To activate the integration between your QuickBooks Online (QBO) and Katana accounts:

  1. In Katana, go to the Settings screen and click on the Integrations tab.

  2. Find the QuickBooks logo and click Connect.

  3. If you aren't logged into your QBO account, you will be directed to a QBO login page. Enter your QuickBooks credentials.

  4. If you have more than one company related to your QuickBooks account, you will be asked to choose the company that you will connect to your Katana account.

  5. You are asked to authorize the connection to share your QuickBooks data with Katana. Please review the displayed information and click "Connect" to authorize.

  6. You are then directed back to Katana, and the first step of the integration flow lets you choose how you want to set up the integration:

    The Simple Accounting option will have the expense account in QBO mapped to Purchase orders.

    The Accounting with inventory option has an Inventory account mapped for purchases and an Expense account for delivered goods.

    You can read more about syncing invoices and syncing bills.

  7. On the second step Ledger account mapping, what you see will be dependent on which choice you made in the previous step.

    Simple Accounting - Choose if you want to enable sync for Sales orders, Purchase orders, or both. Then, select the QuickBooks accounts that you want record sales transactions and purchases pushed to from Katana. The Continue button will become clickable after the required accounts are selected.

    Accounting with inventory - With this setup, you should select Quickbooks accounts for sales income, inventory and cost of sales.

    NOTE: For QuickBooks accounts based in the US, no tax mapping is required - Ledger account mapping is the last step in the connection flow for these companies.

    For non-US QuickBooks accounts, the next step is Tax types mapping, where you need to map all tax rates in Katana to taxes in QuickBooks. This ensures that your taxes are accounted for properly in QuickBooks. You can also create new tax rates in Katana on this screen if needed. Read more detailed instructions.

  8. The Done button will be enabled after you have mapped all Katana taxes.

  9. The last screen is Data import, which allows you to import all your suppliers and customers from QuickBooks to Katana during a first-time connection. This includes full customer contact and address information.

    Going forward, when you create a new Sales order or Purchase order in Katana and push it as an invoice or bill to QuickBooks, respectively, then a new customer or a supplier is created in QuickBooks if a matching profile does not yet exist in QuickBooks.

  10. Click Done.

    NOTE: You can always disconnect and reconnect the integration if you need to do things such as import contacts or reconfigure a setting.

The integration is now active!

  • A new column Invoice is added to your Sell screen. Selecting Create invoice for a Sales Order in Katana will create a matching invoice in QuickBooks.

  • A new column Bill is added to your Buy screen. Selecting Create bill for a Purchase Order in Katana will create a matching bill in QuickBooks.

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