Does Your Software Really Integrate with QuickBooks?
Question: I am considering a software that says it integrates with QuickBooks. Is that all I need to know?
Answer: Every product that says they integrate with QuickBooks has its own definition of “integrate.” In each case, the integration depends on what data is mapped into QB, which is defined by the product in question, not QB.
I am most familiar with SAGE’s integration, which I find to be very complete for our business, including its keeping a complete order history in both SAGE and QB.
I have had the opportunity to work with other order processing systems that claim to integrate with QB, and they have proven far less comprehensive and, in some cases, incorrect.
If you are researching a product that claims to integrate with QB, request a demonstration and, at the very least, be sure the following display in QB:
- Customer and vendor information: Is it complete or just their name without addresses or contact information?
- Item: Is it just the name or does it include its description?
- Item set up: is the box indicating that the “item is used in assemblies or purchased for a specific customer job” checked, and both income and expense accounts designated? (If not, your sales and cost of goods sold numbers will be incorrect.)
- Customer sales orders and supplier purchase orders: Do these export or is it just supplier bills and customer invoices?
All integrations of data from an industry order processing system into QB are not equal. Trust but verify. Arrange a demo and make sure you know what they actually mean when they claim to “integrate with QB.”
Please email accounting questions you would like considered for the column to HGatter@AccountingSupportLLC.com with the subject line of "Ask the Accountant."
Harriet Gatter, owner of Accounting Support LLC, was an ad specialty distributor for 23 years and an adjunct professor of accounting at Neumann University. She sold her ad specialty business in 2012, became certified as a QuickBooks ProAdvisor, and now works exclusively with ad specialty distributors nationwide on their QuickBooks, order management and accounting needs.