How to Connect Unleashed to QuickBooks Online

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. 1From the main menu, go to Integration > Integration Store > QuickBooks.
2. 2In the Overview tab, click Install App.
3. 3In the QuickBooks pop-up window, log in to your QuickBooks account.
4. 4A blue banner in Unleashed shows that data is importing from QuickBooks.
5. 5When 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. 1In the Configuration tab, go to Link your QuickBooks accounts to Unleashed.
2. 2Choose 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. 3Choose the Cost of Goods Sold (COGS) account (a Cost of Sales account). A product can carry its own COGS account instead.
4. 4Choose the Stock on Hand account (a Current Asset account). All stock movement journals export here.
5. 5Under Setup your QuickBooks taxes, click Auto Sync Tax Codes, or click "Let me manually do this" to map each tax yourself.
6. 6Set the default 0% purchase and sales taxes.

Step 3: Choose what exports to QuickBooks

1. 1Go to What exports to QuickBooks? in the Configuration tab.
2. 2Turn 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. 3For customers and suppliers, choose whether the Name or the Code becomes the Display Name in QuickBooks.
4. 4Optionally map the Sales Order's Customer Reference to a QuickBooks custom field.
5. 5Click Save Configuration.

Step 4: Watch for failed exports

1. 1Open the Export Data tab. By default it shows outstanding exports from the last month.
2. 2Set Export status to Failed Exports to see what didn't go through.
3. 3Click Why? next to Export error to read the cause, and fix it in QuickBooks or Unleashed.
4. 4Re-export one row from its Action menu, or tick several rows and choose Batch Actions > Re-export.
5. 5Check 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 enters customer orders as sales orders and creates sales quotes for quote requests. The Accounts Receivable Service 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.