QuickBooks Online Integration

Stocksmith + QuickBooks Online.
Keep your books. Add the manufacturing layer.

QuickBooks is excellent at accounting. It just wasn't built to understand that your business makes things — no bills of materials, no batch costing, no materials deducting when you produce. Stocksmith fills that gap and pushes your real COGS and inventory valuations straight into QuickBooks. No manual journal entries, no month-end spreadsheet.

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Stocksmith

The QuickBooks-plus-a-spreadsheet split

Most product businesses run their numbers in two places that never agree.

It's the same setup almost everyone lands on: QuickBooks for the accounting, a Google Sheet for what's actually on the shelf, and a constant low-level worry that neither one is right.

QuickBooks tracks money in and money out. It doesn't know your lip balm is made from beeswax, shea butter, three oils, and a tube — each with a cost that moved the last time your supplier repriced. So the COGS on your P&L is a number you (or your accountant) reconstruct by hand, usually at quarter-end, usually from a spreadsheet. And that's exactly where the errors creep in.

You don't have to leave QuickBooks to fix this. You have to give it the one thing it was never built to calculate: what it actually costs you to make what you sell.

QuickBooks on its own

No bills of materials — it can't cost a product from its ingredients
No raw-material tracking — only finished goods, and only on higher tiers
COGS is a manual journal entry, not a calculation from your production
A spreadsheet bridging your books and what's really in the workshop

With Stocksmith + QuickBooks

Real COGS calculated from your actual materials, labour, and overhead
Those figures posted to QuickBooks as journal entries, mapped to your chart of accounts
Purchase orders exported to QuickBooks as bills — no re-typing
One reconciliation spreadsheet you can finally delete

What the integration actually does

We'd rather be straight with you than oversell it. The QuickBooks integration is a one-way sync: data flows from Stocksmith into QuickBooks Online, keeping your books accurate without manual entry. It is not an item-level two-way sync.

Here's exactly what's in scope today, and what isn't.

Syncs to QuickBooks today

COGS journal entries. Your cost of goods sold, calculated from real material costs, labour, and overhead — posted to QuickBooks as journal entries mapped to your chart of accounts.
Inventory-valuation journals. The value of stock on hand (weighted-average cost) pushed across, so your balance sheet reflects what your inventory is really worth.
Purchase orders as bills. Raise a PO in Stocksmith from real material needs, then export it to QuickBooks as a bill for vendor reconciliation.
Full audit trail. Every sync is logged, so you and your accountant can see exactly what posted and when.

Not part of the integration

Not a two-way item sync. Stocksmith is the source of truth for materials, products, and stock. It doesn't pull QuickBooks items back or two-way sync product records.
QuickBooks Online only. The COGS and inventory-valuation sync needs QuickBooks Online Plus or Advanced. There's no QuickBooks Desktop connection.
USD today. The sync currently supports US-dollar QuickBooks accounts. Other currencies are on the roadmap.
Bill & expense import. Pulling bills or expenses from QuickBooks into Stocksmith is on the roadmap — it isn't live yet.

How the sync works

Connect QuickBooks Online once, map your accounts, and the numbers flow across on their own. Data moves in one direction — Stocksmith calculates, QuickBooks records the result.

You produce in Stocksmith

Run a batch and materials deduct automatically through your bill of materials. Stocksmith works out the true cost of what you made — materials, labour, and overhead included.

Stocksmith calculates COGS & valuation

As orders ship and stock moves, Stocksmith keeps a running cost of goods sold and inventory valuation — from your actual figures, not an estimate typed into a cell.

Figures post to QuickBooks

Stocksmith pushes COGS and inventory-valuation journal entries into QuickBooks Online, mapped to your chart of accounts — and exports your purchase orders as bills. Your books stay accurate with nothing to re-key.

The manufacturing layer QuickBooks doesn't have

QuickBooks records the result. Stocksmith runs the operation behind it.

Accounting software tells you where the money went. It can't tell you that a fragrance-oil price rise just moved the cost of eleven of your products, or that you're three days from running out of the wax a wholesale order depends on.

Stocksmith sits underneath your books and manages the part QuickBooks was never designed for — materials, recipes, production, and multi-channel stock. Then it hands the clean financial figures back to QuickBooks. One customer tracks 600 fragrance oils across hundreds of SKUs. Another builds products with 200 parts each. That's the level Stocksmith is built for.

