Purchase order software that works with QuickBooks: seven verified connections

Purchase order software with a confirmed QuickBooks Online connection

Seven purchase order tools state a direct QuickBooks Online connection on their own websites: SOS Inventory, inFlow Inventory, Katana, Sortly, Tradogram, Precoro and Procurify. They differ in what crosses over. Some send the purchase order itself. Most send a bill once goods are received or approved.

How inFlow Inventory purchase orders reach QuickBooks Online

inFlow's integration page describes a native connection, not a third-party connector. When stock arrives and the purchase order is received in inFlow, a bill appears in QuickBooks Online with the supplier, quantities and costs filled in. Accounts payable then reflects what landed, not what was ordered. Inventory asset value and cost of goods sold update as stock moves.

Payment sync can run one way or both ways. During setup you map inFlow's payment methods and transaction types to accounts in your QuickBooks chart of accounts. inFlow says setup takes most businesses around 15 minutes and that it works with all paid QuickBooks Online plans: Simple Start, Essentials, Plus and Advanced.

One point to be clear on: inFlow keeps the quantities. QuickBooks receives the financial value. The inFlow and QuickBooks integration page walks through the mapping, and integration boundaries explains which system should own which record.

SOS Inventory, Katana and Sortly: the other inventory-side options

SOS Inventory is the closest fit for a business that wants to stay inside QuickBooks Online. Its pricing page describes it as expanding QuickBooks Online, and orders can be entered in either system. Purchase orders, POs generated from stock levels, partial receiving and blanket POs are on every plan. Extra users are $25 per month each. Its limitation: without QuickBooks Online it is not the product to pick.

Katana suits manufacturers. It converts purchase orders to QuickBooks Online bills in one click and syncs supplier and customer contacts. Its limitation is price for a small buyer.

Sortly sends purchase orders to QuickBooks Online only on Premium, which is about twice the price of the Ultra plan where purchase orders start. For purchasing alone, that is an expensive route.

Tradogram, Precoro and Procurify: approval-led purchasing for QuickBooks

These three are procurement tools. They do not hold stock for resale. They add steps that sit in front of the accounting entry: purchase requests, approval routing, receiving and invoice matching before a bill is created.

• Tradogram describes a native QuickBooks Online integration that administrators can configure to choose which records are shared. It is the cheapest of the three to start.
• Precoro states that the connection takes about five minutes and supports SSO and two-factor authentication.
• Procurify links each bill to its purchase order and approval history and can sync bills in bulk at month end.

Which QuickBooks purchase order tool to choose

• You resell or distribute stock and want scanning and sales orders too: inFlow Inventory.
• You want the cheapest inventory layer on top of QuickBooks Online: SOS Inventory Companion.
• You manufacture: Katana, or see the inFlow versus Katana comparison.
• You need staff to request and managers to approve before money is committed: Tradogram first, Precoro or Procurify as the team grows.

After connecting any of them, create one test purchase order, receive it, and open the resulting bill in QuickBooks Online. Check the vendor name, the expense or inventory account and the tax code before sending live orders through. For tools without a QuickBooks focus, see the wider purchase order software comparison.