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QuickBooks inventory management for businesses that keep their books in QuickBooks Online. Qoblex runs the stock, the purchasing and the costing, and posts invoices, bills, payments and stock value to the accounts, classes and locations you choose.
5.0Synced to QuickBooks · Today
Every posting, coded
| Transaction | Account | Amount |
|---|---|---|
| Sales invoice | Sales |  £829.00 |
| Payment | Current | £708.00 |
| Supplier bill | Purchases | €2,040.00 |
| Bill payment | Credit card | €2,040.00 |
| Goods received | Stock on hand | €1,980.00 |
| COGS | COGS | £527.20 |
Your accountant goes on working in QuickBooks Online. What changes is that the sales, the purchases and the stock value arrive there already coded, from the system where the goods are actually counted.
01Sell
Authorize an invoice in Qoblex and it reaches QuickBooks Online within minutes, under the same number, each line on the income account you chose with its class, and the location on the invoice. Payments follow against it, deposited to the bank account your payment rules pick by gateway, store or sales location, so the invoice reads paid in both. Sale refunds go the same way, and the customer is created as their first document syncs.
Invoices · This week
Synced to QuickBooks
| Qoblex | QBO | Amount | Payment |
|---|---|---|---|
| INV-1080 | INV-1080 | £829.00 | Paid |
| INV-1081 | INV-1081 | £412.50 | Partial |
| INV-1082 | INV-1082 | £96.00 | Unpaid |
02Buy
An authorized supplier bill reaches QuickBooks as a bill. Every line posts to your Purchases account, with its class and location, and the goods-received line of the stock journal uses the same account, so the bill and the receipt clear each other there. Bill payments come out of the bank or credit card account your payment rules choose by gateway. Freight and duty stay in the unit cost Qoblex works out.
Bill · PO-1042
Northwind Supply
| Line | Account | Amount |
|---|---|---|
| Olive oil | Purchases | €1,200.00 |
| Sea salt | Purchases | €300.00 |
| Glass jars | Purchases | €540.00 |
| Payment | Gateway | Bank |
|---|---|---|
| €2,040.00 | Card | Credit card |
03Value
Qoblex keeps the quantities and the cost. Once a day it posts the value of everything that moved as one QuickBooks journal: stock on hand, cost of goods sold, the goods-received line, and adjustments such as write-offs, each to the account you map. Products sync as non-inventory items, so QuickBooks shows them on invoices and bills and leaves the valuing to one system.
Journal entry · QuickBooks Online
Qoblex Jnl 30 Mar
| Account | Debit | Credit |
|---|---|---|
| COGS | £316.80 | |
| Write-offs | £13.20 | |
| Stock on hand | £330.00 |
04Rules
Each settings tab has a default account, class and location. A rule handles an exception: when a sale, a payment, a cost of goods sold line, an adjustment or a production cost matches its conditions, it posts to the account, class and location the rule names. Rules are checked in priority order and the first match wins, and saving one changes future syncs only.
Sales rules · QuickBooks
Checked in order, first match wins
| Condition | Account | Class |
|---|---|---|
| Location = Leeds | Retail sales | Leeds |
| Tag = trade | Trade sales | Trade |
| Type = Gifts | Gifts | Gifts |
| No match | Sales |
A wizard walks through taxes, sales, purchases, manufacturing and inventory, then saves it all at once.
Pair each QuickBooks tax with a Qoblex tax class, or create the class straight from the tax.
Production posts its cost to the account and class you choose, in the daily journal.
Why Qoblex products are non-inventory items in QuickBooks, with a worked example.
Sync Status lists invoices, bills, payments and refunds, and resends the ones you select.
From a tab that will not save to a class list that stays empty.
If you sell from one place, buy at steady prices and assemble nothing, QuickBooks Online covers your stock well on its own. Qoblex earns its place when a second location, a part delivery or a production run arrives.
| Feature | QuickBooks alone | With Qoblex |
|---|---|---|
| Invoices, bills and the books | Yes | Yes |
| Quantity on hand per item | Yes | Yes |
| Stock in more than one location | Limited | Yes |
| Part deliveries received against a purchase order | Limited | Yes |
| Freight and duty in the unit cost | Limited | Yes |
| Class and location set by rule | By hand | Yes |
…the answer to many inventory and accounting challenges I faced with a slightly complicated type of product…Now I am able to quite easily control the inventory of the packages even if the item is sold individually or in multiple other packages on the website.
Integration ecosystem
Native integrations and open APIs let you easily connect data across your existing digital toolkit. Enhance your operations without changing the workflows you’ve spent years perfecting.
Claude
OpenAI
What syncs to QuickBooks Online, in which direction, and who owns the stock figure.
It is the stock side of a business that keeps its books in QuickBooks Online: what you hold, where it is, what it cost, and what each sale and purchase did to it. Qoblex does that work and posts the results to QuickBooks as invoices, bills, payments and stock value journals, so QuickBooks stays the book of record.
Sales invoices and customer payments, sale refunds, supplier bills and bill payments, each as it is authorized, and once a day a journal carrying the value of stock received, shipped, adjusted and manufactured. Customers and suppliers are created as their first document syncs. The sync runs from Qoblex to QuickBooks; Qoblex reads your accounts, classes, locations and taxes to fill its settings.
No, not for the products Qoblex manages. If a product is an Inventory item in QuickBooks, QuickBooks values each sale at its own average cost, which usually leaves out the freight and duty Qoblex added, and the two systems stop agreeing. Made-to-order sales also push its quantity negative. Qoblex syncs products as non-inventory items so stock value has one owner. See keeping products non-inventory.
QuickBooks Online. Qoblex is where stock, orders, purchasing and manufacturing live, and it posts the accounting consequences across. Your accountant carries on working where they already work.
Yes. Each settings tab takes a default account and, optionally, a class and location, and rules can set different ones per transaction. They are your QuickBooks classes and locations, not your Qoblex warehouses, and they post only when class and location tracking is turned on in your QuickBooks company. See override rules, classes and locations.
Yes. A sales rule can match on the online store, sales channel, sales location, order tags, origin country, product type, product tags or brand, and send those invoice lines to their own income account, class and location. Rules are checked top to bottom and the first match wins, so put the narrow ones first. They apply to future syncs only.
Invoices, refunds, bills and payments go within a few minutes of being authorized; drafts wait until they are. The stock value journal posts once a day, overnight. Anything that fails is retried, then listed on the Sync Status tab for you to fix and resend.
You map your Qoblex tax classes to QuickBooks taxes, and every synced document carries the mapped one. You can create a matching Qoblex tax class straight from a QuickBooks tax while setting it up.
The Sync Status tab shows each transaction and whether a matching QuickBooks document exists, with filters to find the failures and a way to push the ones you select. Nothing has to be recreated by hand.
It is a paid add-on on the Starter and Business plans and included on Scale. See pricing for current terms.
Yes. Disconnecting removes the QuickBooks connection and its saved settings from Qoblex. Everything already synced stays in QuickBooks, because it is QuickBooks’ record at that point.
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