QuickBooks

Keep FlintPOS and QuickBooks in step

Connect QuickBooks Online to record FlintPOS sales, payments, products, customers, and supplier bills. Use FlintPOS for daily store work and QuickBooks for your books and financial reports.

These ownership rules are on staging while production rollout is pending.

What syncs between systems

FlintPOS connects to the QuickBooks Online company you choose. A FlintPOS admin starts the connection and approves access to the intended company in QuickBooks.

Where to start

An admin opens Settings > Website & Integrations > QuickBooks. Have your bookkeeper review the company and account choices before you start.

1. Connect the right company

1. Open the QuickBooks settings and choose the connection action.
2. Sign in to QuickBooks and approve access to the company you want to use.
3. Check the company name shown in FlintPOS. Start guided setup only after confirming it is the company whose books you intend to connect.
4. Review customers, products, and suppliers. Each group has its own review.

Starting setup can copy records between the systems. If one side has no records to compare, setup can copy from the other side. If both sides have records, review the smaller list. If both are empty, that group needs no copying. Finish interrupted setup before changing companies.

2. Match customers and suppliers

1. Compare each suggested pair. Confirm that both records name the same customer or supplier.
2. Choose the exact match, or mark the record as separate.
3. If the details differ, choose FlintPOS or QuickBooks as the starting source for that pair.
4. Finish the review. Setup copies unmatched records and uses your selected matches for supported profile sync.

A matching name or email helps you find a record. It does not prove that two records belong together. Matching does not move debt, store credit, old transactions, or supplier balances between existing records.

Supported customer profile changes can sync for an exact match. For an exact supplier match, QuickBooks phone, email, and address changes can update FlintPOS only when no local supplier profile edit is pending. Other supplier purchasing and financial records remain FlintPOS-owned.

Complete a missing QuickBooks billing address or choose FlintPOS as the starting source. Keep delivery addresses in FlintPOS. Once you finish setup and the first sync succeeds, the completed matching panels close.

3. Match products

1. Compare each product with its QuickBooks item. Check its name, SKU, selling unit, and stock-tracking choice.
2. Choose the pair if both records are the same product, or keep them separate. Review any differences in their starting details.
3. Choose the starting source for that pair. Finish the remaining review.
4. Before enabling automatic sync, confirm each selected pair represents the same product.

Keep different products separate even if they have similar names. If a product mismatch remains after review, contact support. Do not create a duplicate product to bypass a warning. Set a product's preferred supplier in Inventory; product sync uses the QuickBooks supplier chosen during supplier review.

After exact matching, supported catalog profile changes, including base price, can sync between systems. FlintPOS sends its changes; a QuickBooks change updates FlintPOS only when no FlintPOS product edit is pending. Quantity is excluded after the initial import. A catalog change affects future sales, not prices already saved on orders.

4. Check locations and stock

Keep each physical yard under Settings > Inventory Locations. Check location matches when your QuickBooks setup uses them. Count, receive, and correct stock at the right yard in FlintPOS.

During guided setup, FlintPOS can import starting quantities from matched QuickBooks items. After that initial import, FlintPOS owns physical stock and its location history. QuickBooks keeps one item quantity; FlintPOS sends the sum of its location quantities to QuickBooks. A later QuickBooks count change never changes FlintPOS stock or creates an inventory adjustment or history entry.

If a physical count is wrong, correct it at the appropriate location in FlintPOS. Once the local change is saved, FlintPOS sends the combined quantity to QuickBooks. Do not change stock in QuickBooks to correct FlintPOS quantities.

For new sales in alternate units, QuickBooks uses the stock base unit. Four Bags that each contain two Each use eight Each for stock and product cost. FlintPOS keeps the four-Bag sale and its charged total. Old documents keep their earlier unit treatment.

5. Map your accounts

Ask your bookkeeper to choose the accounts in GL Account Mapping. Map the accounts your store needs before sending those records.

Use New account beside a mapping when you need a new account. Review the account type before you create it.

