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Syncing Katana Purchase orders to QuickBooks Online as bills
Syncing Katana Purchase orders to QuickBooks Online as bills

Create bills in QuickBooks based on Katana Purchase orders and Outsourced purchase orders

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated this week

Please note that you must have Bills enabled on your QuickBooks Online account for this sync to work. Bills are supported in QuickBooks Online "Essentials" subscription package or higher.

Katana to QuickBooks Online (QBO) integration allows creating bills in QBO based on Katana Purchase orders and Outsourced purchase orders with a single click of a button.

Note: This integration does not support recording Katana Purchase orders just as expenses in QBO (without creating bills) or creating Purchase orders in QBO. It only supports creating bills in QBO.

When you have connected your QBO account to Katana, you can see a new Bill column in the Buy screen and Purchard order card in Katana.

Selecting Create bill for a Purchase order (PO) will create a matching bill in QuickBooks. The Bill status will change to "Bill created QuickBooks".

The value of the transaction will be recorded either on the Expense or Inventory account depending on the setup option you chose when connecting the integration.

Note: Billing status cannot be reverted back to Not billed in Katana. You need to delete the bill in QBO, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.

Clicking on the status will direct you to the relevant bill in QBO.

Data between QuickBooks Online and Katana is matched as follows:




Purchase order #


Katana sends the PO number to the QBO bill Memo field.



Suppliers are matched based on email.
If a matching email does not exist, then Katana will check whether the supplier has been matched before and tries to match the supplier based on a matching ID (hidden from the user).
If ID match does not exist, then Katana tries to match the supplier name to the supplier display name in QBO.
Suppliers that do not exist in QBO are created automatically.

Created date

Bill date

Bill date in QBO equals the Created date for the PO in Katana.

Expected arrival


Not synced to QBO.


Due date

Assigned automatically to the bill based on your QBO settings.



Payment terms do not exist in Katana. Terms are added to the bill in QBO automatically based on your QBO settings.

Line item

Line item

PO line items in Katana will be added as bill lines in QBO. Katana's Item name will be added to the Description field of the bill. Category on the bill is based on the ledger accounts mapping defined for purchasing during the initial Katana x QBO connection.



Not synced to QBO.

Price per unit


Not synced to QBO.

Total price


Total price is synced to QBO as Amount (taxes excluded from the Amount).

Tax %

Tax rate

Assigned to the line item in QBO based on the tax rate mapping defined during the initial connection of QBO to Katana.

All bills in QBO are created as "Exclusive of Tax".

Deleting bills

You can only delete bills in QuickBooks Online.

Either navigate to the "Expenses" section in QuickBooks and find the relevant bills on the list or click on the Bill created QBO status for a specific PO in Katana to open the respective bill in QuickBooks.

When you delete a bill in QBO that is created via Katana integration, the Bill status for the related PO is reverted back to Not billed.

Note: It might take up to 15 minutes for the Bill status to update in Katana after deleting the bill in QBO.

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