How do I get the quote from my quoting software into QuickBooks Online?

What is sent automatically

At connection time, the shop selects the QuickBooks income account and authorizes the accounting company. QuotedPart looks up or creates a customer by company or contact name, then looks up or creates a non-inventory item for each part number. The accepted estimate carries the order reference, customer email, order and due dates when the QuickBooks company allows those fields, plus a customer memo containing the QuotedPart reference. A purchase-order number can be written to a matching custom field when that field is enabled in QuickBooks.

The important accounting detail is arithmetic: QuickBooks receives a rounded line amount that equals quantity multiplied by unit price. An order for 25 brackets at $48.00 is a $1,200.00 line, and a $75 passivation add-on is a second $75.00 line. The estimate total therefore agrees with the quote without asking QuickBooks to recalculate manufacturing cost.

The steps that stay manual

QuickBooks Online is an accounting ledger, not a machine-shop router. The person accepting the order should verify the customer match, income account, tax code and PO before the estimate is used for billing. The estimator or planner still releases material, schedules operations and records outside services in the manufacturing system. If a quote changes after acceptance, edit the source order first and then decide whether to update the QuickBooks estimate so the audit trail stays understandable.

CSV is different from this connection. An export file can be imported or copied into another system, but it is not a native QuickBooks connector and it does not mark an estimate Accepted. If your quoting package only exports CSV, use a stable part-number convention and a review step rather than describing the path as an integration.

A safe first-order test

Use a sandbox company and a test customer. Quote one part at quantities 1 and 10, add a finish, add a PO number and accept the order. Confirm the customer, item, quantity, amount, dates, memo and custom PO field. Then create a second quote revision and verify that it does not silently overwrite the first estimate. Finally, walk the accepted estimate through your normal QuickBooks invoice process. This test takes less time than correcting a duplicate customer after a real shipment.

QuickBooks lists Simple Start at List prices per month: Simple Start $38 (1 user), Essentials $85 (3 users), Plus $140 (5 users), Advanced $340 (25 users) and higher tiers for additional users and project controls, so include the accounting plan in your total cost. QuotedPart's value is the manufacturing arithmetic and branded quote; QuickBooks' strength is the financial record after the work is won.

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