Optional: split income and costs by category

1. In GL Account Mapping, open Separate accounts by category.
2. Select each category that needs its own Income and COGS accounts. Select child categories on their own.
3. Keep the proposed subaccounts or choose Choose existing accounts (optional).
4. Choose Review category accounts. Read the plan with your bookkeeper.
5. Read and check I understand that previous transactions and reports may be reclassified. Choose Apply reviewed accounts only when you accept that effect.

This option starts off. Unselected categories use company-wide defaults. Stock asset, tax, receivable, and payable accounts stay company-wide. Disable category accounts stops future category changes. It keeps the last product account choices and does not undo earlier report changes.

Check how QuickBooks records sales tax

FlintPOS keeps the tax saved with its sale. In QuickBooks settings, check QuickBooks sales tax by jurisdiction when the panel appears. A jurisdiction is a state, county, city, or other tax area.

• Manual sales tax: select one tax combination. Map each part to a matching active QuickBooks rate and agency. Save the complete mapping.
• Automated sales tax: QuickBooks controls its tax calculation. FlintPOS hides the manual mapping panel.
• QuickBooks sales tax off: FlintPOS sends the saved total tax to the Sales Tax Liability account. This does not create separate tax-area reports in QuickBooks.
• Mode unknown: check the connected company before you rely on the result.

These mappings do not change the tax setup or reporting basis you chose in either system. See Set up taxes for checkout tax.

6. Turn on sync

1. Finish customer, product, and supplier setup. Review company, location, and account choices.
2. Enable Automatic sync. This enables the supported sync groups together.
3. Follow the first-sync progress. Finish any remaining matching or account setup, then resume interrupted work.
4. Compare a recent FlintPOS sale and payment with their mapped QuickBooks records. Check customer, units, prices, tax, total, and balance.

Turning automatic sync off stops scheduled sync work. Older connections can keep partial saved settings until an admin chooses to enable all supported sync. That choice can send eligible FlintPOS work as well as new work. It does not import QuickBooks-only orders, payments, purchasing history, or old customer debt into FlintPOS.

Automatic sync checks for delayed or interrupted work every five minutes by default; the configured recovery interval cannot be shorter than five minutes. A saved FlintPOS change or a supported QuickBooks customer, product, or supplier-contact update can prompt an earlier sync. QuickBooks throttling, timeouts, work already in progress, and retry delays can hold up completion, so a change may not appear at once.

When a sale reaches QuickBooks

• Completed or delivered orders can sync.
• Other orders can become eligible after payment, under their order rules.
• Unpicked Will Call orders wait for full payment before the paid-goods liability step.
• Unpaid, unfinished future orders stay in FlintPOS.

A paid same-day cash or card sale can use a QuickBooks Sales Receipt. A sale on account, a later payment, or another supported balance flow uses an Invoice and its payment entries. FlintPOS keeps the order and payment dates. It uses the store's local order date for Will Call entries.

Picking up paid Will Call goods releases the matching liability. Partial pickups keep the rest waiting. Do not mark goods picked up to force a sync.

Daily work and safe corrections

1. Create and correct orders, collect payments, receive goods, record returns, and make stock adjustments in FlintPOS.
2. Use FlintPOS for any intended change to a sale, payment, credit, refund, bill, or bill payment.
3. Allow the supported sync to finish. A saved FlintPOS change stays local until its export succeeds.
4. Open Notifications when FlintPOS cannot complete an outgoing QuickBooks write after its normal retry. Review the exact failure and contact support if it remains blocked.

Changes made only in QuickBooks to a linked Invoice, Sales Receipt, payment, credit, refund, bill, or bill payment do not update FlintPOS. QuickBooks-only edits, deletions, and accounting differences do not generate reconciliation alerts. If you want one of those changes in FlintPOS, enter it there.

Changing a matched product's catalog base price can sync in either direction, but it never changes prices on saved orders. To change a sale, edit it in FlintPOS. A successful export completes that saved change; a later FlintPOS change can update the same QuickBooks document.

Payment-only refunds return money and increase the amount due without returning goods. Removing a wrong manual entry does not return money. For the correct steps, use Payments.

Apply Store Credit to the intended open order in FlintPOS. QuickBooks credit applications do not change FlintPOS balances. Check the order and remaining credit in FlintPOS after your local change exports.

