Accounting & QuickBooks Online
June 26, 2026
Summary
Connect QuickBooks Online to Flxpoint to automatically sync orders, fulfillment requests, and supplier invoices into your accounting records. Paid channel orders become Sales Receipts and unpaid ones become Invoices, fulfillment requests become Purchase Orders, and source invoices post as Bills - with field-mapping templates, tax handling, and scheduling.
What this integration does
Send Accounting Orders
Syncs channel orders to QuickBooks Online as Sales Receipts (paid) or Invoices (unpaid)
Send Fulfillment Requests
Sends Flxpoint fulfillment requests to QBO as Purchase Orders
Send Accounting Invoices
Posts source/supplier invoices to QBO as Bills, linked to the matching Purchase Order
Verify sync
Confirm what reached QBO using the Orders Synced and Accounting Sync filters
Prepare QuickBooks Online first
Before connecting, set up these accounts and toggles inside QuickBooks Online. Skipping them is the most common cause of sync errors later. Confirm each toggle is saved before moving on.
1
Chart of Accounts
Under Accounting → Chart of Accounts, make sure you have:
- A Sales of Product Income account
- An Accounts Payable (A/P) account
If either is missing, create it with the New button (top-right) and pick the correct Account Type / Detail Type.
2
Sales settings
In Account & Settings → Sales, enable:
- Sales form content: Shipping & Custom Transaction Numbers
- Products and services: Show SKU Column & Track Quantity and Price/Rate
3
Expenses settings
In Account & Settings → Expenses, enable:
- Bills and expenses: Show Items Table & Track expenses and items by customer
- Purchase Orders: Use Purchase Orders & Custom Transaction Numbers
4
Order of operations
The three exports run in sequence and depend on each other:
- Orders must sync first (creates Sales Receipts / Invoices)
- Fulfillment Requests run next (create Purchase Orders)
- Invoices run last (post Bills against the POs)
How to connect - credentials you need
Go to Settings (gear icon) → Accounting, click the blue + icon, select QuickBooks Online, then Save and Proceed. You authorize Flxpoint by logging in to QuickBooks directly - there are no API keys to copy. Flxpoint connects securely using QuickBooks' authorization flow.
Connection NameSetting
A label you choose so you can recognize this QuickBooks connection later. Entered when you click + New Connection.
Chosen in Flxpoint - no external value needed.
EnvironmentSetting
Pick Production for live accounting, or Sandbox for testing only. Set this on the New or Existing Connection screen.
Chosen in Flxpoint - no external value needed.
AuthorizationRequired
Click Generate a New Authorization Token to log in and authorize Flxpoint for QuickBooks. After you allow access you are redirected back to Flxpoint and the tokens save automatically.
Open QuickBooks
After authorizing, finish the wizard: choose whether to Link to Existing Sales Receipts, then on the Accounting Operations step enable the toggles for Fulfillment Requests, Invoices, Orders, and Shipments, pick the Source(s) / Channel(s) to map, and click Save and Complete. If jobs later fail to authenticate, re-link the connection via Settings → Integrations → QuickBooks → Re-Link.
Per-operation setup & mapping
Syncs orders from a sales channel to QBO. Paid orders become Sales Receipts; unpaid orders become Invoices. Customers are matched (or created) by channel and display name; items are linked by SKU and created in QBO if not found. The total tax amount is sent to QBO, which determines the tax agency via Automated Sales Tax. Run this operation first - the other two depend on it.
Configuration options
| Option | What it does |
|---|---|
| Only Link to Existing Sales Receipts | Yes/No. When No, Flxpoint creates new Sales Receipts or Invoices. When Yes, it links to Sales Receipts already in QBO. |
| Discount SKU | Optional. Enter a SKU to associate with discounts so they appear on the invoice total. |
| Sync Only When Fully Shipped | Yes defers creating the Sales Receipt / Invoice until the order is fully shipped, and sets the invoice date to the actual shipment/pickup date - keeping AR aging accurate. No creates the invoice upfront (useful for prepay partner arrangements). |
| Channels | Select which sales channel(s) to include. Multiple selections allowed. |
Mapping - fields to know
| Flxpoint field | QuickBooks Online field / notes |
|---|---|
| Billing Address → City | QBO City. Suggested: enable Billing Address - City. |
| Billing Address → Country | QBO Country. Suggested: enable Billing Address - Country. |
| Billing Address → Postal Code | QBO Postal Code. Suggested: enable Billing Address - Postal Code. |
| Address → State | QBO State. Suggested mapping uses Shipping Address - State. |
| Order Line Item → SKU | Links the order item to a QBO item. Other fields (Order Total, Invoice Number, Subtotal, Quantity, Price) map to their QBO counterparts as needed. |
For each field you choose Don't Map (skip), Set To Empty (clear in QBO), or Enable to send it.
