Connecting your QuickBooks Online account to Upstock makes invoicing a whole lot easier. Instead of entering everything by hand, you can create invoices with one click. That means less mistakes and a lot less time wasted 🙌🏽.
Getting set up
Here's how to get your QuickBooks integration set up.
Connect your QuickBooks account
To connect your QuickBooks account, go to Settings › Integrations.
You must have Custom Transaction Numbers turned off within QuickBooks. You’ll find this in QuickBooks under Settings › Account and Settings › Sales.
Import customers & products
Next, import your customers and products into Upstock. If you don’t have your products set up in QuickBooks yet, you’ll need to do that first.
Each customer and product in Upstock has a matching item in QuickBooks. This ensures invoices are created for the right customer and your accounting is correct.
To get started, go to the customers and products sections and hit the Import button.
Please note that Upstock does not support QuickBooks product bundles.
Set up price lists
Finally, set up your price lists in Upstock. This lets you customise prices for different groups of customers. These prices will be used on your QuickBooks invoices.
Ordering workflow
You’ll receive orders in Upstock with having to manually enter them. These can come from a few different sources, e.g. the Upstock buyer app or your supermarket integrations.
You can then make any changes to orders that are needed, e.g. adjusting quantities or adding freight.
When you mark an order as shipped, an invoice is automatically created in QuickBooks.
Invoice details
Here are the details that will be used on the invoices Upstock creates.
Invoice recipient | The QuickBooks contact matched with the Upstock customer |
Invoice date | The delivery due date of the order |
Invoice due date | Based on the payment terms settings |
Message on invoice | The Upstock order reference (optional) |
Line items | All items included in the order |
Product prices | The customer's price list in Upstock |
The Upstock order reference will override anything you already show in the Message on Invoice field. You can move the details you currently show in this field to a note at the bottom of the invoice. See the Integration settings section below for more details.
Product prices
The prices shown on invoices are set using price lists in Upstock. Price lists allow you to set different prices for different groups of customers, without the messy workarounds needed in QuickBooks.
Customers will not see any discounts you set on price lists, just the final sale price. The name you give a price list is also hidden from customers.
If you're not using price lists, the prices and discounts you have in QuickBooks will be used for invoices.
Payment terms
Payment terms in Upstock let you choose when invoices are created and due.
By default, invoices are created when you mark an order as shipped. The due date for the invoice will be set based on your payment terms in QuickBooks.
You can change this to whatever suits your business — payment terms offer a lot of flexibility. E.g., you can create invoices on delivery, with payment due 7 days after.
Integration settings
Here are the settings available for you to fine tune the integration. Get in touch with our support team to change any of these settings.
QuickBooks field to use for product names
When you import products from QuickBooks, you can choose whether to use the Name or Description for products. Customers will see the names when ordering. Check your products in QuickBooks to see which is best to use. To set this, chat with our team in the app.
Include order reference on invoice
If set, the order reference from Upstock will be included in the Message on Invoice section in Quickbooks. This will override anything you have in this section.
Invoice note
A custom message to show at the bottom of QuickBooks invoices, e.g. your bank account details.
Apply locations to invoices
We're able to support Locations within QuickBooks and automatically apply them to invoices.
Common questions
What prices appear on invoices?
What prices appear on invoices?
When Upstock automatically creates an invoice it uses your price lists in Upstock.
Price lists make it easy to manage custom pricing, without the messy workarounds you'd normally need in QuickBooks. You can create as many lists as you like, adjust the prices, then assign them to different customers.
What payment terms are used?
What payment terms are used?
By default, invoices use the payment terms you already have in QuickBooks.
You can choose to set payment terms in Upstock if you like. This is helpful if you start accepting payments from customers in Upstock, as it offers a lot of flexibility over when payment is due.
When are invoices created?
When are invoices created?
By default, invoices are created when you mark an order as shipped.
You can customise this in your payment terms. Invoices can be created when an order is approved, shipped or delivered — whatever works best for your business.
Why do I need to import my customers?
Why do I need to import my customers?
Each customer in Upstock is matched to a customer in QuickBooks. This ensures invoices are created for the correct customer.
Importing your customers is also a great way to onboard them to Upstock. When customers place their own orders in Upstock, it saves you time, reduce mistakes and helps you sell more.
Are discounts shown to customers?
Are discounts shown to customers?
No, discount amounts are not shown in Upstock or on your invoices, just the final sale price. Only connected customers can see your pricing.