All About Stampli’s PO Support for QuickBooks Online

QuickBooks AP Automation PO integration

As part of Stampli’s commitment to providing the most comprehensive integrations for our customers, we offer support for Purchase Orders (POs) and Items for QuickBooks Online customers. Whether companies use purchase orders, need to track purchases of inventory items, or expenses – Stampli can be used to automate bill processing for all!

Real-Time PO Syncing from QuickBooks Online to Stampli

Make sure you’re always working with the most up-to-date POs with real-time PO syncing in Stampli. All PO details will be automatically brought over from QuickBooks including: Items, GL Accounts, Description, Quantity, Rate, Amount, and Customer. 

In addition:

  • Get a list of all open POs and latest updates in Stampli.
  • If there are multiple lines in a PO, each line is available in Stampli. 
  • Match invoices to POs that are based on Items, Expenses, or combination of both

Detailed Line-Level Adjustments

Do your vendors partially bill POs? Or do you need to add shipping or other charges that are not part of the PO? Easily make adjustments to individual lines of a PO or add other expenses as needed as you code an invoice in Stampli.

For example:

  • If a PO is partially billed, easily update the quantity for one or more lines in Stampli. When the bill record is created in QuickBooks, the PO is automatically updated with the billed amount as received.
  • If shipping, handling, or other charges need to be added, easily add a new expense. When the bill record is created in QuickBooks, the new expense item is created.

Additionally:

  • All numerical fields are auto-calculators. 
  • A formula can also be used to calculate a quantity in a numerical field. 
  • If a related numerical field is changed, the other fields are automatically updated ie.  if Quantity is changed, the Rate and Amount fields are updated. 

Easy Single or Multiple PO Matching

Stampli has the flexibility to match multiple POs to an invoice if vendors send invoices that bill for more than one purchase order. 

From the list of open POs in Stampli, simply select one or more POs when coding the invoice. When the bill record is created in QuickBooks, all associated POs are automatically updated with the billed amounts.

Streamlined Discrepancy Handling

Stampli makes it easy to manage discrepancies by giving you convenient communication tools. If discrepancies need approvals – or if processes require approval of PO invoices – you can  use Stampli’s approval tools to quickly approve invoices. 

Automatic Bill Creation in QuickBooks

After an invoice is coded and approved in Stampli, a bill record is automatically created in QuickBooks based on the information from Stampli.

This includes:

  • Bills matched to a PO will automatically update the PO. If multiple POs are matched to the bill, all related POs will be updated. If there is partial billing, the PO quantity will automatically be adjusted in QuickBooks based on the bill record.
  • If shipping, handling, or other charges need to be added, easily add a new expense. When the bill record is created in QuickBooks, the new expense item is created.
  • The bill record in QuickBooks includes a link to the Stampli invoice record for easy reference.

Interested in Stampli’s PO Support for QuickBooks Online?

Want to experience Stampli’s PO support for yourself? Reach out to the team! We’d love to see if Stampli can be a great fit for you.

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