Overview

The QuickBooks Online integration supports the ability to export the following 

  • Invoices (Bills in QBO) 

  • Return to vendors (Credits in QBO) 

  • Transfers as Invoices or Journal Entries 

  • POSITIVE manual adjustments as Journal Entries 

  • Sales as Journal Entries 

  • Physical inventories as Journal Entries 

  • Class, based on the accounting code in YD 

Sync Approach

The SyncwithQuickbooks application pushes files to Quickbooks online via the Quickbooks API  

Sync Frequency

The sync is scheduled to run one time daily

Configuration Options

The following configurations are not supported:

1. One instance of QuickBooks online configured to two Yellow Dog Databases

2. Two Instances of QuickBooks online configured to a single Yellow Dog Database

We only support one Yellow Dog Database to a single Instance of Quickbooks Online.


This integration can be configured to export

  1. Only Unpaid Invoices

  2. Both Unpaid and Paid Invoices

Requirements

Customer: 

  • Inventory Accounts (GL Codes): Provide Inventory, Freight, and Tax account codes. Codes and descriptions must match QuickBooks exactly (these are case-sensitive) and cannot contain special characters.  

  • Vendors: Vendor names must match QuickBooks exactly (these are case-sensitive).  

  • QuickBooks Online Company ID: Retrieve the Company ID from QuickBooks and provide it to Yellow Dog  

  • Classes (if applicable):  

  • Enable Track Classes in QuickBooks and set classes to One to each row in transaction.  

  • In Yellow Dog, format Accounting Codes as AccountCode|Class (example: MA1000|1000).  

  • Authentication: An admin user will need to assist in completing the necessary authorization for Yellow Dog in the Quickbooks account as part of installation. 

Yellow Dog: 

  • Complete basic setup relating to this integration in Yellow Dog relating to Company ID, GL Codes, Classes (if applicable), Vendors, and Vendor Terms provided by the client. 

  • Authentication: Authenticate the account in Proxy with the client as part of installation. 

  Limitations

  1. QBO does not respect Transaction Days so if a customer deploys QBO with existing transactions, all will be exported.

  2. When using EDIs for Return to Vendor documents, “Payment Due” is not supported

  3. If QBO runs into an error, no transactions will import until resolved.

  4. There is no ability to rexport transactions except for Invoices and Return to Vendors.

  5. If you create an invoice in Yellow Dog with a negative value, it will show as a positive value in QBO OR you must distribute negative expenses in the invoice.

  6. QBO will not allow us to send the same invoice number for a different vendor. Recommendation is to use a YD generated prefix to ensure the invoice number is unique. (1/2/2024)

  7. Prepaid invoices will never be sent to QuickBooks Online.

  8. Document numbers are limited to 21 characters.

  9. Transfers as invoices will not be assigned the Class if Export Class is enabled in the sync.

  10. Multiple instances of Quickbooks Online per one Yellow Dog database is not supported.

  11. Multiple Yellow Dog databases per one Quickbooks Online instance is not supported. (6/27/2025)

  12. Yellow Dog does NOT support sending ANY negative values to QBO. (8/19/2025)

  13. Document Number is the only "id" we have to identify documents between Yellow Dog and Quickbooks Online. Therefore, the document number MUST be unique per Type across YD AND the QBO account; i.e., if you are exporting Invoices each invoice number must be unique across YD AND bills in the QBO account. Duplicate invoice numbers will cause data to be overwritten in QBO (8/21/2026)