Syncing Purchase Orders to QuickBooks

Overview

The Bolster × QuickBooks integration lets you create a purchase order in Bolster and sync it straight to your QuickBooks account, so your purchasing records stay aligned without re-entering data. This guide covers connecting QuickBooks, creating a purchase order, confirming it in QuickBooks, and syncing from the Data Sync screen.

Before you start

• A QuickBooks account connected to Bolster (see Step 1).
• A project in Bolster with line items.
• Purchase Orders enabled in QuickBooks. Purchase Orders are a paid add-on feature in QuickBooks and must be turned on in your account before they can sync.

Step 1 — Connect QuickBooks

1. Go to Integrations and open QuickBooks.
2. Set up and link your QuickBooks account to Bolster. Once connected, you're ready to sync.

Step 2 — Create a purchase order in Bolster

1. Open your booked project in the Project Pipeline. (In this example the project has five line items, each with an increasing value.)
2. Go to Purchasing, where you'll find Vendor Orders and Purchase Orders.
3. Click to create a new purchase order and select a vendor (e.g. Home Depot Canada). Add a description if needed.
4. Select the items to include. Note: items already linked to another purchase order won't be available to select.
5. Save the purchase order. The total is calculated automatically (e.g. $48.95).
6. Reopen it any time to view or edit — you'll see it's linked and assigned to the vendor.

Step 3 — Confirm the purchase order in QuickBooks

1. In QuickBooks, go to Home → All Apps → Inventory → Purchase Orders.
2. The purchase order you just created appears automatically, synced to QuickBooks.
3. Open it to confirm the details — vendor, line items, total, and the description added on the Bolster side all carry across.

Step 4 — Sync from the Data Sync screen

1. Back in Bolster, go to Integrations → QuickBooks → Data Sync.
2. Use the dropdown to choose Purchase Orders (allow a moment to load).
3. Your purchase order appears on the reconcile page. From here you can sync any orders that haven't synced yet to your QuickBooks account.

Good to know

• Purchase Orders are a paid QuickBooks add-on — they must be enabled in QuickBooks before syncing will work.
• Line items already attached to an existing purchase order can't be added to a new one.
• Use Data Sync to manually push any orders that aren't in QuickBooks yet.