FlintPOS does not automatically recreate a linked QuickBooks document that is missing or voided. If a later FlintPOS export cannot update that exact document, keep the local work and contact support rather than creating a replacement invoice, receipt, payment, or bill.

Examples for units, stock, prices, and accounts

New sales in alternate units

If one Bag contains two Each, a new sale of four Bags exports as eight Each for QuickBooks stock and product cost. FlintPOS keeps the customer’s sale as four Bags and keeps its saved charge. Old orders keep their earlier unit details; changing the product’s unit setup does not rewrite them.

Correcting a stock count

Suppose FlintPOS has 9 units at one yard and 6 at another, while QuickBooks shows 12. FlintPOS owns the combined quantity of 15 and sends 15 to QuickBooks; a QuickBooks-only change does not change FlintPOS stock or history. If physical counts instead confirm that FlintPOS should total 12, correct the actual yard in FlintPOS, then send the new combined quantity of 12 to QuickBooks.

Account category and sale amount

Category accounts decide where income and cost appear in QuickBooks reports. They do not set the customer’s price, tax, or payment. For example, a $120 line amount plus $7.20 in saved tax totals $127.20 before any payment fee. The order keeps the item amount and tax. The payment record shows the tender and amount collected. An applicable fee can change the final card charge. Mapping the product category to Materials Income changes where the $120 income appears in QuickBooks reports. It does not set the item price, saved tax, tender, or card fee. Ask your bookkeeper to choose the account type. Customer payments use a suitable bank or current asset account, not Inventory Asset.

Product price and saved orders

A product matched to the same QuickBooks item can sync supported catalog profile changes, including base price, between systems when no FlintPOS product edit is pending. If a QuickBooks catalog price changes and syncs to FlintPOS, that change affects future sales, not prices already saved on orders. Record a sale-line price correction in FlintPOS; its successful export updates the same QuickBooks document.

Check the result

• After a FlintPOS sale export, confirm it updated the intended mapped QuickBooks document without creating a second copy.
• For a later FlintPOS change, confirm the same QuickBooks document was updated and the saved change completed after successful export.
• Compare payment amount, payment date, tax, amount due, and customer debt for FlintPOS-originated work.
• For stock, compare the combined FlintPOS location quantity with QuickBooks. A QuickBooks quantity edit does not change FlintPOS locations or history.
• For Will Call, compare picked-up goods with the amount still held as a liability.
• For purchasing, compare FlintPOS-originated supplier, bill, payment, and remaining balance.
• Use the same dates, location, and cash or accrual basis when comparing reports.

Notifications report outgoing FlintPOS writes that remain unsuccessful after normal retry. They do not report QuickBooks-only edits, deletions, or reconciliation differences.

If sync needs help

• Interrupted setup: resume the saved review. Do not create a second customer, item, or supplier.
• Missing account: choose a suitable active account with your bookkeeper, then save the mapping.
• Product prices differ: agree on the catalog base price and resolve it for the exact match. Saved order-line prices change only through a FlintPOS order edit.
• Stock count differs: confirm the physical count, correct the right location in FlintPOS, and let the combined quantity export. A QuickBooks count change does not alter FlintPOS stock.
• Failed outgoing write: check the FlintPOS record and mapped QuickBooks target, then follow the exact notification message. Do not repeat a payment, refund, or bill payment to clear an alert.
• Mapped QuickBooks document is missing or voided: FlintPOS will not recreate it automatically. Keep the saved FlintPOS change and contact support before retrying or creating another document.
• Timeout or retry: allow the normal retry. If the outgoing write remains blocked, contact support with the FlintPOS record and exact message.

QuickBooks-only edits, deletions, and accounting differences do not generate reconciliation alerts and do not change FlintPOS financial or inventory history. Make intended sales, payment, refund, purchasing, and stock changes in FlintPOS. Keep the existing mapped QuickBooks document; do not create duplicates to work around a failed write.

Related guides

Use Taxes, Inventory, Locations, Purchasing, and Payments for the daily steps that create accounting work.