same as a bank deposit (processors deduct fees and batch payouts on their own schedule). That’s what the clearing account is for: summaries accumulate there, and payouts are matched against it in QuickBooks.
Inventory value & COGS
When enabled, Foundry posts one journal entry per day that keeps two balance-sheet numbers current without month-end spreadsheet work:
| Activity | Journal | Valued at |
|---|---|---|
| Orders shipped | Debit Cost of goods sold · Credit Inventory asset | The item’s cost when the order was placed |
| PO stock received | Debit Inventory asset · Credit Purchases clearing | The purchase order line cost |
Map three accounts first — we recommend creating them in QuickBooks as: Cost of goods sold (a Cost of Goods Sold account), Inventory asset (Other Current Asset), and Purchases clearing (Other Current Liability). The clearing account is the accounting glue between receiving stock and being billed for it: receipts credit it, and the vendor bills pushed by AP sync effectively offset it, so it hovers near zero when paperwork is caught up.
Worth knowing before you enable it:
- Foundry never creates items in QuickBooks. Journals post directly to your accounts, so QuickBooks’ own inventory engine stays untouched — there is no way for this feature to double-count COGS.
- History is never back-posted. Turning the toggle on stamps a starting point; only activity from that moment forward is journaled. If you pause and resume, the gap is deliberately skipped — announce the switch-on date to your accountant and open with a one-time inventory balance entry.
- Shipments are valued at each line’s cost at the time of sale (frozen when the order was placed), so later cost changes never rewrite the COGS of past orders. The on-hand valuation shown on the app page is stock × current cost — a live approximation, not an audited figure.
Sync status, errors, and retries
The app page shows counts for everything synced, pending, and failed, per area, with a Sync now / Post now button when you don’t want to wait for the schedule. Failures are never silent: each failed bill, order, or journal day appears with the exact error and a Retry button. If your QuickBooks authorization expires (Intuit expires unused connections after ~100 days), the page tells you and a one-click reconnect resumes exactly where things left off — no duplicates.
What doesn’t sync (yet)
- Refunds and credit memos — order-level refund amounts aren’t tracked in Foundry today.
- Payout-level bank matching (one entry per processor payout) — needs payout data Foundry doesn’t ingest yet; daily summaries plus the clearing account are the current path.
- Per-item expense mapping on bills — bill lines post to your single chosen expense account.
Common questions
Which QuickBooks plans work? Essentials, Plus, and Advanced.
I edited an invoice in Foundry but QuickBooks didn’t change. You’re on Send once (the default), or the bill already has payments recorded in QuickBooks — check the app page’s error list.
Why is a bill flagged “doesn’t match QuickBooks”? Its total was changed in QuickBooks after Foundry sent it. Decide which side is right, fix that side, and the flag clears on its own.
Can I try it safely? Yes — connect a QuickBooks trial company first. Disconnecting keeps all mappings, so switching to your real company later won’t duplicate anything already pushed there.