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Connecting QuickBooks OnlineAccounting with inventory
Connecting QuickBooks OnlineAccounting with inventory

Ten easy steps to connect QuickBooks Online with Katana

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over a week ago

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

NOTE: To successfully connect QuickBooks Online to Katana, the person setting up the connection needs to have admin access or be the main account owner in QuickBooks Online.

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

  2. Find the QuickBooks Online logo and click Connect.

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

  4. If you have more than one company related to your QuickBooks Online 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 Online 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 QuickBooks Online 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 this 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, cost of sales and operations cost liability.

    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 Revenue mapping step allows you to map the revenue to multiple ledger accounts in QuickBooks Online.

    Choose the product categories from Katana that you want to map to a specific account in QuickBooks Online

  9. The fourth step, Tax types mapping, you are asked to map Katana Tax Rates to QuickBooks taxes. This ensures that taxes are accounted for correctly in QuickBooks when creating invoices and bills in QuickBooks based on Katana's Sales and Purchase orders. Learn more.

  10. The last screen, Data transfer, allows you to import all of your suppliers and customers from QuickBooks to Katana during the first-time connection. This includes full customer and supplier contact and address information. You can also choose whether or not you'd like to sync the invoice payment status from QuickBooks Online to Katana and if you'd like to transfer shipping fees from Katana to Quickbooks.

    Finally, you can choose whether or not to include the landed costs on Katana Purchase orders. If you select this box, these costs will be sent to QuickBooks via bills.

    If you chose Simple accounting in the first step, this will be added to the same expense account. If you chose Accounting with inventory, the non-distributed additional costs will be added to the expense account, but any other additional costs will go to the inventory account.

NOTE: A toggle switch in QuickBooks needs to also be enabled. Check your QuickBooks Online account and Settings / Sales tab to verify that Shipping is enabled.

Now, when you create a new Sales order or Purchase order in Katana and push it to QuickBooks Online as an invoice or bill, a new customer or a supplier is created in QuickBooks if a matching profile doesn't exist.

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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