QuickBooks Online + Canix Integration Guide

Table of Contents

• Introduction
• Syncing Info
  • What Syncs Between QuickBooks and Canix?
  • What Syncs Automatically vs. Manually
• How to Set Up the Integration
  • Connect QBO to Canix
  • Assign QBO Companies to Facilities
  • Disconnect QuickBooks Online Company from Canix
  • Configuring Classes
• Map Items from Canix to QuickBooks 
• How to Sync Sales Orders
  • Create Sales Invoices in QuickBooks 
  • What fields sync from Canix to the QuickBooks Sales Order?
    • Update QBO Invoices
    • Bulk Create Invoices from Canix to QuickBooks
• Sending Costs to QuickBooks in Sales Orders
  • How a Sale and Corresponding Costs Are Recorded in the Transaction Journal 
  • Requirements to Sync Costs
• How to Sync Purchase Orders
• Limitations of Canix QBO Integration
• Sending Canix Item Names to the Description Field

 

Introduction

The QBO integration in Canix is intended to reduce manual data entry between Canix and QuickBooks. When used correctly, our integration will

• Send Sales Orders from Canix to QuickBooks
• Send Purchase Orders from Canix to QuickBooks
• Keep inventory levels in sync between Canix and QuickBooks

Our integration has successfully reduced the time that it takes to maintain the two systems by 6x across accounting teams.

If you have any further questions, submit a Support Ticket.

Syncing Info

What Syncs Between QuickBooks and Canix?

• Canix can create and update Invoices in QuickBooks
• Canix can send Invoice Payments to QuickBooks
• Canix can create Purchase Orders in QuickBooks
• Canix imports Classes, Items, Customers, and Vendors from QuickBooks, and maps them to the following:
  • QuickBooks Classes → Canix Items
  • QuickBooks Items → Canix Items
  • QuickBooks Customers → Canix Customers
  • QuickBooks Vendors → Canix Vendors

What Syncs Automatically vs. Manually

• Upon connecting your QuickBooks account to Canix, Canix will import your QuickBooks Items, QuickBooks Customers, and QuickBooks Vendors
• Canix will refresh your data every 10 minutes from QuickBooks

How to Set Up the Integration

Connect QBO to Canix

• Navigate to Admin > Integrations > QuickBooks Online

• Select the Connect to QuickBooks button on the right to sign in to your account

  

• You will be prompted to log in to your QBO account & select the company you'd like to connect

Only 1 user can connect a QBO company to Canix, and that user is required by QB to be an Admin (doesn't have to be the company admin, just not a standard user).

Other users may use the integration as well; they will just be prompted to re-sign into QB each time.

 

Assigning QuickBooks Online Companies to Facilities

Overview

When you connect a QuickBooks Online (QBO) company to Canix, you can now control which facilities have access to it. This update prevents cross-facility mix-ups, especially for Multi-State Operators (MSOs) that maintain one QBO company per state.

Connecting a QBO Company

1. Navigate to Integrations > QuickBooks Online.

2. Click Connect QBO Company and complete the QuickBooks authentication flow.

3. Once connected, the QBO company appears on your Integrations page.

Assigning Facilities

1. After connecting, select the facilities that should be associated with the QBO company.

   • By default, all facilities you have access to will be selected.

   • Deselect facilities if they should not use this QBO company.

2. Only facilities you have access to are shown in the selector.

Editing Facility Associations

• From the Integrations page, select the QBO company and click Edit Facilities.

• Update the facility list as needed.

• Changes take effect immediately across workflows, reports, and accounting connections.

Integration Behavior

• QBO companies are only visible and available within the facilities they are associated with.

• Removing a facility from a QBO company means that facility can no longer use it in any workflows.

• All changes (including company, facilities, user, and timestamp) are recorded in the Activity Log.

Example Use Case

If your Oregon facility is tied to one QBO company and your Missouri facility to another, you can assign each company only to its respective facility. This ensures users in Oregon won’t accidentally post to Missouri’s books and vice versa.

Disconnect QuickBooks Online Company from Canix

• Simply select Disconnect next to the Company Name that needs to be disconnected.

