# How to Connect Unleashed to QuickBooks Online

> Install the QuickBooks integration in Unleashed, set your Sales, COGS and Stock on Hand accounts, sync taxes, choose exports and fix common export errors.

- URL: https://logistify.ai/guides/unleashed/connect-quickbooks-online/
- Section: Unleashed Guides, Xero, QuickBooks Online & ecommerce
- Applies to: Unleashed Lite, Core, Pro
- Steps checked against: Unleashed Help Centre articles, checked 23 October 2026
- Updated: 2026-10-23

**Short answer:** To connect Unleashed to QuickBooks Online, go to Integration > Integration Store > QuickBooks, click Install App and log in to QuickBooks. Wait for the import banner and click refresh. Then set your Sales, Cost of Goods Sold and Stock on Hand accounts, sync taxes and choose what exports. You need QuickBooks Essentials or higher. Only one QuickBooks company can be connected, and changes made in QuickBooks don't sync back.

## Before you start

- You need QuickBooks Online Essentials or higher, and Administrator access to it.
- Make your total stock value in Unleashed (Stock on Hand Enquiry) match the inventory account balance in QuickBooks before you turn the integration on.
- Set up Income, Cost of Sales and Current Asset accounts, and your purchase and sales taxes, in QuickBooks.
- Your Unleashed role needs the Settings > Integration Store permissions.
- Customer and supplier names must be unique across both record types in Unleashed. Duplicate names block the sync.
- Using more than one currency? Turn on multi-currency in QuickBooks and keep a separate customer or supplier record per currency, for example "ABC Company USD" and "ABC Company EUR".
- Each Unleashed account connects to exactly one QuickBooks company. Changing it means a full reinstall.

## Step 1: Install the QuickBooks integration

1. From the main menu, go to Integration > Integration Store > QuickBooks.
2. In the Overview tab, click Install App.
3. In the QuickBooks pop-up window, log in to your QuickBooks account.
4. A blue banner in Unleashed shows that data is importing from QuickBooks.
5. When the import finishes, click refresh in the banner. The integration is now active.

The Integration Status toggle at the top of the page pauses and resumes syncing. Turning it off keeps your settings.

## Step 2: Link your accounts and taxes

1. In the Configuration tab, go to Link your QuickBooks accounts to Unleashed.
2. Choose the Sales account (an Income account). All Sales Invoices and Credits export here. You can't set a different Sales account per product or customer.
3. Choose the Cost of Goods Sold (COGS) account (a Cost of Sales account). A product can carry its own COGS account instead.
4. Choose the Stock on Hand account (a Current Asset account). All stock movement journals export here.
5. Under Setup your QuickBooks taxes, click Auto Sync Tax Codes, or click "Let me manually do this" to map each tax yourself.
6. Set the default 0% purchase and sales taxes.

## Step 3: Choose what exports to QuickBooks

1. Go to What exports to QuickBooks? in the Configuration tab.
2. Turn on the settings you need: Export sales, Export purchase, Export supplier return, Export credit, Export customers, Export suppliers, Export credit journal, Export adjustment journal and Export shipment journal.
3. For customers and suppliers, choose whether the Name or the Code becomes the Display Name in QuickBooks.
4. Optionally map the Sales Order's Customer Reference to a QuickBooks custom field.
5. Click Save Configuration.

| In Unleashed | What it creates in QuickBooks |
| --- | --- |
| Completed Sales Invoice | Invoice, increasing the Sales account |
| Dispatched Shipment | Journal: Stock on Hand down, COGS up |
| Completed Credit Note | Credit memo, plus a credit journal if Return is ticked |
| Receipted or Completed Purchase Order | Bill, increasing Stock on Hand |
| Completed Supplier Return | Supplier credit, decreasing Stock on Hand |
| Stock Adjustment or Stock Count | Stock journal |
| Customer or Supplier | New or updated contact |

*From Unleashed's QuickBooks help articles, checked October 23, 2026.*

## Step 4: Watch for failed exports

1. Open the Export Data tab. By default it shows outstanding exports from the last month.
2. Set Export status to Failed Exports to see what didn't go through.
3. Click Why? next to Export error to read the cause, and fix it in QuickBooks or Unleashed.
4. Re-export one row from its Action menu, or tick several rows and choose Batch Actions > Re-export.
5. Check the Connection Log for 7 days of activity. A daily notification also tells you how many exports failed the day before.

## If something doesn't look right

- Error 2500, Invalid Reference Id: the account, customer or supplier is inactive in QuickBooks. Reactivate it and re-export.
- Error 6000 on currency: the customer or supplier's currency in Unleashed didn't match QuickBooks. Correct it, then re-export.
- Error 6240, The name supplied already exists: another contact has that name. Make names unique. A supplier and customer can't share a name.
- Error 6250 or 2500, customer or supplier deleted: it's inactive in QuickBooks. Reactivate it.
- Error 6140, Duplicate Document Number: QuickBooks already has that number. Make the QuickBooks one unique, then re-export.
- Error 999 on a never diminishing product: give that product a Purchase Account in its Details tab.
- Error 4000, QueryParserError: a name or code contains a character such as ":" or "/".
- Error code 1: often a timeout from exporting many transactions at once. Try again.

## Where Unleashed leaves the work to you

- Failed exports don't retry on their own. Someone has to read the error, fix it and re-export.
- Edits made in QuickBooks don't flow back to Unleashed. All changes have to be made in Unleashed.
- Opening stock value has to match before you start, and keeping it matched is a regular check.
- In the US, purchases use Unleashed's No tax (NONE) option, and transactions export in USD at the rates in Unleashed's Currency Rates.

## Where Logistify fits

Logistify is a managed service. In Unleashed, the [Sales Order Service](https://logistify.ai/agents/sales-order/) enters customer orders as sales orders and creates sales quotes for quote requests. The [Accounts Receivable Service](https://logistify.ai/agents/accounts-receivable/) matches payments from your bank file to open invoices and records them in QuickBooks Online. If you use Xero instead, see [How to connect Unleashed to Xero](https://logistify.ai/guides/unleashed/connect-xero/).

## Frequently Asked Questions

### Which QuickBooks plan does Unleashed need?

QuickBooks Online Essentials or higher.

### Does Unleashed export products to QuickBooks Online?

No. Products travel as transaction lines, not as separate items. You can import products from QuickBooks into Unleashed from the Manage Your Data tab.

### Can I set a different sales account per product in QuickBooks?

Not for sales. All Sales Invoices and Credits go to the one Sales account. A product can have its own COGS account.

### Do failed exports to QuickBooks retry automatically?

No. Fix the cause, then re-export from the Export Data tab, one row at a time or in bulk with Batch Actions.

### Does the Production module export to QuickBooks?

Unleashed says the Production module isn't applicable to the accounting integration.

## Sources

- [Unleashed: Quickbooks integration setup](https://help-unleashed.theaccessgroup.com/en/articles/11582249-quickbooks-integration-setup)
- [Unleashed: Troubleshooting Quickbooks integration errors](https://help-unleashed.theaccessgroup.com/en/articles/11582253-troubleshooting-quickbooks-integration-errors)
- [Unleashed: QuickBooks integration introduction](https://help-unleashed.theaccessgroup.com/en/articles/11582247-quickbooks-integration-introduction)
- [Unleashed: QuickBooks after the integration](https://help-unleashed.theaccessgroup.com/en/articles/11582250-quickbooks-after-the-integration)