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QuickBooks Online Integration

Step-by-step guide to connect QuickBooks Online with Organiko.ai

Prerequisites

Before you begin, make sure you have:

  • ✓An active QuickBooks Online account (not QuickBooks Desktop)
  • ✓Admin or Company Administrator access to your QuickBooks account
  • ✓Purchase orders and sales orders already created in QuickBooks
  • ✓Items marked with "Organic" in the item name or description

What Gets Synced

📥Incoming (Purchases)

  • • Purchase Orders
  • • Vendor Bills
  • • Vendor information
  • • Item details (SKU, name, quantity, price)

📤Outgoing (Sales)

  • • Sales Orders
  • • Invoices
  • • Customer information
  • • Item details (SKU, name, quantity, price)

Connection Steps

1

Navigate to Integrations Page

  1. 1. Log in to your Organiko.ai account
  2. 2. Click Integrations in the top menu
  3. 3. Find QuickBooks Online under "Accounting & ERP" section
2

Click "Connect with OAuth"

Click the green "Connect with OAuth" button. A popup window will appear with QuickBooks' authorization page.

Note: Make sure your browser allows popups from Organiko.ai

3

Authorize in QuickBooks

  1. 1. In the popup, log in to your QuickBooks Online account
  2. 2. Select the company you want to connect
  3. 3. Review the permissions Organiko.ai is requesting:
    • • Read purchase orders and bills
    • • Read sales orders and invoices
    • • Read vendor and customer information
    • • Read item and inventory information
  4. 4. Click "Authorize"
4

Verify Connection

After authorization, the popup will close and you'll see:

  • ✓Green "Connected" badge on the QuickBooks card
  • ✓Your company name displayed
  • ✓"Connected on [date]" timestamp
5

Create a Flow

Now that QuickBooks is connected, create a flow to start syncing data:

  1. 1. Go to Flows in the main menu
  2. 2. Click "Create New Flow"
  3. 3. Select QuickBooks as INPUT (for purchases)
  4. 4. Select QuickBooks as OUTPUT (for sales)
  5. 5. Click "Create Flow"
  6. 6. Toggle the flow to Enabled

Tip: You can use QuickBooks for both INPUT and OUTPUT in the same flow, or mix it with other integrations (e.g., QuickBooks INPUT + Shopify OUTPUT)

How Syncing Works

Automatic Sync Schedule

Organiko.ai checks QuickBooks for new purchase orders and sales orders every 15 minutes.

First Sync (Historical Data)

When you first connect, Organiko.ai syncs the last 90 days of purchase orders and sales orders.

Organic Product Detection

Organiko.ai automatically detects organic products by scanning item names and descriptions for keywords:

organic, USDA organic, certified organic

What Happens After Sync

When a new purchase order with organic items is synced, you'll receive a notification to certify the order in the Reconciliation page (add lot number and expiration date).

Troubleshooting

Problem: Popup window is blocked

Solution:

  1. 1. Allow popups for organiko.ai in your browser settings
  2. 2. Try clicking "Connect with OAuth" again

Problem: "Authorization failed" error

Solution:

  1. 1. Make sure you have Admin access to QuickBooks
  2. 2. Try disconnecting and reconnecting
  3. 3. Clear your browser cache and try again

Problem: No purchase orders showing up

Solution:

  1. 1. Make sure you created a Flow with QuickBooks as INPUT
  2. 2. Verify the flow is Enabled (green toggle)
  3. 3. Wait 15 minutes for the next sync cycle
  4. 4. Check that your QuickBooks purchase orders contain organic items

Problem: "Token expired" after 180 days

Solution:

  1. 1. QuickBooks OAuth tokens expire after 180 days
  2. 2. Simply reconnect by clicking "Connect with OAuth" again
  3. 3. Your historical data and flows will remain intact

What's Next?

Need help with QuickBooks integration?

Contact Support: support@organiko.ai
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