 

Configuring Classes

QuickBooks classes can be used to categorize individual items on Sales Orders. For example, categorizing order items by brand or by item type (concentrate, flower, edible, etc.).

Follow these steps to map QuickBooks classes to Canix Order Items:

1. In QuickBooks, select the settings icon in the top right corner
2. Select “Account and Settings” from the menu
3. Navigate to the “Advanced” section of settings
4. Within the “Categories” section, turn “Track Classes” on, and specify assign classes “One to each row in transaction”

Once those settings are configured, you’ll see the option to map Canix Order Items to specific classes:

 

Map Items from Canix to QuickBooks

In Canix, you can either map Items in the "Admin" section of Canix or in the process of creating a Sales Order.

Click on the Item, then go to the "Integrations" tab. Select the Item that you'd like to map to QuickBooks. 

 

 

How to Sync Sales Orders

Create Sales Invoices in QuickBooks

 

Before creating QuickBooks Invoices, you'll first need to create an Invoice from a Sales Order.

1. After creating a Sales Order, navigate to the Invoice section of the Sales Order or the Sales Order side panel.

2. Select Configure New Invoice

   1. Note: If an Invoice has already been created for the Sales Order, continue to the next step

3. Once the Invoice has been created, select Invoice Actions > Create QB Online Invoice

4. If you’re connected to more than one QuickBooks account, you will then be prompted to select the QuickBooks Company you would like to connect to and create the Invoice in. Select the QuickBooks Company from the drop-down menu, select Continue

5. Selecting a company is required in order to populate the QBO customers and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on. Note: After an initial Invoice has been created for this particular customer, the QuickBooks Company will pre-fill with the company chosen for the last QBO invoice used for this customer.

 

 

1. Navigate to the QuickBooks Customer box in the top left to search and select an existing QuickBooks Customer or create a new QuickBooks Customer.

2. Note: If creating a new QuickBooks Customer, Canix will save the association of the Company and Facility to this Customer to be used the next time you send an invoice to that customer.

3. Assign QuickBooks Items to each Item on your Sales Order using the Select QBO Item link seen below the Canix item. Search and select existing QBO Items or create a new QBO Item. Once an Item is associated, select Submit. Complete this process for all Items on the Invoice.

   • "Associate with this Canix Item for future Invoices." Next time this Item is listed on an Invoice for this particular QBO company, it will associate with this Canix Item.

4. All Sales Order data will pre-fill for the Invoice. Note below some additional options:

   • "Show Package Details." Selecting this box will include the Package Tag(s) in the Description field of the line item on the invoice in QBO.

5. Optionall,y users can enter an Invoice Date

6. Once all fields have been completed, select Send to create the invoice in QuickBooks.

7. After the Invoice has been created, you can now navigate to Invoice Actions > View "QBO Company Name" Invoice to view the Invoice.

What Fields Send to the QuickBooks invoice from Canix? 

• Invoice Date
• Due Date
• Shipping Date
• Item
• Item Quantity
• Unit Price
• Subtotal
• Item Total
• Discounts
• Shipping Fees
• Internal Notes (sent to Note to Customer field in QBO)
• Payment Terms
• Payment Due Date
• Invoice Number

Update QBO Invoices

Once a QuickBooks Online Invoice has been created from a Canix Invoice, it can be updated from Canix. This is useful when something like the price or quantity changes after the invoice has been created and posted to QBO.

To update a QBO Invoice from Canix:

1. Navigate to the Sales Order that is attached to the QBO Invoice
2. Update the Sales Order with the necessary updates
3. Scroll to Invoice Actions
4. Select Update QBO Invoice
5. Send to QBO

 

Once the Sales Order has been updated with the data you need, Canix will prefill the updates in the Update QBO Invoice page. Once sent to QBO, the Invoice on the QBO side will be updated with the changes made in Canix!

 

Bulk Create Invoices from Canix to QuickBooks

Oftentimes times users may need to create multiple QBO Invoices in one step. This can easily be done from the Sales Order Table.

<aside> 💡

Be sure a Canix Invoice has already been created for each Sales Order selected.

