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How to connect Megaventory with QuickBooks Online
How to connect Megaventory with QuickBooks Online
Dimitris Athanasiadis avatar
Written by Dimitris Athanasiadis
Updated over a year ago

Before you begin:

Make sure:

  • You have subscribed to the QuickBooks Online Plus package.

  • The default currency in both the Megaventory and QuickBooks Online accounts you want to connect is the same. 

  • You are tracking locations in QuickBooks. To check or activate this in your QuickBooks Online account:

  1. Click at the Gear Icon.

  2. Click at Advanced.

  3. Scroll down to Categories and click Edit.

  4. Check the box next to Track locations.

  5. Click Save.

1) Create a Megaventory API key

This action can be done by Admin users only:

  1. Go to Profile Icon > Company and Billing (Admin) > Users

  2. Click on a user that has full read/write permissions (for example the admin)

  3. Click on the key icon to generate an API key and then click Save/Update.

2) Enable the QuickBooks Online Integration

  1. Go to Menu > Integrations > QuickBooks Online

  2. Click the checkbox to enable the Integration.

  3. Click Save.

3) Edit the QuickBooks account names 

You can edit the Account names that Megaventory uses in QuickBooks. Please note: 

  1. If at the beginning of setting up your QuickBooks Online account you did not select any of the presets, then it is likely that these accounts will not exist in QuickBooks Online. In this case, you will have to create them manually. To do this you need to: 

  • Go to you QuickBooks Online account

  • Click on the gear icon and then at Chart of Accounts

  • Click at New and add Accounts as necessary. You can see here some sample entries.

  2. If you edit the account names after you perform the Initial Sync, the changes will be applied only to products you add to Megaventory after the edit. You may amend this by editing the product in QuickBooks or by making a change in one of the fields of all the products in Megaventory to force them to update.

4) Select the Megaventory Inventory Locations to push transactions to QuickBooks Online

A user may also choose to push to QuickBooks Online only transactions from specific inventory locations. To select the inventory locations, the administrator of the Megaventory account should:

  1. Click the menu > Integrations > QuickBooks Online

  2. Select the Inventory Locations tab

  3. Check each box next to the Inventory Location you only want to push transactions from and

  4. Click Save

Unselected Inventory Locations will not send information to QuickBooks Online.

5) Connect Megaventory with QuickBooks Online

Note: In this documentation, the behaviour of the QuickBooks Online integration assumes that the user has a QuickBooks Plus subscription. The integration experience may differ depending on you’re the pricing plan you have chosen in QuickBooks Online. You can see a summary of which features are available per QuickBooks Online plan here. Also, at the end of each Knowledge Base article in the QuickBooks Online section you can find any limitations that you may encounter if you have another QuickBooks payment plan. If there are no such limitations, the main section applies to all versions.

  1. Click the QuickBooks Icon on the bottom of your Megaventory screen and choose "Connect to QuickBooks"

2. In the pop-up window sign-in to QuickBooks Online and Authorize Megaventory to connect to QuickBooks Online.

6) Perform the Initial Sync between Megaventory and QuickBooks


Before you begin:

  • Make sure the default currency in both the Megaventory and QuickBooks accounts you want to connect is the same.

  • Make sure the stock -for each item/product- in your QuickBooks Online account matches with the stock of the Megaventory account for the selected inventory Locations of step 4 above.

  • Make sure you are Tracking locations in QuickBooks Online. To check or activate this in your QuickBooks Online account:

  1. Click at the Gear Icon

  2. Click at Advanced

  3. Scroll down to Categories and click Edit

  4. Check the box next to Track locations and choose Department as the Location Label.

  5. Click Save.

Click the QuickBooks logo on your Megaventory account and select Initial Sync.

This may take a few minutes based on the number of entities (for example items/products) in your QuickBooks Online or Megaventory Accounts.

Once this is completed, you will be ready to start using Megaventory with QuickBooks Online.

Things to note and known issues.

  • You should not change data in QuickBooks Online (i.e. perform any data entry, create a transaction, etc) during the initial sync process between Megaventory and QuickBooks.

  • Megaventory may use accounts (in the chart of accounts) that have not been set up on your QuickBooks Online, you will be prompted that these accounts do not exist and add them through your QuickBooks Online backend (Your Company > Chart of Accounts > New).

  • You may receive error messages in Megaventory during the Initial Sync, correct them in QuickBooks Online and see the same error in Megaventory again. This is due to a known QuickBooks Online issue and may be addressed by saving the associated data again through the QuickBooks site and trying to do the Initial Sync again.

  • For each product, the Megaventory product cost will be pushed to QuickBooks Online under the cost/Purchase price field during the initial sync. This is done only during the initial synchronization process.

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