About the integration with QuickBooks
We will sync your sales invoices. You will need to enter separately into QBO:
Any cash credits you allow in the "Credit" field on your GrowFlow invoices (and this also applies to any negative credit amounts you enter if that is how you are charging for non-cannabis values like delivery fees)
Inbound orders for products you are purchasing
Inbound orders of products returned to you
First, head over to the sales order history page to get connected.
Here you will find the "Connect to QuickBooks" button. Click it to start the authentication process which will give GrowFlow access to sync to your QuickBooks account.
This will prompt you to enter in your QuickBooks online information, and then authorize GrowFlow to have access to read and update your QuickBooks online data.
Next, you need to sync your GrowFlow vendors with your QuickBooks Customers.
You can do this on the Vendor page:
We will attempt to match the vendor’s name in GrowFlow to the customer’s name in QuickBooks. If a vendor's name is not matched, it will create a new customer in QuickBooks.
If a customer already exists with a different name, you will need to put the "License#" inside of the customer note in QuickBooks to let us know how to map the customer with GrowFlow.
Here is a screenshot of the customer detail view in QuickBooks and where you should add the license number in the notes:
Auto-Sync your GrowFlow products with QuickBooks products.
Your Products have to be synced to QB in order for your invoices to sync, so we have given you a way to automatically sync products. This will save you a lot of time. (There is also a way to edit how the products are mapped to your QB products if you later choose to do so - discussed in Step 6.)
After connecting to QuickBooks from your Sales History screen you will see the following checkboxes appear:
Auto Sync Products
Include Strain Name in Product Name (including the strain names makes your QB reports much more detailed, which many of our customers prefer not to do)
See the image below. (Also note that for any order where the vendor has not yet been synced, we will alert you with a yellow button to take you to the Vendors page so you can first sync the vendor.)
GrowFlow will follow these rules when auto-syncing your products:
-QB Products must have a unique name
-Each GrowFlow Product will be paired with a QB product
-QB product types must be “non-inventory” in QB
Note: GrowFlow will create product descriptions in QuickBooks which will consist of the Product Name and the Size (if it’s a product packaged for retail sale). The strain name will also be included in the QB product description if you selected the second box shown in the image above. Beyond this, we cannot customize what is created in QuickBooks.
If you need further customizing of QB please reach out to us and explain why you want a certain feature. It's possible that we can build that for you within GrowFlow instead.
Finally, to sync invoices from GrowFlow into QuickBooks, just click the blue “Sync” button on the Sales Order History page:
Once we've found a customer, we then add the invoice to that customer. We'll add the invoice total, invoice date, and all the line items with quantities and prices.
After you sync, you can either log into QB to verify everything is correct, or you can click the “PDF” button explained in Step 5.
After you sync an invoice, you will see a green “Re-Sync” button and a blue “PDF” button.
Use the Re-Sync button if you make changes to the invoice after the last time you synced the order.
Use the “PDF” button if you want to see how the information is getting recorded in your QB account. This is helpful in the beginning if you want to see the difference between including or excluding the strain names in your QB products.
If you ever want to edit the way your products are mapped to QB, you can do that from the Admin>Products page, on the Product Catalog tab.
Filter for the products you want to re-map
Select the products
Click the Edit button
Click the yellow “Sync” button in the Edit Products window
Select the existing QB product you want for them
Click “Save” under the “Link Existing QB Product” field
Note: If you want to clear the product mapping entirely for some or all products and let them auto-sync next time you sync an order with those products, then select "Clear value" from the drop down list instead of mapping to an existing QB product.
One more helpful thing to know is how to check the way any particular product is mapped in QB. You can do this by clicking the little “i” information button on any product in the Product Catalog. Then check in the middle of the “Product Details” window, under “QuickBooks Product”:
Are we missing something? Submit a Feedback request if we are missing any data or need additional features to quick books online more seamless!