Sends fulfillment requests to QBO as Purchase Orders. Requires Send Accounting Orders to run first. Vendors are matched in QBO by source address - the source name in Flxpoint must exactly match the supplier account name in QBO, or the job errors and terminates. The PO is linked to the matching Sales Receipt or Invoice, and the QBO PO ID is saved as a confirmation number.
Configuration options
| Option | What it does |
|---|---|
| Send Accounting Fulfillment Requests | Yes/No toggle to enable sending FRs as Purchase Orders, with a mapping template. |
| Sources | Select the sources (vendors) to include. Source names must match QBO supplier account names. |
Mapping - fields to know
| Flxpoint field | QuickBooks Online field / notes |
|---|---|
| Fulfillment Request Item → SKU | Sent to the QBO SKU field and copied to the Description field (QBO workaround for PO-level SKU limits). |
| Fulfillment Request Item → Quantity | QBO Quantity. Suggested: enable. |
| Fulfillment Request Item → Cost | QBO Unit Price. Suggested: enable. |
| Source Address → Postal Code | QBO Purchase Order Postal Code. Suggested: enable. |
| Source Address → State | QBO Purchase Order State. Suggested: enable. |
Bundle/kit products show as a single PO line using the bundle's title and SKU, not the individual components - this is expected. If your accounting needs component-level POs, contact Flxpoint Support.
Sends invoices from a source/supplier to QBO as Bills, linked to the matching Purchase Order. Requires both Send Accounting Orders and Send Fulfillment Requests to run first. The SKU on the invoice must match the SKU sent on the corresponding PO, or QBO cannot create the Bill. The vendor is matched by source name (must equal the QBO supplier account name).
Configuration options
| Option | What it does |
|---|---|
| Send Accounting Invoices | Yes/No toggle to enable sending invoices as Bills, with a mapping template. |
| Sources | Select the sources (vendors) to include. Source names must match QBO supplier account names. |
Mapping - fields to know
| Flxpoint field | QuickBooks Online field / notes |
|---|---|
| Source Invoice Item → Quantity | QBO Quantity. Suggested: enable. |
| Source Invoice Item → Per Unit Cost | QBO Unit Price. Suggested: enable. |
| Source Invoice → Shipping / Tax / Fee / Other Cost | Map to corresponding QBO fields as needed. |
| Invoice Status | Currently Don't Map - invoice payment status sync is not supported. |
Important - read before configuring
Run the operations in order
Send Accounting Orders must run first (creates Sales Receipts / Invoices). Fulfillment Requests run next (create Purchase Orders). Invoices run last (post Bills against the POs). Running them out of order causes "Object Not Found" and missing-record errors.
Source name must match the QBO vendor exactly
For Fulfillment Requests and Invoices, the source name in Flxpoint must exactly match the supplier account name in QuickBooks (case-sensitive, no special characters). If no match is found, the job errors out and terminates.
PO and Invoice SKUs must match
The SKU on a source invoice must match the SKU sent on its corresponding Purchase Order. If they differ, QBO cannot associate the invoice items with the PO items and the Bill is not created.
Large orders split automatically
QuickBooks limits batch API requests to 30 items. Flxpoint automatically splits large orders into batches of up to 29 line items, so orders of any size sync without manual action. The old "Batch size exceeds allowed limit" error was resolved in April 2026 - no configuration changes needed.
Verify what reached QuickBooks
Use these filters to confirm which records were sent to QuickBooks Online based on your Accounting setup. For a detailed walkthrough see Using Accounting Sync Filters.
| Where | How to check |
|---|---|
| Orders view - Orders Synced | Apply the filter Orders Synced = Yes, add a Channel filter matching your enabled channels, then review or export the results. Shows orders sent under Accounting → Send Accounting Orders. |
| Fulfillment Requests view - Accounting Sync | Apply the filter Accounting Sync = Yes, add a Source filter matching your enabled sources, then confirm the total matches expectations. Shows FRs sent under Accounting → Send Accounting Fulfillment Requests. |
Common issues
Orders / FRs / invoices not syncing
Confirm the QBO connection is active and access tokens are refreshed. Verify the selected channels (Orders) or sources (FRs and Invoices) match the record's channel/source in Flxpoint. If authentication is failing, re-link the connection via Settings → Integrations → QuickBooks → Re-Link.
