Accounting Integration

Connecting an accounting system to Goflow enables you to send order invoices and purchase bills from Goflow to accounting. Additionally, you can synchronize customer and vendor lists, and retrieve open customer balances from accounting while entering a new wholesale order in Goflow.

Goflow supports QuickBooks Desktop and QuickBooks Online. Visit the respective page to review the guidelines for creating and maintaining an accounting integration.

The accounting integration is designed to work with one accounting company only. You cannot connect multiple accounting companies to a single Goflow account. If you have different accounting companies, you will need separate Goflow accounts.

Syncing Directories

To successfully send invoices and bills to accounting, the customer list, vendor list, and item list must be synced.

Syncing the Customer List

Keep the customer list in sync between Goflow and your accounting software by importing customers from accounting into Goflow, creating customers in accounting, or linking existing customers across both systems.

Importing Accounting Customers into Goflow

To import existing customers from your accounting system into Goflow follow these steps:

1. From the left sidebar, go to Directory › Customers.
2. Click the Import button in the upper right corner, and select Import from Accounting.
3. Enter the customer name exactly as it appears in your accounting system, and click Import.

Creating Customers in Accounting

Sync customers between Goflow and your accounting system by using one of two methods:

• Manual – Enable creating customers in accounting through the click of a button. New customers do not sync automatically.
• Automatic – New customers created in Goflow are automatically added to your accounting system without any manual action required.

To enable customer syncing follow these steps:

1. From the left sidebar, go to Settings › Accounting.
2. Click the pencil icon next to Customers, Vendors & Items to edit the settings.
3. Under Push New Customers, select either Push Manually or Push Automatically based on your preferred sync method.

If the accounting system is disconnected or doesn’t accept the customer name, the sync won’t happen automatically. You can always push the customer manually at a later time.

Syncing Goflow and Accounting Customers

To manually sync customers between Goflow and your accounting system, follow these steps:

1. From the left sidebar, go to Directory › Customers, and open the customer.
2. In the top side card, click Link to Accounting Customer.
3. Choose an action:
   • Link – Link customers that already exist in both systems. Enter the customer name exactly as it appears in your accounting system, then click the Link button.
   • Create and Link – Create a new customer in your accounting system. Enter the desired customer name and click the Create and Link button.

If a customer is deleted or merged in your accounting system, its link to the corresponding Goflow customer will be broken. To fix this, you'll need to relink the customer in Goflow. Follow these steps:

1. From the left sidebar, go to Directory › Customers, and open the customer.
2. In the top side card, click Unlink from Accounting Customer, and confirm to remove the existing link.
3. Once unlinked, click Link to Accounting Customer to relink it to the new accounting customer.

Syncing the Vendor List

Keep the vendor list in sync between Goflow and your accounting software by importing vendors from accounting into Goflow, creating vendors in accounting, or linking existing vendors across both systems.

Importing Accounting Vendors into Goflow

To import existing vendors from your accounting system into Goflow follow these steps:

1. From the left sidebar, go to Directory › Vendors.
2. Click the Import button in the upper right corner, and select Import from Accounting.
3. Enter the vendor name exactly as it appears in your accounting system, and click Import.

Creating Vendors in Accounting

Sync vendors between Goflow and your accounting system by using one of two methods:

• Manual – Enable creating vendors in accounting through the click of a button. New vendors do not sync automatically.
• Automatic – New vendors created in Goflow are automatically added to your accounting system without any manual action required.

To enable vendor syncing follow these steps:

1. From the left sidebar, go to Settings › Accounting.
2. Click the pencil icon next to Customers, Vendors & Items to edit the settings.
3. Under Push New Vendors, select either Push Manually or Push Automatically based on your preferred sync method.

If the accounting system is disconnected or doesn’t accept the vendor name, the sync won’t happen automatically. You can always push the vendor manually at a later time.

Syncing Goflow and Accounting Vendors

To manually sync vendors between Goflow and your accounting system, follow these steps:

1. From the left sidebar, go to Directory › Vendors, and open the vendor.
2. In the top side card, click Link to Accounting Vendors.
3. Choose an action:
   • Link – Link vendors that already exist in both systems. Enter the vendor name exactly as it appears in your accounting system, then click the Link button.
   • Create and Link – Create a new vendor in your accounting system. Enter the desired vendor name and click the Create and Link button.

