Katana's QuickBooks Online (QBO) integration allows you to create invoices in QBO based on Katana's Sales orders (SO).

When you have connected your QBO account to Katana, you can find a new Invoice column in the Sell screen and SO card.

Selecting Create invoice for a SO will create a matching invoice in QBO. The Invoice status will change to Invoice created QBO.

The value of the transaction will be recorded on the revenue account you selected during the initial connection of QBO to Katana.

If you are doing business in multiple currencies then Katana will also include the currency of the order when creating invoices in QBO. Read more about QBO and multicurrency here.

Note: Invoicing status cannot be reverted back to Not invoiced in Katana. You need to delete the invoice 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 invoice in QBO.

Data between QuickBooks Online and Katana is matched as follows:

Katana

QuickBooks

Comments

Sales order #

Memo

(Invoice number - if enabled from QBO)

Katana sends the SO number to the Memo (Message on statement) field on the invoice in QBO.

If Custom transaction numbers are enabled in QBO, Katana will also send the SO number to the QBO invoice as an Invoice number.

Duplicate Invoice Numbers are not allowed in QBO. Trying to sync multiple Sales orders with the same number from Katana and syncing a SO with a number that is already used on a QBO invoice will result in an error message.

If Custom transaction numbers are disabled in QBO, then the Invoice number is generated automatically on the QuickBooks side.

Customer

Customer

Customers are matched based on email.
If matching e-mail does not exist, then Katana will check whether the customer has been matched before and tries to match the customer based on a matching ID (hidden from the user).
If ID match does not exist, then Katana tries to match the customer name to the customer display name in QuickBooks.
Customers that do not have a match in QuickBooks are created automatically.

Bill to

Billing address

All address details are matched on invoice. QBO customer address is not updated.

Ship to

Shipping to

All address details are matched on invoice. QBO customer address is not updated.

Created date

Invoice date

SO created date in Katana is used as the Invoice date in QuickBooks (not the date when the invoice is created).

Delivery deadline

-

-

-

Payment term

Payment term data does not exist in Katana. Customer's payment terms are added to the invoice in QuickBooks automatically. If a new customer is created in QuickBooks, then your default QuickBooks payment terms are applied.

Line item

Line item

SO line items in Katana will be added as invoice line items in QuickBooks. Products are matched based on SKU. Products that do not exist in QuickBooks are created automatically. Any values of existing products are not overwritten in QuickBooks when products are matched.

Quantity

Quantity

-

Price per unit

Rate

-

Tax %

Tax rate

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

-

Payment status

Payment status does not exist in Katana, this is not synced.

Currency

Currency

Advanced or higher plans only


All invoices in QuickBooks are created as "Tax exclusive".

Integration setup with inventory accounting

When the Quickbooks Online integration to Katana is done using the Accounting with Inventory option then a journal entry for the Cost of Good Sold is sent to Quickbooks from Katana when the Sales order is fully delivered.

This means that if an invoice is created for a sales order that is in Delivered status then a journal entry that credits the inventory account and debit the Cost of Goods Sold account is sent to QBO immediately after the invoice.

But if an invoice is created for a sales order that is not Delivered in full then this transaction is pushed to QBO only when the sales order’s status gets delivered. Read more.

Deleting invoices

You can only delete invoices in QuickBooks.

Either navigate to the "Sales" section in QuickBooks and find the relevant invoice on the list or click on the "Invoice created QuickBooks" status for a specific SO in Katana to open the respective invoice in QuickBooks.

When you delete an invoice in QuickBooks that is created via Katana integration, the Invoice status for the related SO is reverted to Not invoiced.

Note: It might take up to 15 minutes for the Invoice status to update in Katana after deleting the invoice in QuickBooks.

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