Acctivate QuickBooks Sync
Built For
QuickBooks by Intuit is one of the most popular accounting solutions for small and mid-sized businesses. It simplifies financial management by keeping everything in one place, providing accurate financial data, simplifying operations, and helping companies manage their finances.
However, as companies expand, many realize they need more than QuickBooks offers. That doesn’t mean they have to switch to a complex, costly new system. Acctivate extends QuickBooks’s power, adding robust features like inventory management, purchasing, order fulfillment, and industry-specific solutions. This way, businesses gain better control over their operations while keeping all financial records in QuickBooks.
The integration between Acctivate and QuickBooks allows these systems to share data, streamline processes, and eliminate repetitive manual entries. Through bi-directional sync, updates in either system automatically appear in the other, ensuring consistent, real-time data.
Acctivate and QuickBooks Integration
Here’s a snapshot of what each solution brings to the table:
- Effortless accounting management
- Real-time invoice tracking
- Vendor payment management
- Seamless customer credit transfers
- Accurate handling of sick & vacation pay
- Enhanced accessibility
- Centralized data access
- Advanced inventory control
- Multi-channel order management
- Smarter warehouse operations
- Cost management
- Built-in customer relationship tools
What Acctivate Adds to QuickBooks
With Acctivate, you get advanced features that go beyond QuickBooks’ capabilities, such as:
- Enhanced inventory management: Acctivate offers powerful inventory tools, such as multi-location tracking, lot and serial tracking, bin and shelf management, stock replenishment, and inventory transfers. You’ll have full visibility of stock levels and movements, making it easy to optimize your inventory.
- Warehouse management: Streamline receiving, picking, packing, and shipping processes, making your warehouse operations smoother and more efficient.
- Order management across multiple channels: Acctivate supports orders from various channels, like e-commerce sites, marketplaces, and direct sales. This gives you a centralized view, reduces errors, and ensures that all orders are processed accurately and on time, enhancing customer satisfaction.
- Customer relationship management (CRM): Acctivate’s CRM features organize customer information and track communications, sales activities, and customer-specific pricing to strengthen customer relationships.
- Purchasing and Vendor Management: Acctivate’s purchasing tools let you create and manage purchase orders, track vendor performance, and streamline procurement.
- Reporting and Analytics: Acctivate provides insights into inventory levels, sales, purchasing trends, and other key metrics beyond QuickBooks’ basic reporting capabilities through a variety of pre-built and customizable reports.
The Benefits of Syncing QuickBooks with Acctivate
Connecting Acctivate with QuickBooks boosts efficiency, data accuracy, and business performance.
Streamlined operations: An integrated system makes tracking sales, purchases, and inventory levels easy by automatically reflecting this information in your financial records.
Reduced manual data entry: Manual entries are time-consuming and can lead to errors. Integration automates this process. For example, when an online sale occurs, Acctivate updates QuickBooks, saving you time and reducing discrepancies.
Improved decision-making with real-time data: Business moves fast, and having real-time data helps you make timely decisions. Whether checking a product’s availability or reordering stock, integrated data lets you act quickly and confidently.
Unified customer experience: Imagine a customer asking a direct sales team member about a previous order placed online. With an integrated system, you can view their order history, current status, and inventory levels in one place—making service faster and building customer trust.
Cost Savings: While initial integration has its costs, the long-term savings are significant. Over time, less time spent on data entry, fewer errors, and more efficient processes translate to financial benefits.
Acctivate and QuickBooks work together effortlessly to create a well-rounded business management solution. Depending on your QuickBooks version, syncing works in one of two ways: desktop users can sync manually through Acctivate, while online users enjoy automatic updates as data changes.
How Acctivate QuickBooks Sync Works
Acctivate integrates with QuickBooks easily and efficiently by seamlessly importing your existing QuickBooks lists. Key data such as items, customers, vendors, and payment terms flow directly into Acctivate, allowing a smooth setup with minimal downtime.
During this setup, inventory items are deactivated in QuickBooks to ensure all future inventory transactions are handled within Acctivate. This gives you full control over inventory management without duplication.
Financial operations, like payroll and deposits, remain within QuickBooks, while Acctivate manages inventory-centric tasks such as purchase orders and sales orders. Certain lists and tasks can be handled in either system, and both will stay in sync, ensuring data consistency across platforms.
What Information Syncs Between Acctivate and QuickBooks?
Acctivate and QuickBooks keep key data points aligned to ensure smooth operations:
- Customers: Customer data updates flow in both directions, allowing records to be managed in either system. After syncing, QuickBooks merges and deletions reflect in Acctivate, ensuring customer information stays current.
- Vendors: Vendors are set up and managed in QuickBooks, with additional details, such as product pricing, maintained in Acctivate.
- Salespersons and Terms Codes: QuickBooks Desktop syncs Sales Rep data, while QuickBooks Online uses the Employee list for this function. Payment terms and customer types sync both ways, allowing them to be set in either system.
- Inventory: Acctivate takes over inventory tracking and management, syncing only summary entries for inventory adjustments with QuickBooks to maintain balance. Individual product details and transaction records stay within Acctivate.
- Sales and Purchase Transactions: Only finalized invoices and bills sync between Acctivate and QuickBooks. Sales orders and purchase orders are managed exclusively in Acctivate, keeping inventory movements centralized.
- Chart of Accounts and Payment Methods: These lists are maintained in QuickBooks and synced to Acctivate to support consistent account management.
Acctivate’s bi-directional sync with QuickBooks results in a streamlined workflow that integrates the power of Acctivate’s inventory and order management capabilities with QuickBooks’s financial reliability.
Understanding the Sync Process: Desktop vs. Online
The sync between Acctivate and QuickBooks differs depending on whether you’re using QuickBooks Desktop or QuickBooks Online, each designed to suit different workflow needs.
QuickBooks Desktop Sync
With QuickBooks Desktop, the sync is initiated directly from Acctivate, either from the QuickBooks menu or a toolbar icon. Most businesses sync once daily, though it can be run as needed. Acctivate and QuickBooks share updates during each sync to keep both platforms aligned.
QuickBooks Online Sync
QuickBooks Online offers real-time syncing in the background, triggered by specific activities, like posting an inventory transaction. Users can manually initiate a sync anytime via the QuickBooks menu in Acctivate for added flexibility.
Learn more about Acctivate-QuickBooks Integration
What is QuickBooks integration?
For Acctivate users
Documents: Syncing with QuickBooks
Training: Synchronizing with QuickBooks
Acctivate’s bi-directional sync with QuickBooks results in a streamlined workflow that integrates the power of Acctivate’s inventory and order management capabilities with QuickBooks’s financial reliability.
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