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How to connect to QuickBooks Online
How to connect to QuickBooks Online

Link QuickBooks Online to Katana for easy financial tracking and management.

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

Integrating QuickBooks Online with Katana simplifies your financial workflows, allowing for real-time synchronization of sales, purchases, and inventory data.

This connection streamlines accounting tasks, enhances financial visibility, and ensures data consistency across platforms, making it essential for businesses looking to automate and optimize their financial processes.

Connecting QuickBooks Online to Katana can be done directly from inside the Integrations page.

NOTE: To successfully connect QuickBooks Online to Katana, you'll need admin access or be the main account owner in QuickBooks.

Initiating the QuickBooks Online integration

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

    Katana's integrations page showing QuickBooks

  2. Find QuickBooks Online and click Connect.

  3. If you aren't logged into your QuickBooks Online account, you will be directed to the QuickBooks login screen where you can enter your credentials.

    QuickBooks login screen

  4. If you have more than one company connected to your QuickBooks account, you'll need to choose which company you'll connect to Katana.

  5. Authorize the connection to share your QuickBooks Online data with Katana. Review the displayed information and click "Connect" to authorize.

    QuickBooks to Katana authorization screen

  6. You'll be redirected back to Katana where you'll see the first step of the integration setup.

QuickBooks Online integration setup

After you've initiated the integration, you'll be directed to a 5-step setup to align accounting, ledgers, revenue, tax types and finally, transfer data.

Accounting type

  1. Simple Accounting - use this if you want to enable sync for Sales orders, Purchase orders, or both. Select the QuickBooks accounts that you want sales transactions and purchases pushed to (from Katana). The Continue button will become available after the required accounts are selected.

  2. Accounting with Cost of Goods Sold (COGS) - includes an Inventory account mapped for purchases, an Expense account for delivered goods, and allows you to send a Journal entry for MOs. With this setup, you should select QuickBooks accounts for sales income, inventory, cost of sales and operations cost liability.

Choosing the integration type for QuickBooks Online

Read more about syncing invoices and syncing bills.

Ledger accounts mapping

On the Ledger account mapping step, you'll see different information depending on which choice you made previously.

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

QuickBooks Online setup, choosing ledger accounts

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.

If you're using a non-US QuickBooks account, the next step (Revenue mapping) will be skipped and you'll go directly to Tax types mapping.

Revenue mapping

Choose the Katana product categories that you want mapped to specific accounts in QuickBooks Online.

QuickBooks Online integration setup - Revenue mapping

Tax types mapping

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

Data transfer

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.

Settings screen inside of QuickBooks Online showing enabling/disabling shipping

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

Finally, you can choose whether to include 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 Cost of Goods Sold (COGS), the non-distributed additional costs will be added to the expense account, but any other additional costs will go to the inventory account.

QuickBooks setup with Katana, last step

Click Done.

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 there's no matching profile.

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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