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Wholesale: Sync to QuickBooks Online
Wholesale: Sync to QuickBooks Online

Start syncing your invoices and customers from GrowFlow Wholesale into QuickBooks Online. Here are the steps to get connected!

Madie avatar
Written by Madie
Updated over a week ago

About the integration with QuickBooks

We will sync your sales invoices. You will need to enter separately into QBO:

  • Inbound orders for products you are purchasing

  • Inbound orders of products returned to you

  • Any cash credits you allow in the Credit field on your GrowFlow invoices

Note: This also applies to any negative credit amounts you enter if that is how you are charging for non-cannabis values like delivery fees

Step 1: Getting Connected

Head to Orders > Sales History.

Here you will find the green 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 your QuickBooks Online information, and then authorize GrowFlow to have access to read and update your QuickBooks online data.

Once you are connected, the Sales History page will display your QBO account name linked for easy login access, and the option to disconnect GrowFlow from QBO at any time.

Step 2: Sync Vendors

Next, you need to sync your GrowFlow vendors with your QuickBooks Customers.

You can do this from the Vendors tab:

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 input 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:

Note: 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.

Step 3: 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.

Note: There is also a way to edit how the products are mapped to your QB products if you later choose to do so, as discussed in Step 6.

After connecting to QuickBooks from Sales History you will see the following checkboxes appear:

  • Auto Sync Products: Automatically syncs any GrowFlow Products that have not yet been synced to QBO but are on invoices you are syncing

  • Include Strain Name in Product Name: This setting helps make your QBO reports much more detailed, which many of our customers prefer not to do, however, it will help avoid future errors in QBO by authenticating each QBO product.

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 select 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.

Step 4: Sync Invoices

Finally, to sync invoices from GrowFlow into QuickBooks, just click the blue Sync button on the Sales History page.

Syncing Invoices

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 QBO to verify everything is correct, or you can click the PDF button explained in Step 5.

Step 5: Re-Sync or PDF

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.

Step 6: Edit Mapped 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

  • Click Modify

Note: If you want to clear the product mapping entirely for some or all products and let them auto-sync the 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.

Step 7: Mapped Product Details

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 formation button on any product in the Product Catalog. Then check in the middle of the Product Details window, under QuickBooks Product:

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