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Syncing Purchase Orders to QuickBooks
Syncing Purchase Orders to QuickBooks

Details on how Thrive syncs Purchase Orders to various fields in QuickBooks Online.

Chris avatar
Written by Chris
Updated over a week ago

*QuickBooks Online syncing is included in Professional plans and above or on any other plan as a Billing Add-On for $30/mo or $300/yr ($25/mo)*

Syncing Purchase Orders to QuickBooks Online (QBO) can be useful for many reasons. Whether you're using custom or additional formatting options in QBO, or you have an employee who works primarily out of their platform, we've got you covered.

This is different from our automatic daily syncing, or syncing invoices to QBO.

⚠️This feature is currently in BETA, so you will need to be opted into by one of the members of our Customer Care Team.

If you are interested, please let us know by chatting in!⚠️

Getting Started

To start syncing Purchase Orders to QBO, take these steps:

1. Connect QBO to Thrive on the Settings > Accounting page.

  • NOTE: Only one QBO should be connected to Thrive at a time. If you have additional QBOs connected that are no longer being used, or were used for testing, please remove them now.

2. Turn on Location tracking is turned on in QBO (click here for a guide).

Syncing is done 1-by-1 and on-demand. This means we won’t sync items over automatically and you’ll need to tell us specifically which purchase order you would like to sync over.

Syncing Purchase Orders

Once you've completed the steps above, start syncing Purchase Orders to QBO in an Open, Partially Received, Overdue, Completed, or Cancelled status.

The only status that will not be eligible to sync over is the Draft status. In other words, to have the option to sync the PO to QBO, the PO cannot be in a Draft status.

Click on the purchase order you want to sync over. Next, click the gear wheel in the top right corner and “Sync to QuickBooks” as shown here:

  • NOTE: If the PO is a "draft," the option to sync it to QBO will not be visible!

Where do I find my PO in QuickBooks Online?

If it synced properly, the PO would sync over in a few minutes to show up on QBO, though you might need to refresh the page.

It will show up in the “Get paid & pay” section under “Vendors.” From there, click the name of the Vendor the PO is being sent to, as shown here:

Here’s a direct link to the vendor page on QBO.


Purchase Orders on Thrive and QuickBooks Online share many of the same fields, but there are also some differences between the two platforms.

Here are the fields that we sync to currently:

  • NOTE: Fields in italics can be found in the Category Details section of QBO


Will POs automatically sync to QBO?

You will need to click the "Sync to QuickBooks" button for a PO to sync over.

If you create a PO in Thrive and do not click the "Sync to QuickBooks" button, it will not sync over to QBO.

Syncing is done 1-by-1 and on-demand.

Why can't I see the “Sync to QuickBooks” button?

Make sure QBO is connected to Thrive on this page. Next, double-check that the PO you are trying to sync is above a Draft status. Drafted POs will not have the option to be synced to QBO.

If you’re still not seeing the option to “Sync to QuickBooks” please double-check that you have completed the two steps at the top of this article. And if that doesn’t solve the issue, please write to our Customer Care Team and we can double-check that you have opted into the BETA.

Why isn't my sync working?

The first time you sync a purchase order to QBO will always take a little bit longer because we are trying to establish a brand-new connection.

If any errors pop up while attempting to sync to QBO, please take note of them. You may need to try syncing again in a few minutes. Generally, it should take less than 30 seconds for us to push the PO to QBO successfully and it should be followed by a green success message.

Make sure you don't already have a PO in QBO with the same PO number. If the same PO number already exists in QBO (even if it's inactive), and isn't the one that you are actively trying to sync, we will not be able to sync it over. Try changing the name of the PO and syncing again.

If a product on the PO is in an inactive (or "bad") state in QBO, that can also cause a syncing error.

If the problem persists, the PO might be temporarily stuck. Please reach out to our Customer Care Team and we can take a closer look for you.

What if I make additional changes in Thrive after I’ve already synced to QBO?

As long as the PO number hasn’t changed, then you are good to re-sync and QBO will be updated accordingly.

Alternatively, if you change the PO, a new PO will be created in QBO.

Do you sync my payment status?

We do not sync your payment status to QBO at this time. Once you sync the PO to QBO, you can process the payment however you'd like.

Things to Note:

  • Only one QBO integration should be connected to Thrive at a time. We do not support syncing to multiple QBO accounts.

  • The sync setting on the Settings > Accounting page on Thrive does not need to be enabled for us to sync POs.

  • Thrive has Products and variants. QBO only has products. Each variant will have its own product line, in this format: Item Name (Variant Name)

  • If you’re using the “Website” field on Vendors, it must be a complete address including “https://” as opposed to just starting off with “”

  • Products must currently belong to the Purchase Order location at the time of syncing.

  • If the PO contains a product that doesn't exist in QBO, we will create the product in QBO.

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