Katana's integration with QuickBooks Online simplifies inventory and financial management by synchronizing sales, purchases, and stock data. This integration allows you to easily transfer sales orders, purchase orders, and stock adjustments, streamlining accounting and ensuring accurate financial records.
Connecting your QuickBooks account to Katana should only take a few minutes, but you can only integrate with QuickBooks Online, not the QuickBooks Desktop version.
Head here to learn how to configure your QuickBooks Online integration with Katana.
What can this integration do?
Send Katana purchase orders to QuickBooks as Bills (purchases increase the balance of this inventory asset account)
Send Katana sales orders to QuickBooks as Invoices (can be linked to multiple income accounts by category)
Import customers and suppliers from QuickBooks Online
How data is managed between QuickBooks and Katana
What Katana sends to QuickBooks
The choices you make on the configuration page determine what data is sent to QuickBooks.
Purchase orders are sent to QuickBooks as Bills (increasing the balance of the specified inventory asset account). Read more
This can include Additional costs, Stock adjustment value, and Manufacturing operations cost.
You can choose specific accounts in QuickBooks where each value/cost will go.
Note: For this to work, Bills need to be enabled on your QuickBooks account (this requires a subscription to the QuickBooks' Essentials package or higher).
Cost of goods sold (COGS)
Sales orders are sent to QuickBooks as Invoices. You can choose a default income account in QuickBooks for invoices to be sent to, and then further personalize by linking item categories (in Katana) to specific QuickBooks income accounts. Read more
This can include Shipping fees
You can also sync payment status from QuickBooks back to Katana
What QuickBooks sends to Katana
Both Customers and Suppliers can be imported from QuickBooks to Katana. This action can be done as many times as you need.
Mapping & matching data between Katana and QuickBooks
Through the integration configuration, you can map certain parts of Katana to QuickBooks (and vice versa) and then have that data matched through the integration.
Tax rates and types used in Katana can be mapped to select QuickBooks tax types.
Customers and Suppliers from QuickBooks are matched in Katana by email address and/or name and updated if duplicates are found.
If you have multiple Income accounts in QuickBooks, you may want to assign different Katana Item categories to specific Income accounts.
Avoiding inventory duplication
Since Katana tracks inventory and syncs this value to QuickBooks (through purchase orders), it's crucial that products created in QuickBooks are non-inventory items to avoid duplication.
To further elaborate, if you were to create a product as an inventory item in QuickBooks, inventory tracking will occur in QuickBooks for that item. If Katana sends over a value to QuickBooks for a matching item, a duplicate item is created in QuickBooks.
Learn more about non-inventory items in QuickBooks Online.
Use case example
When a customer orders a custom oak dining table, Emma creates a sales order (SO) in Katana. This SO is then synced to QuickBooks as an invoice, matching the customer's details to existing entries to avoid creating a duplicate.
The customer pays online to reserve the table. The payment status is updated in QuickBooks and reflected in Katana to help Emma stay aligned with the fulfillment obligations.
Some materials are missing from the customer's ordered table. Emma decides to create a purchase order (PO) for them. This PO is synced to QuickBooks as a bill.
To ensure that the inventory remains accurate, Emma only items directly to Katana. This avoids double-counting inventory.
Without needing to request updates, the accountant can see sales, payment status, customer info, and inventory balance directly in QuickBooks.
Find out more about how to connect QuickBooks to Katana.
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