What happens when an order syncs to QuickBooks

QuickBooks sync is one line in the pricing table: confirmed orders can create open invoices in QuickBooks for your team to review and send. Here is the exact sequence of what that means on Growth and Enterprise plans.

What triggers a sync

Nothing syncs at the moment an order is placed. A buyer's order remains marked "new" until confirmed — confirmation is the point at which the order is verified as correct and ready for fulfillment. Confirming the order triggers invoice creation in QuickBooks, not the buyer's initial submission.

What maps automatically, and what requires manual setup

During setup, SupplyDesk products are matched to QuickBooks items once. New buyers do not need that same setup — the first order from a new buyer creates their QuickBooks customer record automatically, so nothing is held up waiting on a manual match.

• Maps automatically: line items, quantities, unit prices, buyer-to-customer matching, and PO number as a memo field.
• Requires manual action: matching a new product to QuickBooks for the first time; marking an invoice as paid within QuickBooks itself.

If something isn't set up yet

Orders always confirm normally, even if a product hasn't been matched to QuickBooks yet. You will never see an order held up waiting on QuickBooks — the invoice simply follows once the match is in place.