If a vendor is deleted or merged in your accounting system, its link to the corresponding Goflow vendor will be broken. To fix this, you'll need to relink the vendor in Goflow. Follow these steps:

1. From the left sidebar, go to Directory › Vendors, and open the vendor.
2. In the top side card, click Unlink from Accounting Vendor, and confirm to remove the existing link.
3. Once unlinked, click Link to Accounting Vendor to relink it to the new accounting vendor.

Managing Accounting Invoices

To enable sending invoices to accounting, review and configure the following settings:

• Accounting Products – Map Goflow products to their corresponding accounting items.
• Miscellaneous Charges – Map additional order charges and discounts.
• Enable Invoices - Set the store to send invoices to accounting.

Mapping Charges and Discount Items

Apart from order products, orders may also have additional charges—such as shipping, other fees, sales tax, or discounts. To ensure these amounts are accurately reflected on your accounting invoices, you’ll need to map each charge type to the appropriate account in your accounting system.

To map miscellaneous charges, follow these steps:

1. From the left sidebar, go to Settings › Accounting.
2. On the Order Invoices Charges & Discounts card, click on the pencil icon to edit.
3. Click the Refresh button to pull the relevant accounting items.
4. For each charge type, select the corresponding account.
5. Click Save to apply your changes.

Enabling Sending Invoices to Accounting

Once an order is shipped, Goflow sends the invoice to accounting. Each order generates its own invoice — lines from multiple orders are not combined into a single invoice.

To enable invoice syncing with your accounting system, follow these steps:

1. From the left sidebar, go to Directory › Stores, and open the store.
2. On the Accounting card, click Add Accounting Settings.
3. Select manual or automatic invoice handling.
4. For channel-customer stores, choose an existing accounting customer from the list, or click New Customer to create one.
5. Set invoioce proferences
6. Click Save to apply your settings.

Selecting an Invoice Sync Method

Choose how invoices are sent to your accounting system:

• Manual – Send invoices to accounting with the click of a button. Invoices do not sync automatically.
• Automatic – Invoices are sent to accounting automatically when an order is shipped — no manual action needed.

To manually send an invoice to your accounting system, follow these steps:

1. From the left sidebar, go to Orders › Orders.
2. At the top of the page, click Filters, and apply:
   • Invoice Sent to Accounting – No.
3. Click into the order to open it.
4. In the Accounting section, click Send Now.

Even if automatic invoicing is enabled, you can still send an invoice manually to push it to accounting immediately. If an invoice is sent manually, any pending automatic sync for that invoice will be canceled to avoid duplicates.

When automatic syncing is enabled on a store, invoices are placed in a queue rather than sent immediately. They are gradually processed over the course of an hour. Queuing helps ensure a stable, efficient integration without overloading the accounting platform.

If the accounting system is disconnected, invoices will remain in the queue until the connection is restored. Once reconnected, all pending invoices will be transmitted automatically.

Selecting the Store Accounting Customer

The accounting customer used for invoices depends on whether the store operates with direct customers or channel customers:

• Channel Customers - Applies to stores where payment is processed by the selling channel, and you don’t manage collections directly with the shopper. Since the channel serves as the sole receivables entity, all invoices are issued to a single accounting customer. The individual customer on the order does not affect accounting.
• Direct Customers - Applies to stores where you sell directly to customers with whom you maintain a billing relationship. Each customer is treated as a separate receivables entity, and invoices are issued to the accounting customer specified on the order. Only Wholesale and Shopify store types support direct customer billing.

Managing Invoice Preferences

Manage the following invoice settings:

• Invoice Date – Choose whether the invoice date should reflect the Order Date, or Ship Date.
• PO Number – The PO number field is a standard field in QuickBooks Desktop and a custom field in QuickBooks Online. You can choose to populate it with either the order number or the purchase order number. The PO number is useful for matching remittance stubs to invoices.
• Invoice Number – Manage invoice number format in store settings. Invoice numbers are always the same for both store and accounting invoices.
• Multi-Currency - To send invoices in multiple currencies to your accounting system, you must enable multi-currency support in QuickBooks Desktop. Follow these steps:
  1. Go to Edit › Preferences › Multiple Currencies › Company Preferences.
  2. Enable the multi-currency option.
  3. Contact Goflow Support to map receivable accounts for each currency.

Deleting and Resending Invoices

When automatic invoice syncing is enabled, Goflow will automatically delete the invoice from accounting if the order is unshipped. Once the order is shipped again, Goflow sends a new invoice reflecting any changes made to the order. Even if the order is unshipped and reshipped multiple times, Goflow ensures that only the latest version of the invoice exists in accounting by deleting any outdated versions.

