QuickBooks Online integration for purchasing
QuickBooks Online included in all plans (US companies only). Keep purchasing and QuickBooks Online in sync without retyping bills or supplier details. Essentials includes a one-step approval (Admin or Procurement Manager); multi-level approval workflows (Business plan): coming soon.
The QuickBooks Online integration connects the buying side of your business to your books. Suppliers and approved bills flow from Tail Sourcing into QuickBooks Online, so finance works from the same numbers as the people who buy.
QuickBooks Online included in all plans (US companies only). You connect it yourself in Settings → Accounting.
What the integration does
Tail Sourcing handles purchasing records and receipts. QuickBooks Online stays your system of record for accounting. Essentials includes a one-step approval (Admin or Procurement Manager) before a purchase order is issued; multi-level approval workflows (Business plan): coming soon.
- Syncs suppliers so vendor records match in both systems
- Sends bills after the invoice is matched to its PO and goods receipt, then approved
- Maps expense accounts and classes with field mapping
Purchase order approvals with QuickBooks Online
Essentials includes a one-step human approval (Admin or Procurement Manager) before a purchase order is issued, and invoices are matched to the PO and goods receipt, then approved before syncing to QuickBooks Online. Suppliers upload them in the portal. Multi-level approval workflows (Business plan): coming soon.
QuickBooks Online is not built for approving purchase requests. Tail Sourcing adds that step: on Essentials, an Admin or Procurement Manager approves each request before a purchase order is issued; multi-level approval workflows (Business plan): coming soon.
Only approved bills are sent to QuickBooks Online, so every bill in your books traces back to a request, an approver and a receipt.
- One-step approval on Essentials; multi-level approvals (Business plan): coming soon
- Approver history kept on every purchase order
- Only approved bills reach QuickBooks Online
Spreadsheets, email, QuickBooks Online or Tail Sourcing?
| Criteria | Spreadsheets | QuickBooks Online alone | Tail Sourcing | |
|---|---|---|---|---|
| Budget check before buying | Manual, if someone updates it | None | No | Yes, budgets on every plan |
| Request in one place | A tab nobody owns | Scattered threads | No | Yes |
| Approval trail | Manual notes | Buried in inboxes | Not built for approving purchase requests | One-step approval on Essentials |
| Invoices | By eye | By eye | After the fact | Uploaded in the supplier portal, then synced with QuickBooks Online |
Keep QuickBooks Online as your accounting system. Tail Sourcing sits in front of it. See plans and pricing.
Which plans include it
QuickBooks Online included in all plans (US companies only). You connect it yourself in Settings → Accounting.
How setup works
You connect it yourself in Settings → Accounting.
- Open Settings → Accounting in Tail Sourcing
- Sign in to QuickBooks Online and authorize the connection
- Map your expense accounts, classes and tax codes
- Choose when bills are sent, then run a test export
The modules that do the work
Purchase Orders
All plansCreate purchase orders from approved requests.
See Purchase Orders in the platformInvoices
All plansMatch each invoice to its PO and goods receipt, then approve it before syncing to QuickBooks Online.
See Invoices in the platformWorkflows & Approvers
All plansApprove each request before a purchase order exists: one step on Essentials; multi-level approvals (Business plan): coming soon.
See Workflows & Approvers in the platformBudgets
All plansCheck spend against budget at the moment of approval.
See Budgets in the platformFrequently asked
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