QuickBooks handoff is a Pro plan feature. If you are on the Free or Growth plan and need this functionality, visit your account settings to upgrade.
Connecting QuickBooks
Navigate to Settings > Integrations > QuickBooks
Open Settings from the left navigation, select Integrations, and click on the QuickBooks tile. You will see the connection panel with current status.
Authorize Batchlane in QuickBooks Online
Click Connect QuickBooks. You will be redirected to the QuickBooks Online authorization screen. Sign in with your QuickBooks administrator credentials and grant Batchlane the requested permissions. Batchlane requests read access to your chart of accounts, items, customers, and vendors, plus write access to journal entries.
Confirm the connection
After authorization, Batchlane redirects you back to the Integrations page. The QuickBooks tile will display your QuickBooks company name and a green Connected status. If you see an error, verify that the QuickBooks account you used has Company Admin permissions and try again.
Mapping items and accounts
Once connected, you must map Batchlane entities to their QuickBooks counterparts before any data can flow. Item mapping — navigate to Integrations > QuickBooks > Item Mapping. For each Batchlane item (ingredients, packaging, finished goods), select the corresponding QuickBooks product or service. If a Batchlane item has no QuickBooks equivalent, you can create a placeholder item in QuickBooks and map to it, or exclude the item from handoffs. Account mapping — navigate to Account Mapping and map the following Batchlane account types to your QuickBooks chart of accounts:| Batchlane account | Maps to in QuickBooks |
|---|---|
| Inventory | Inventory Asset account |
| COGS | Cost of Goods Sold account |
| Finished Goods | Finished Goods Inventory account (if tracked separately) |
Syncing customers and vendors
To match Batchlane shipments to the correct QuickBooks customers, sync your QuickBooks customer list into Batchlane. Navigate to Integrations > QuickBooks > Customers and click Sync Customers. Batchlane imports customer names and QuickBooks IDs, allowing shipment records to carry the correct QuickBooks customer reference when exported. Similarly, sync vendors from QuickBooks so that supplier receipts in Batchlane can be linked to QuickBooks vendor records. Navigate to Integrations > QuickBooks > Vendors and click Sync Vendors. Re-run these syncs whenever you add customers or vendors in QuickBooks to keep both systems aligned.Exporting inventory value and COGS
When a batch record is signed off, Batchlane automatically queues a journal summary for review. To review and approve pending exports:Navigate to the Export Queue
Go to Integrations > QuickBooks > Export Queue to see all summaries awaiting review.
Review the summary line items
Select a queued summary to inspect its line items. Each summary shows:
- Inventory value consumed — the cost of all input lots pulled from inventory for this run
- Finished goods value created — the rolled-up cost of the finished lot produced
- COGS movement — any cost recognized at the point of production (for example, write-offs for waste recorded in the batch record)
Approve or hold the export
If the summary looks correct, click Approve and Export. Batchlane posts the journal entry to QuickBooks and marks the summary as Exported. If you need to investigate further before exporting, click Hold — held summaries remain in the queue and do not affect QuickBooks until you approve them.
Failed syncs
If an export fails, Batchlane displays the error in the Export Queue with a plain-language description of what went wrong — for example, “Item mapping missing for SKU 1042” or “QuickBooks account ‘COGS – Ingredients’ not found.” Failed syncs do not silently post incorrect data to QuickBooks; the entry remains in a Failed state in Batchlane until you resolve the issue and retry. To resolve a failed sync:Open the failed export
Click on the failed export in the Export Queue to see the specific error message.
Correct the mapping gap
Navigate to the relevant mapping screen (Item Mapping or Account Mapping) and resolve the issue identified in the error message.