Configuring Items for QuickBooks Online Sync

Purpose

Use the Sellable and Purchasable toggles on each item to control how Flourish syncs that item to QuickBooks Online. Flourish sends only the fields that match the item's configuration, so QBO creates the item correctly and invoices sync without errors.

Set these toggles before syncing an item to QBO, or before syncing any transaction that includes the item.

Prerequisites

You must have permission to manage items.

Understand item configuration options

Each item can be configured as one of the following:

• Sellable only — products you sell to customers. Requires an Income Account.
• Purchasable only — materials you buy from vendors. Requires an Expense Account.
• Sellable and Purchasable — items you buy and resell. Requires both an Income Account and an Expense Account.
• Neither — intermediate or work-in-progress items not used on transactions.

Inventory type items require an Inventory Asset Account regardless of the Sellable or Purchasable setting. Because QuickBooks Online requires an income account and an expense account on every Inventory item, Flourish also requires an Income Account and an Expense Account for Inventory type items regardless of the Sellable or Purchasable setting.

Configure an item

1. Navigate to the item you want to configure.
2. Locate the Rules section on the item detail page.
3. Toggle Sellable on if you sell this item to customers.
4. Toggle Purchasable on if you purchase this item from a vendor.
5. Navigate to the Financial Reporting section.
6. Select an Income Account if Sellable is on.
7. Select an Expense Account if Purchasable is on.
8. Select an Inventory Asset Account if the item type is Inventory.
9. Click Save.

Sync an item to QuickBooks Online

1. Open the item you want to sync.
2. Click Sync to QuickBooks.

Flourish sends the following fields to QBO based on the item's configuration:

• If Sellable is on: sales description, unit price, and income account.
• If Purchasable is on: purchase description, purchase cost, and expense account.
• If item type is Inventory: asset account, quantity on hand (set to 0), inventory start date, income account, and expense account — the income and expense accounts are sent for Inventory items even if Sellable or Purchasable is off.

QBO checks I sell this product/service to my customers when Sellable is on, and I purchase this product/service from a vendor when Purchasable is on.

Account requirements by item type

If a required account is missing, Flourish blocks the sync and displays a validation error specific to the missing account type and the item's configuration (for example, a missing income account on a sellable item versus a missing asset account on an Inventory item). Assign the missing account and retry.

TODO(SME): confirm the exact user-facing validation error message text shown in the UI for each missing-account scenario (Income/Expense/Asset, by item type and Sellable/Purchasable configuration).

Re-sync an updated item

If you change the Sellable or Purchasable setting on an item that is already synced to QBO, sync the item again to update it in QuickBooks.

1. Open the item.
2. Update the Sellable or Purchasable toggle as needed.
3. Update account assignments in the Financial Reporting section if required.
4. Click Save.
5. Click Sync to QuickBooks.

Flourish fetches the current item from QBO and sends a full update with the new field configuration.