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How do I sync inventory with QuickBooks?
How do I sync inventory with QuickBooks?

Keep inventory up-to-date through using Auto Sync and One-Time Import to sync between Shopmonkey and QuickBooks

Zack Buffum avatar
Written by Zack Buffum
Updated over a week ago

Shopmonkey lets you connect your QuickBooks account to sync inventory. With this connection, you can import your inventory from QuickBooks to Shopmonkey or enable Auto Sync to keep them both up-to-date. Inventory Auto Sync is currently Early Access. Reach out to our Support Team if you’re interested in turning this on.

Note: Quickbooks integration is included in tiers Clever and above of Shopmonkey, but you will need a QuickBooks Online subscription.

Configure Accounting

During your initial setup, you’ll tell QuickBooks how to recognize invoiced line items. For each line item, you’ll set the corresponding QuickBooks product or service. So a labor item might be sent over as Shopmonkey Labor, or if the line item is set to No Specific Match it will use the QuickBooks default which may show as Sales. Using Configure Accounting will not allow Inventory Cost to be sent to QuickBooks. Use the steps below if you need to sync your Inventory Cost to QuickBooks.

For more information on configuring accounting check out our help articles for QuickBooks Online and Quickbooks Desktop.

Where to Start?

When starting the process to sync inventory it’s important to know where your inventory is and the steps to get them synced. The list below will help you identify where to start.

  • Brand New (No previous Inventory) - Use the information in this article to set up inventory sync and keep Shopmonkey and QuickBooks up-to-date when you start invoicing.

  • Inventory in QuickBooks Only - Use the information in this article to import your inventory from QuickBooks to Shopmonkey and then keep them in sync.

  • Inventory in Shopmonkey Only - Reach out to our Support Team and use the information in this article to sync the information from Shopmonkey to Quickbooks and keep them in sync.

  • Some inventory in Quickbooks and different inventory in Shopmonkey - Reach out to our Support Team for help ensuring all of your inventory is synced properly.

Run One-Time Import

Shopmonkey gives you the ability to sync different types of data from QuickBooks with the click of a button. Customers, Services, Vendors, Inventory, and Non-Inventory can each be synced with the Run One-Time Import option.

Go to Settings > QuickBooks and click Run One-Time Import to initiate a sync for the selected data from QuickBooks over to Shopmonkey. Run this sync anytime you’d like QuickBooks to send the selected data to Shopmonkey. Note that this will not delete any records already in Shopmonkey.

Synced with QuickBooks

After you’ve imported your inventory from QuickBooks you’ll be notified of how many items have been imported and how many have been updated.

When viewing your inventory you’ll see a QuickBooks icon appear next to each of the items that were imported from QuickBooks. The following information will be imported for each inventory item.

Shopmonkey Name

QuickBooks Name

Part Description




Part Number



Preferred Vendor



Retail Cost

Sales price/rate

Quantity on Hand

Quantity on hand

Critical Qty

Reorder point

QuickBooks Item Reference

In addition to the information that is imported from QuickBooks a new field will be added to the part. The QuickBooks Item Reference field is how a part in Shopmonkey is directly connected to a part in QuickBooks. The QuickBook Item Reference number is automatically populated during the import.

When an inventory item is synced to QuickBooks the inventory count is automatically updated when invoices sync. Shopmonkey will automatically decrease inventory when an order is invoiced, and when an invoice is synced to QuickBooks any item with a QuickBooks Item Reference will also decrease that product or service's Qty on Hand count in QuickBooks.

Inventory Auto Sync [Early Access]

As we’ve seen with One-Time Sync the ability to send Inventory from QuickBooks to Shopmonkey, but with Inventory Auto Sync we can also sync inventory from Shopmonkey to QuickBooks.

To set up Inventory, Auto Sync click Enable Auto Sync from your QuickBooks settings. Click Enable after reviewing the Inventory Auto Sync details.

Next make the appropriate selection for Inventory Asset Account, Income Account, Expense Account. QuickBooks will use these selections when an item from Shopmonkey is added to your QuickBooks inventory. Use the defaults provided or click the dropdown for each field to make a different selection. For questions about recommendation selections or the impact of these selections consult your bookkeeper. After making your selections click Sync. The initial sync could take 5 to 20 minutes.

When the sync is complete you’ll see how many inventory items were added to Shopmonkey from QuickBooks, how many inventory items were sent to QuickBooks from Shopmonkey, and how many sync errors occurred. Review any errors directly from this screen.

The inventory information imported from QuickBooks to Shopmonkey is the same as the list displayed in the One-Time Import section. The information sent to QuickBooks for each inventory item is the same with the exception of Vendor. The Vendor will not be created in QuickBooks from an inventory item in Shopmonkey.

After Setup

With Inventory Auto Sync enabled items added or updated in Shopmonkey will be added or updated in QuickBooks. The same happens from QuickBooks to Shopmonkey. Items deleted in Shopmonkey will be marked inactive in Quickbooks. Items marked inactive in QuickBooks will remain in Shopmonkey without item references.

Review your Auto Sync status at any time from the top of your Inventory parts list. See when your parts are synced at the top and hover over QB Auto Sync Enabled to see details for QuickBooks sync status, items waiting to sync, and the last time the sync occurred.

Still have questions? Feel free to reach out to us through the Chat Icon in the bottom right corner of your screen. Thanks for reading!

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