Multi-level bills of materials

Build recipes with as many levels as your products need — raw materials, sub-assemblies, finished goods. Cost rolls up automatically and updates when supplier prices change.

Auto material deduction on manufacture

Record a production run and every material in the recipe deducts, finished goods increase, and COGS updates. No manual stock adjustments after each batch.

Real COGS & reorder points

Know your true margin on every product and get alerted before a material stockout halts a run — then push the resulting COGS straight to QuickBooks at period end.

Every sales channel in one inventory

Orders from Shopify, Amazon, Etsy, WooCommerce, Faire, and Square draw from the same stock — so the COGS you send to QuickBooks covers your whole business, not one channel. Learn more about why the Shopify QuickBooks integration often breaks for product businesses.

Who is the Stocksmith + QuickBooks integration for?

The Stocksmith and QuickBooks Online integration is built for small-batch manufacturers and product businesses that already run QuickBooks for accounting but need a real manufacturing and inventory system feeding it accurate numbers.

It's a strong fit if you:

Make products from raw materials — food, cosmetics, skincare, supplements, candles, or soap — and need bills of materials and batch costing QuickBooks can't provide.
Keep QuickBooks Online for bookkeeping (Plus or Advanced, USD) and want to stop rebuilding COGS by hand at the end of every period.
Run the "QuickBooks plus a spreadsheet" setup and want the spreadsheet gone — with materials, production, and COGS in one system.
Sell across multiple channels and need one COGS figure that covers your whole business, not one storefront.

It isn't a fit if you need QuickBooks Desktop, a non-USD QuickBooks account, or a two-way item sync. The integration is a one-way push from Stocksmith into QuickBooks Online Plus or Advanced — Stocksmith stays the source of truth for your inventory.

Which plan includes the QuickBooks sync?

Exporting purchase orders as bills to QuickBooks is included on Stocksmith plans from Indie up. The automatic COGS and inventory-valuation journal sync is available on the Growth plan. Both require a QuickBooks Online Plus or Advanced account in USD.

See the full plan comparison →

Frequently Asked Questions

Does Stocksmith integrate with QuickBooks Online?

Yes. Stocksmith connects to QuickBooks Online and pushes your cost of goods sold and inventory valuations across as journal entries, plus exports purchase orders as bills. It runs the manufacturing and inventory side — bills of materials, batch costing, real COGS — and hands the financial figures to QuickBooks so your books stay accurate without manual entry.

Is the QuickBooks integration a two-way sync?

No. It's a one-way sync — data flows from Stocksmith into QuickBooks Online, not back the other way. Stocksmith is the source of truth for your materials, products, and stock; it posts COGS and inventory-valuation journals and exports POs as bills. It does not two-way sync item records, and importing bills or expenses from QuickBooks is on the roadmap, not live today.

Which QuickBooks products and currencies does Stocksmith support?

The COGS and inventory-valuation sync works with QuickBooks Online Plus and Advanced on USD accounts. Simple Start and Essentials don't carry the account structure the sync needs, and there's no QuickBooks Desktop connection. Support for other currencies is on the roadmap. If you're unsure which QuickBooks plan you're on, check before connecting.

What can QuickBooks track that Stocksmith can't — and the other way around?

QuickBooks handles accounting — invoicing, bank feeds, tax, and financial statements. Stocksmith handles manufacturing and inventory — bills of materials, raw-material tracking, batch production, and automatic COGS. QuickBooks on its own can't cost a product from its recipe or deduct materials when you produce; Stocksmith isn't your bookkeeping ledger. Together they cover both halves of a product business.

Do I still need QuickBooks if I use Stocksmith?

Yes — and that's the point. Stocksmith is not a replacement for QuickBooks. Keep QuickBooks for your accounting; add Stocksmith as the inventory and manufacturing layer on top. Stocksmith calculates the numbers QuickBooks can't work out for a business that makes things, then syncs them across so you're not maintaining a spreadsheet in between.

Which Stocksmith plan includes the QuickBooks integration?

Exporting purchase orders as bills to QuickBooks is included on Stocksmith plans from Indie upward. The automatic COGS and inventory-valuation journal sync is available on the Growth plan. Both need a QuickBooks Online Plus or Advanced account in USD. See our pricing page for the current plan breakdown.

Give QuickBooks the numbers it can't work out on its own.

14-day free trial. Keep QuickBooks for the books, let Stocksmith handle what you make. No credit card required.

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Stocksmith + QuickBooks Online. Keep your books. Add the manufacturing layer.