</aside>

From the Web Application:

1. Navigate to Sales > Sales Orders > View: Active

2. Select one or more Sales Orders to create a QBO Invoice for

3. Navigate to Actions > Create QB Invoice

   

4. If you have more than one QB Company Integrated with Canix, you will be prompted to select the QuickBooks Company you would like to connect to and create the invoice in. Select the QuickBooks Company from the drop-down menu, select Continue

5. Selecting a company is required in order to populate the QBO customers and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on. Note: After an initial Invoice has been created for this particular customer, the QuickBooks Company will pre-fill with the company chosen for the last QBO invoice used for this customer.

   

6. The left panel will outline all of the Sales Orders that you selected on the previous screen, which allow users to click through each Sales Order and add additional details.

7. Navigate to the QuickBooks Customer box to the right of each Customer Name under Invoice Details. Select an existing QuickBooks Customer or create a new QuickBooks customer. Note: If creating a new QuickBooks Customer, Canix will save the association of the Company and Facility to this Customer to be used the next time you send an invoice to that customer.

   

8. Assign QuickBooks Items to each Item on your Sales Order using the Select QBO Item link seen below the Canix item. Search and select existing QBO Items or create a new QBO Item. Once an Item is associated, select Submit. Complete this process for all Items on the Invoice.

   • "Associate with this Canix Item for future Invoices." Next time this Item is listed on an Invoice for this particular QBO company, it will be associated with this Canix Item.

9. All Sales Order data will prefill for the Invoice. Note below some additional options:

   • "Show Package Details." Selecting this box will include the Package Tag(s) in the Description field of the line item on the invoice in QBO.

10. Optionally, users can enter an Invoice Date

11. Once all fields have been completed and reviewed for accuracy for all Sales Orders. Select Send All to create the invoices in QuickBooks.The following fields will be created on the invoice and can be edited in QuickBooks: Invoice Date, Due Date, Shipping Date, QuickBooks and Canix Item, Item Quantity, Unit Price, Item Total, Discounts, Shipping, and Subtotals.

 

Sending Costs to QuickBooks in Sales Orders

How a Sale is Recorded in the Transaction Journal

The Transaction Journal will be updated for every cost with the following fields for every Sales Order. 

• AR - Debit of the total amount of the invoice 
• Sales of Product Income - Credit of the total amount of the invoice 
• Inventory Asset - Credit of the value of the Inventory in QuickBooks 
• Cost of Goods Sold - Debit of the value of the Inventory in QuickBooks 

 

Sample QuickBooks Invoice 

In this example, an invoice selling 1 "Buds" for $100 is shown. 

 

Corresponding Transaction Journal Entry

This corresponding Transaction Journal Entry is shown below.

• A/R and Sales of Product are each Debited and Credited for $100 
• COGS and Inventory Asset are Debited and Credited for $12 (the rate of the Buds in QuickBooks) 

 

Requirements to Sync Costs

The QuickBooks items that you are setting up have to have two things to have the Transaction Journal Displayed. 

1. Quantity on Hand of the Item - In this case, the "Buds" Item is being sold, so there must be "Buds" Quantity on Hand
2. Average Unit Price - comes from the average price of all Bills Created in QuickBooks for this Item 

Quantity On Hand

Go to Reports -> Standard Reports -> Inventory Valuation Detail in QuickBooks

Canix will draw down your inventory and report the Cost of Goods sold for the item that is set up 

 

Sample Bill 

Go to Expenses -> Bills. Click on a Bill where you have purchased the Item in question (in this case, "Buds") 

• There must be at least one Bill for this Item for QuickBooks to have a Cost and Rate associated to this Item

 

 

 

 

 

How to Sync Purchase Orders

Sending your Purchase Orders (POs) to QuickBooks Online (QBO) makes it easy to keep your accounting records up to date.

1. Navigate to Sales > Purchase Orders

2. Create a new Purchase Order or select an existing one

3. Navigate to the bottom of the Purchase Order and select Purchase Order Actions, and then from the drop-down menu select Send to QuickBooks Online

   

4. If you are connected to more than one QuickBooks account, you will be prompted to choose the QBO Company you would like to connect to and create the invoice in. Select the appropriate QBO Company from the drop-down menu and then select Continue

Selecting a company is required in order to populate the QBO Vendors and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on.

