The QuickBooks integration posts your Qoblex accounting activity — sales invoices, sale refunds, supplier bills, payments, bill payments, inventory movements, adjustments, and manufacturing costs — into QuickBooks Online. You decide which QuickBooks accounts, tracking classes, tracking locations, and tax codes each type of activity lands on, so your books stay in QuickBooks while your stock and orders stay in Qoblex.
This article is the starting point for the integration. It explains the one-time setup wizard, the settings tabs you return to afterwards, what Qoblex reads from your QuickBooks company, and where to go for each detailed topic. Once you have read it you will know how the QuickBooks settings area is laid out and the recommended order to configure it.
First-time setup: the configuration wizard
The first time you open QuickBooks after connecting, Qoblex shows a setup wizard rather than the tabbed settings. The wizard walks you through each area in order and ends on a review step where you save everything at once.
The wizard steps are, in order:
- Tax Mapping — map every QuickBooks tax to a Qoblex tax rate.
- Sales — the income account, payment account, and tracking for invoices and customer payments.
- Purchases — the account and tracking for bills and bill payments.
- Manufacturing — the account and tracking for manufacturing costs.
- Inventory — Stock On Hand, Cost Of Goods Sold, and Inventory Adjustments accounts.
- Review & Save — your full configuration on one screen; edit anything in place, then save.
Each step has Back and a next action; the Tax Mapping step has no Back because it is first. The review step shows the description “This is your full configuration. Edit anything in place, then Save.” Saving the review step writes the whole configuration and switches QuickBooks into its normal, tabbed settings view.
The settings tabs (after setup)
Once setup is complete, opening QuickBooks shows the connected company and a set of tabs. The tabs are, in order:
- Sales
- Purchases
- Manufacturing
- Inventory
- Tax mappings
- Sync Status
Every tab except Sync Status has a Save changes button at the bottom of the page (it reads Saving while the save is in progress). The Sync Status tab has no save button — it is a working queue for reviewing and re-syncing records, not a settings form.
Recommended setup order
- Open Integrations, then open QuickBooks.
- Confirm the connected QuickBooks company shown in the header.
- Map your taxes on Tax mappings (the wizard does this first for a reason — sales and purchases rely on it).
- Configure Sales — income account, payment account, and any override rules.
- Configure Purchases — bill account, bill-payment account, and any payment override rules.
- Configure Manufacturing and Inventory if those workflows are used.
- Use Sync Status to review and, where needed, manually re-sync records after documents are created.
After saving, sync a small sample before sending a large backlog — a single sales invoice and payment, a supplier bill and payment, an inventory adjustment, and a manufacturing posting if those workflows apply. This makes mapping mistakes easy to spot and correct.
What Qoblex reads from QuickBooks
To fill the dropdowns throughout the settings area, Qoblex reads the following from your connected QuickBooks company:
- Accounts — split into ledger accounts and payment accounts (banks). Payment-account lists are limited to the relevant QuickBooks account types: incoming-payment accounts are bank and other-current-asset accounts; outgoing-payment accounts additionally include credit-card accounts.
- Classes — used as the tracking class options.
- Locations — QuickBooks Departments, used as the tracking location options.
- Taxes — your QuickBooks sales and purchase tax codes, offered for tax mapping.
If a value is missing from a dropdown, confirm it exists and is active in QuickBooks, then reopen the QuickBooks settings page so Qoblex re-reads the company.
Override rules, classes, and locations
On most tabs, after the default account you can add override rules. A rule matches records by conditions you choose and then overrides the default ledger account, tracking class, and tracking location for those records. The available conditions differ per area — for example sales rules can match on conditions such as online store, sales location, sales channel, order tags, Shipping & Freight, Tax amount applied, Sales origin country, Sales by Product Type, and Sales by Brand, while payment rules match on the gateway. Inventory-adjustment rules instead match on conditions such as the adjustment location, adjustment reason, and Product tags. The rule action always sets the ledger account, tracking class, and tracking location to apply when a record matches.
For the full list of conditions per tab and how classes and locations work, see Override rules, classes, and locations.
Sync Status
The Sync Status tab lists synced documents with their Number, Created At date, Type, Status, and a QuickBooks link. You can filter by type — Invoices, Bills, Payments, Bill Payments, Sale Refunds — and by date, select one or more rows, and use Sync to QuickBooks to re-send them.
Before re-syncing a failed record, review its failure reason and confirm the related QuickBooks account, tax, class, or location is set up. If a row already has a QuickBooks link, open that linked record first so you do not create a duplicate. See Sync Status and manual sync for details.
Changing settings on a live integration
Changing your Qoblex QuickBooks settings affects future syncs and retries — it does not rewrite documents already posted in QuickBooks. Before changing a live setting, confirm the affected workflow, the exact default or rule being changed, and whether already-posted QuickBooks records need a separate correction with your accounting owner.
