Why Connect QuickBooks?
RetailReady receives EDI purchase orders, creates fulfillment documents, and sends invoices to retailers. QuickBooks is where many teams manage their product catalog, customers, invoices, and payments. Connecting QuickBooks keeps those two systems lined up without copying data by hand.
The QuickBooks integration is designed around a simple flow:
- QuickBooks customers are pulled into RetailReady so each trading partner can be mapped to the right customer in your books.
- QuickBooks products and services are pulled into RetailReady and added to your product catalog as inventory placeholders.
- Retailer purchase orders received in RetailReady are pushed to QuickBooks as non-posting estimates.
- RetailReady invoices are pushed to QuickBooks as invoices once the trading partner and item mappings are ready.
- QuickBooks payments are pulled back into RetailReady and matched to the invoices they paid.
- Sync activity records exactly which customers, products, orders, invoices, payments, and errors were touched.
What Syncs With QuickBooks
| Data | Direction | What RetailReady Does |
|---|---|---|
| Customers | QuickBooks to RetailReady | Imports customer records so each RetailReady trading partner can be mapped to the correct QuickBooks customer. |
| Products and services | QuickBooks to RetailReady | Imports QuickBooks items and creates RetailReady product and inventory placeholder rows for them. |
| Purchase orders | RetailReady to QuickBooks | Pushes inbound RetailReady orders to QuickBooks as non-posting estimates. |
| Invoices | RetailReady to QuickBooks | Creates QuickBooks invoices from RetailReady invoices after customer and item references are resolved. |
| Payments | QuickBooks to RetailReady | Pulls payment records and reconciles them against matching RetailReady invoices. |
Important: Retailer purchase orders do not originate in QuickBooks. They still arrive through RetailReady's EDI connection. QuickBooks receives an estimate copy so your accounting team can see the order before invoicing.
Where to Manage It
- Integrations shows connection status, pending work, mapping issues, and links to the QuickBooks tools.
- Mappings is where you connect RetailReady trading partners to QuickBooks customers and review product/item sync status.
- Activity log shows the exact records touched by each sync.
- Run history shows high-level sync runs and whether they succeeded or failed.
- Products shows the QuickBooks items that were imported into your RetailReady catalog.
What Still Needs Your Review
QuickBooks can provide the catalog and accounting records, but RetailReady still needs your approval for relationships that QuickBooks does not know about:
- Which QuickBooks customer should receive orders and invoices for each trading partner.
- Which QuickBooks item should be used when an invoice line references a UPC, vendor SKU, or item code that does not match directly.
- Whether imported products need UPCs, case codes, retailer identifiers, pricing cleanup, or inventory quantity updates before they are EDI-ready.