QuickBooks Online Integration

QB Online is Recommended by QuickBooks and InkSoft

The main difference between QuickBooks Online and Desktop is that the online version is cloud-based and operates on the Internet, while the desktop version is downloaded, installed and locally operated on a computer. At this time, we do not offer integration for QuickBooks Online for our Canadian users. 

NOTE: You will need to have the Essentials version or, higher to perform this integration. Be sure to know which version you have before proceeding!

If you don't already have a QuickBooks account you can start a Free 30 Day trial! 

Start your free trial here!

Connecting QuickBooks Online to InkSoft
  • Hover over Settings
  • Hover over Advanced
  • Click QuickBooks

  • Choose option QuickBooks Online 
  • Click Connect to QuickBooks

Sign In 
  • Enter your Email or User ID
  • Enter Password

NOTE: Once logged in you will receive authorization confirmation next to your Communication Method.



If you change your password or user ID you will want to make sure you come back to connect with QuickBooks. If you change something on QuickBooks, you want to change it on InkSoft as well. This will ensure strong connection. 

Align Chart of Accounts

You will want to make sure you are aligning with your Chart of Accounts on QuickBooks. The good news is that once connected, InkSoft will see your chart of accounts that have already been set up in QuickBooks.

I.e. I want my Inventory items/Products to go into my Cost of Good Sold Account on QuickBooks. 

  • Select the appropriate chart of account for each section in the dropdown

  • Click Save


QuickBook Chart of Accounts

Unsure of which  Chart of Accounts to use? Do the steps below to see which chart of accounts are associated with each name. Cross-reference this information with what appears in the dropdown boxes in InkSoft. 

  • Login to your QuickBooks Account
  • Click Accounting
  • See Chart of Accounts

Note: In the Screenshot below you are seeing 'default' account names created by QuickBooks. 


Exporting to QuickBooks using Core

  • Navigate from the Dashboard > InkSoft Core > Orders
  • Use Filter to find the orders you would like to export
  • Check the boxes next to the Orders
  • Click the QuickBooks button in the top right action bar


You will receive a Success Message stating that your orders/invoices have been exported successfully. Your orders will also update with a green QB logo indicating its completion. 

Note: The most common error received is a 'Duplicate Customer Encountered' error. This just means that the name of the customer you've exported matches a name that already exists in QuickBooks. 

Simply edit the name within QuickBooks to resolve the issue.

Export to QuickBooks Example



Trying to export orders from the Legacy Order Manager?

  • Hover over Orders
  • Click Order Manager

Orders and Invoices can be exported once it has been approved.

(To Export to QuickBooks your Orders & Invoices must be within Order Stage, Receive Stage, Print Stage or Ship Stage.)



  • Filter to find the Orders you would like to export
  • Check the boxes next to the Orders
  • Select Action: Export to QuickBooks
  • Click Apply