"Object Not Found" when sending Fulfillment Requests
Full message: "Object Not Found: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees." Causes: a required QBO record (account, customer, item, vendor) is inactive/deleted; names or SKUs don't match exactly; or the order wasn't synced first. Fix it by (1) running Send Accounting Orders first; (2) in QBO Settings → Chart of Accounts (and Customers / Vendors / Products and Services) using Include Inactive and clicking Make active; (3) matching names and SKUs exactly across both systems; (4) re-linking the integration; and (5) checking Settings → Accounting Sync History for the specific missing record.
Vendor Not Found
The source name in Flxpoint does not match the supplier account name in QBO. Update one side so the names match exactly, then re-run. This applies to both Fulfillment Requests and Invoices.
Customer Not Found
The customer's channel and display name in Flxpoint don't match QBO. If there's no match the integration creates a new customer - to avoid duplicates, align the display name in QBO before syncing.
Item not linked
Confirm the SKU exists in QBO. If multiple QBO items share the SKU, make sure the item name matches the order item name so Flxpoint links the right one. For invoices, also confirm the invoice items match items in QBO.
Purchase Order Not Found (Invoices)
Sending an invoice as a Bill requires a matching Purchase Order in QBO. Confirm the PO ID matches an existing PO - if Send Fulfillment Requests hasn't created it yet, run that operation first.
Discount not applied
Verify a valid Discount SKU is entered in the Send Accounting Orders configuration. Without it, discounts won't appear on the QBO invoice total.
Tax not calculated correctly
QBO determines the tax agency using Automated Sales Tax (enabled by default for U.S. accounts created after November 17, 2017). Legacy accounts can enable it in QBO settings or refer to QuickBooks' Automated Sales Tax documentation.
Custom transaction number / duplicate-check conflicts
If POs, Sales Receipts, or Invoices fail to create, confirm the QBO user has permission to create them. In QBO go to Account and Settings → Sales and turn off Custom transaction numbers and Warn if duplicate check/bill number is used.
FAQs
What's the difference between a Sales Receipt, an Invoice, and a Bill in this sync?▸
It depends on the record's origin in Flxpoint. A channel order that is paid syncs to QBO as a Sales Receipt; an unpaid channel order syncs as an Invoice. A fulfillment request syncs as a Purchase Order. An invoice from a source/supplier syncs as a Bill. Purchase Orders share the same name in both Flxpoint and QuickBooks.
Do I have to run the three operations in a specific order?▸
Yes. Send Accounting Orders must run first to create the Sales Receipts/Invoices. Send Fulfillment Requests then creates Purchase Orders linked to those records. Send Accounting Invoices runs last to post Bills against the Purchase Orders. Running them out of order is the leading cause of "Object Not Found" errors.
Why does my QuickBooks Purchase Order show a bundle as one line instead of its components?▸
This is expected. When the order first syncs, the bundle is still a single sellable item, so it posts as one line using the bundle's title and SKU. Fulfillment later expands the bundle into components, but the resulting Purchase Order lines link back to the original bundle order line, so the PO continues to show the bundle title and SKU. If your accounting needs component-level POs, reach out to Flxpoint Support to review options for your account.
Will large orders fail because of QuickBooks' batch limit?▸
No. QuickBooks caps batch API requests at 30 items, but Flxpoint automatically splits large orders into batches of up to 29 line items each, so orders of any size sync successfully. The previous "Batch size exceeds allowed limit" error was resolved in April 2026 and needs no action on your end.
What does "Sync Only When Fully Shipped" actually change?▸
When set to Yes, Flxpoint waits until the order is fully shipped before creating the Sales Receipt or Invoice, and sets the invoice date to the actual shipment/pickup date - keeping your Accounts Receivable aging accurate against the real fulfillment event. The order is flagged Accounting Synced only after full shipment. When set to No, the invoice is created upfront on the order, which is useful for prepay partner arrangements where billing happens before fulfillment.
How does Flxpoint handle taxes when syncing orders?▸
Flxpoint sends the total tax amount to QuickBooks, and QuickBooks determines the correct tax agency based on your business location and shipping destination using Automated Sales Tax. Automated Sales Tax is on by default for U.S. accounts created after November 17, 2017; legacy accounts can enable it in QBO settings.