If automatic invoice syncing is not enabled, you'll need to manually delete the outdated invoice from accounting. After reshipping the order, click Send Again in the order’s Accounting section to send the updated invoice.

The Send Again button is only available after the original invoice has been deleted from accounting. Goflow will never create a duplicate invoice.

Even with automatic invoicing enabled, you can still use Send Again to immediately push an invoice to accounting. However, if the queued deletion of the original invoice hasn’t been processed yet, you’ll need to delete it manually before resending.

Handling Accounting Invoice Errors

If Goflow encounters an error while sending an invoice to accounting, the automatic sync is canceled. You'll need to resolve the issue and then manually resend the invoice to accounting.

To find invoices that haven’t been sent to accounting, follow these steps:

1. From the left sidebar, go to Orders › Orders.
2. At the top of the page, click Filters, and apply:
   • Invoice Sent to Accounting – No.

Some of the common errors that can prevent an invoice from syncing to accounting include:

• Accounting Product – One or more products on the order are not mapped to an accounting product.
• Miscellaneous Charges – The order includes a charge (e.g., shipping, discount, or tax) that hasn’t been mapped to an account.
• Customer Link – The customer is not properly linked to an accounting customer, or the link is broken.
• Currency Mismatch – The order currency does not match the currency assigned to the accounting customer.

Sending Sales Orders to Accounting

While an order is still open, you can send a sales order to accounting. A sales order functions similarly to an invoice but with a few key differences:

• Sales Order Number – Instead of an invoice number, the transaction is assigned a Sales Order Number generated by the accounting system.
• Manual Only – Sales orders must be sent manually; they are not included in automatic invoice syncing.

Managing Accounting Bills

Purchase orders or receipts are not directly sent to accounting. To synchronize purchase transactions with your accounting system, create a bill.

To start sending bills to your accounting system from Goflow, review and configure the following settings:

1. Map the accounting products, so they can be included in the accounting bill.
2. Select accounts for bill Charges & Discounts
3. Link the vendors.

Mapping Charges and Discount Accounts

Bills include the products for each transaction line. Apart from the ordered products, bills may also include additional charges such as shipping charge, other charges, sales tax, and discounts. To ensure these miscellaneous charges are reflected accurately on the accounting bill, select the corresponding accounting system accounts to use for these miscellaneous charges.

To map miscellaneous charges, follow these steps:

1. From the left sidebar, go to Settings › Accounting.
2. On the Bill Charges card, click on the pencil icon to edit.
3. Click on Refresh to pull the relevant accounting items.
4. For each charge type, select a corresponding account.
5. Finally, Save the settings.

Enabling Multi-Currency with Bills

To send bills of different currencies to accounting, you need to enable multi-currency in both your accounting system and with Goflow. The bill currency in Goflow is determined by the vendor's currency setting. To update the vendor's currency, follow these steps:

1. From the left sidebar, go to Directory › Vendors.
2. Click to open a vendor.
3. In the Overview card, set the vendor's currency.

Updates to the vendor's currency will not affect existing bills.

New bills will be in the updated vendor currency, even if the original purchase order was in a different currency.

To enable multiple currencies in QuickBooks Desktop, go to Edit › Preferences › Multiple Currencies › Company Preferences. QuickBooks will create separate accounts-payable accounts for each enabled currency. Each QuickBooks vendor is assigned a currency.

To successfully send a bill to QuickBooks, the currency on the bill must match the vendor's currency in QuickBooks. Contact Goflow Support to map the various payable accounts.

Sending Bills to Accounting

Manually send a bill to accounting. Open the bill, find the Accounting section, and click on Send Now. The bill number in Goflow will become the bill number in Accounting.

If you made corrections to a bill, you can resend it to accounting. Open the bill, find the Accounting section, and click on Send Again.

Goflow allows you to resend bills even if they already exist in the accounting system. Before resubmitting, ensure that you delete the existing bill in the accounting system to prevent duplicates.

Managing Errors in Accounting Bills

In the event that Goflow encounters an error while sending a bill to accounting, you'll need to address the error before it can be successfully processed. Common errors include:

• The accounting app is not properly connected: Reconnect the app.
• Bill product is not mapped to an accounting product: Map it.
• The vendor is not linked: Relink it
• Miscellaneous charges are not properly mapped: Correct the mapping of miscellaneous charges.
• Invalid currency: Enable multi-currency.