QuickBooks Online Integration
One source of truth for your inventory and your books — no double entry.
Trademark notice: Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission. ainventry is a member of the Intuit Developer Program. ainventry is not affiliated with, endorsed by, sponsored by, or officially affiliated with Intuit Inc. The ainventry + QuickBooks Online integration provides interoperability between the two products; it is not an official Intuit product or service.
Why Connect QuickBooks Online?
QuickBooks Online is your financial source of truth. ainventry is your inventory and production source of truth. The integration keeps them in sync so you never have to copy data manually between systems.
- Your customers, vendors, and item catalogue from QuickBooks Online are available immediately in ainventry for matching and reconciliation.
- Inventory transactions you confirm in ainventry — invoices, bills, purchase orders — flow back to QuickBooks Online automatically.
- There is no double-entry and no risk of the two systems falling out of sync.
What Data Flows Between the Systems
QuickBooks Online to ainventry (pulled on connection and kept in sync)
| Data | Purpose in ainventry |
|---|---|
| Customer records (name, contact details) | Match ainventry customers to QuickBooks Online customers for invoice sync |
| Vendor / supplier records (name, contact details) | Match ainventry suppliers to QuickBooks Online vendors for bill and purchase-order sync |
| Inventory items (name, SKU, description, unit price) | Match ainventry items to QuickBooks Online items for accurate financial coding |
Only data within the accounting OAuth scope you authorise is accessed. We never access payroll, employee, or bank account data.
ainventry to QuickBooks Online (pushed when you confirm an action)
| Data | When it is sent |
|---|---|
| Sales invoices | When you confirm the creation or update of an invoice in ainventry |
| Bills (vendor invoices / supplier bills) | When you confirm the creation or update of a bill in ainventry |
| Purchase orders | When you confirm a purchase order in ainventry |
| Item records | When a new inventory item in ainventry is linked to a QuickBooks Online item, or when details are updated |
No data is sent silently. ainventry's AI assistant and all sync operations require your explicit confirmation before writing to QuickBooks Online.
How to Connect QuickBooks Online
- Log in to ainventry and go to Settings > Integrations.
- Click Connect to QuickBooks Online.
- You will be redirected to the Intuit authorisation page. Log in with your QuickBooks Online credentials.
- Review the permissions ainventry is requesting and click Connect.
- You will be returned to ainventry. The sync will begin pulling your QuickBooks Online customers, vendors, and items within a few minutes.
You must have an active QuickBooks Online subscription to use this integration. ainventry is not a substitute for QuickBooks Online and does not process payroll, tax filings, or bank feeds.
How to Disconnect QuickBooks Online
You can disconnect the integration at any time:
- In ainventry: go to Settings > Integrations > QuickBooks Online > Disconnect.
- In QuickBooks Online: go to your QuickBooks Online account settings, then Apps > My Apps, find ainventry, and select Disconnect.
On disconnection from ainventry, your QuickBooks Online OAuth tokens are deleted from ainventry's database immediately. Data that was previously synced is retained in ainventry as your business data; you can delete it from within ainventry if you no longer need it.
Data Security for the Integration
- OAuth tokens (access and refresh) are stored encrypted at rest using AES encryption with a dedicated key, separate from all other application data.
- We never store your QuickBooks Online username or password.
- Your QuickBooks Online data is used solely to provide the ainventry features you have authorised. It is not sold, shared with third parties for advertising, or used for any purpose outside the integration.
- You can revoke ainventry's access at any time (see “How to Disconnect” above).
For full details, see our Privacy Policy and Security page.
Frequently Asked Questions
Does ainventry replace QuickBooks Online?
No. ainventry is an inventory management and MRP platform. QuickBooks Online handles your accounting, invoicing, and financial reporting. The integration makes them work together.
Do I need a specific QuickBooks Online plan?
The integration is compatible with QuickBooks Online Simple Start, Essentials, Plus, and Advanced. Some features (such as purchase orders in QuickBooks Online) may require a specific plan tier.
Does ainventry have access to my bank accounts or payroll?
No. ainventry requests only the accounting OAuth scope. We do not request and cannot access bank account details, payroll information, or employee data.
What happens to my data if I stop using ainventry?
Your QuickBooks Online data remains entirely in your QuickBooks Online account. Data synced into ainventry can be exported or deleted on request. See our Terms of Service and Privacy Policy for details.
Is ainventry an official Intuit partner or QuickBooks-certified app?
ainventry is a member of the Intuit Developer Program. ainventry is not currently listed on the QuickBooks App Store as a certified or approved app. We are working toward that listing. We do not claim to be certified, approved, endorsed, preferred, or officially affiliated with Intuit.
Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.