Sync Your Inventory and Financial Data the Right Way
In this guide, we’ll walk you through how to configure your QuickBooks Online account settings in Ply. Setting up these accounts correctly ensures your inventory, income, and expenses flow seamlessly between Ply and QuickBooks, keeping your records consistent and accurate.
When you connect QuickBooks, you’ll map a few key accounts so Ply knows where to send each type of transaction. You’ll choose from accounts that already exist in your QuickBooks Chart of Accounts.
To access this setup or make changes at any time, go to Settings →Workspace → Integrations → Accounting in Ply.
Where You’ll Set This Up
Once your QuickBooks account is connected, you’ll land on the Accounting Settings screen.
Here, you can:
Choose a warehouse to sync your data from
Optionally set materials to always default to that warehouse - Heads up — if you don’t have this enabled, the materials will go straight to the catalog instead of a warehouse.
Map the four key QuickBooks accounts used for inventory tracking and purchasing workflows
The accounts shown in Ply come directly from your QuickBooks account.
1. Inventory Asset Account
Tracks the total value of your on-hand inventory. This is an asset account in QuickBooks and appears on your balance sheet.
Purpose: Tracks how much your current inventory is worth
QuickBooks Account Type: Other Current Asset
Subtype: Inventory
Used when materials are received or adjusted in stock.
2. Income Account
Tracks revenue when items are sold. This account appears on your profit and loss statement in QuickBooks.
Purpose: Records income from sales of inventory items
QuickBooks Account Type: Income
Subtype: SalesOfProductIncome
Used to track product sales revenue coming from Ply.
3. Accounts Payable (A/P) Account
Tracks money your business owes to vendors when purchase orders become bills. This is a liability account in QuickBooks.
Purpose: Manages outstanding vendor payments once a bill is created
QuickBooks Account Type: Accounts Payable
Subtype: AccountsPayable
This account is used only when a Purchase Order is converted into a Bill in QuickBooks.
4. Expense Account (Cost of Goods Sold)
Tracks the cost of items you sell — often referred to as COGS. This account shows up as an expense in your profit and loss report.
Purpose: Records the cost of purchasing or producing items that have been sold
QuickBooks Account Type: Cost of Goods Sold
Subtype: SuppliesMaterialsCogs (or another suitable COGS subtype)
✅ Used to calculate your gross margin and profitability.
✅ Quick Reference Table
Ply Field | QuickBooks Account Type | Subtype | Purpose |
Inventory Asset Account | Other Current Asset | Inventory | Tracks value of on-hand inventory |
Income Account | Income | SalesOfProductIncome | Records sales revenue from inventory items |
Accounts Payable (A/P) | Accounts Payable | AccountsPayable | Tracks vendor bills and payables |
Expense Account (COGS) | Cost of Goods Sold | SuppliesMaterialsCogs | Tracks cost of sold inventory |
Best Practices
Review your Chart of Accounts in QuickBooks before setup so you know exactly which accounts to link
If you’re unsure which account to select, check with your accountant or bookkeeper
You can update these settings at any time by going to Settings → Integrations in Ply
Common cases where materials don't sync
Material type is set to "Non-Inventory" in QuickBooks Online
Ply requires materials to be set as Inventory type in QBO. If a material is set to Non-Inventory, it won't sync correctly.
To fix this:
In QuickBooks Online, open the item and change its type from Non-Inventory to Inventory.
Return to Ply and run the sync again.
After the sync completes, your materials should match up with Ply by name.
Material name contains more than 100 characters
If a material name in QBO exceeds this limit, it will be skipped during the sync.
To fix this:
In QuickBooks Online, shorten the material name to 100 characters or fewer.
Run the sync again in Ply.
Material is duplicated in QuickBooks Online
If the same material appears more than once in QBO, Ply may not be able to determine which one to sync, causing it to be skipped or imported incorrectly.
To fix this:
In QuickBooks Online, review your items list and remove or merge any duplicate entries.
Run the sync again in Ply.
Still need help? Contact Support!