QuickBooks Online inventory reconciliation with BPS CA

Prerequisites

• QuickBooks Online company with Admin rights to authorise Intuit OAuth
• BPS CA Admin access to /admin/integrations

Setup

1. Admin opens /admin/integrations, chooses QuickBooks Online, and completes Intuit OAuth.
2. Tokens share the same encrypted vault pattern as Zoho Books and Xero.
3. Sync Now / Sync all pulls purchase and sale documents into pending trades.
4. Optional scheduled sync is opt-in; map unrecognised item, party and location names on synced lines before confirming stock.

Full walkthrough: Integrations & Cloud Sync in the guide.

What syncs

• purchase and sale lines arrive as pending trades (no re-keying)
• zero-duplicate replay protection on re-sync
• voided or cancelled ledger invoices mark matching pending rows VOIDED
• source badges: ZOHO, XERO, QBO, TALLY vs OCR
• scheduled sync is opt-in
• tax code name per line
• Map unrecognised item, party and location names on synced lines to your BPS CA records.

What BPS CA adds before stock moves

Synced lines arrive as pending trades. Purchases wait for a three-way match of the ledger entry, the supplier bill (OCR), and signed delivery proof. Sales and samples need the ledger entry plus dispatch proof. Stock changes only after an Admin confirms, or opt-in auto-confirm on a clean match.

Related: Pricing · why book stock and physical stock drift apart.