 

1. Navigate to the QuickBooks Vendor box in the top left to search and select an existing QuickBooks Vendor.

2. Note: Vendors from your QuickBooks Online account will populate in a drop-down menu for you to select one. Not seeing a Vendor? Navigate to QuickBooks Online to create a new Vendor.

    

   

3. Assign QuickBooks Items to each Item on your Purchase Order using the Select QBO Item* link seen below the Canix item. Search and select existing QBO Items or create a new QBO Item.

   

    

4. Ensure that all fields on the order have been filled out correctly, and then select 'Send to QuickBooks Online'. Note*:** If you need to update your Purchase Order, simply navigate back to the Purchase Order and make the necessary updates. When you're ready to submit the updates to QuickBooks Online, navigate to Actions at the bottom of the Purchase Order and select 'Update QuickBooks Order'. You'll have access to update the QBO Items as well as any taxes, discounts, or delivery fees.*

To view Purchase Orders that have been submitted from Canix to QBO in QuickBooks Online from the left navigation bar select Expenses and it will bring you to a table with all of the Expense Transactions for your company.

 

 

Create A New QBO Vendor

Canix currently does not have the ability to create a new vendor in QuickBooks Online. You will need to navigate to the QuickBooks application and sync the vendors for this.

1. From the left navigation bar in QuickBooks Online, navigate to Expenses > Vendors.

2. Select New Vendor in the top right side of your screen.

   

3. Fill out the form with the information for your new vendor.

4. Select Save.

You will now be able to select this new Vendor when Creating QuickBooks Purchase Orders in Canix.

Limitations of Canix QBO Integration

Canix’s integration with QuickBooks is designed to avoid double data entry for Sales Orders and Purchase Orders. While the integration helps save many hours of double data entry, there are certain limitations to be aware of.

• After an invoice is sent from Canix to a QuickBooks company, it is not possible to update the invoice to a different QuickBooks company. If you need to associate the invoice with a different company, you’ll need to rebuild the Sales Order in Canix and send the invoice again.

💡 Rebuilding the Sales Order can be expedited by using the “Duplicate Sales Order” action:

 

• Payments can be sent to QuickBooks Online for Sales Orders, but not for Purchase Orders.
• Costs of the associated inventory are not sent to QuickBooks Online for Purchase Orders.
• Payment information and updated details are not synced from QuickBooks Online to Canix. The integration only sends information to QuickBooks Online.
  • The payment information provided in Canix only represents payments that have been recorded directly in Canix.
• Credits on Canix Sales Orders do not copy over to QB Invoices. QuickBooks credits are applied as payments to an order and must first exist on the customer record.
• Discounts are added as a line item on a QuickBooks invoice, not as a line in the subtotal section. QuickBooks does not have a Discount item in their subtotal.
• Only one person can have their facility connected to QuickBooks Online at a given time. If multiple users are connecting Canix to QuickBooks Online, all but one user will be disconnected. It takes just a minute to reconnect QuickBooks Online, but you may find it’s most efficient to have one team member send Orders from Canix to QuickBooks Online.
  • If your company wants multiple users to push Canix invoices to QBO, you should consider creating a “Canix” QBO user and sharing that login with the users who need to connect to Canix. They can connect the same QBO user in Canix across multiple Canix users, but it has to be the same QBO user.
  • When using a QBO login for multiple users in Canix, you will be prompted to reconnect QBO and disconnect the other user logged into QBO (you will just sign into QBO each time you are signed out by going to Admin > Integrations > QBO in Canix).

Sending Canix Item Names to the Description Field

When posting invoices from Canix to QuickBooks Online (QBO), you can choose whether to include the original Canix Item/Product Name in the QBO Description field.

How It Works

• Item (QBO): Uses your configured product group for accounting (e.g., Flower).

• Description (QBO): Optionally populated with the Canix Item name (e.g., Blue Dream 1/8th Pre-Roll).

This allows you to maintain accounting categorization while improving invoice clarity for customers.

Configuration

• Navigate to Admin > Integrations > QuickBooks to toggle this setting.

• This option is customer-specific and may require enablement via a feature flag.

• Contact Canix Support if you do not see this option available in your account.

Once enabled, all invoices posted to QBO will display both the product group and the specific item name