If you’re running a growing business and want to automate your orders, invoices, or inventory updates, there’s a good chance QuickBooks is in the mix. But if you’re also working with major retailers or distributors, you’ve probably run into the need for Electronic Data Interchange (EDI). So how do you get these two powerful tools—QuickBooks and EDI—working together? Good news: it’s easier than you think.
Whether you're just starting EDI for the first time or you’re switching from manual entry, this guide breaks it down step by step.
Integrating EDI with QuickBooks means connecting your accounting system to the EDI platform that handles your B2B transactions—think purchase orders, invoices, shipping notices, and inventory updates. Instead of manually re-keying data between systems, integration lets those documents flow automatically: a purchase order (EDI 850) from your retailer becomes a sales order in QuickBooks, your invoice in QuickBooks gets sent as an EDI 810, and inventory updates sync seamlessly.
Look for API or flat file compatibility with QuickBooks, prebuilt connectors or custom mapping services, and experience working with businesses in your industry. BOLD VAN supports QuickBooks and offers flat-fee pricing with no mailbox or document-count fees.
Not all EDI providers are built the same—especially when it comes to integrating with QuickBooks. Be cautious if you see any of the following red flags:
Choosing the right provider from the start ensures a smoother, faster integration—and a lot less cleanup down the road.
Most common EDI documents with QuickBooks include:
This is where EDI data mapping comes in. Each EDI document has structured fields (like “PO Number,” “Item Quantity,” etc.) that must match your QuickBooks fields. An EDI provider (like us) builds a custom map so your data lands where it should in QuickBooks—no cleanup required.
Run a few test orders with your trading partner and validate that everything populates correctly in QuickBooks. Watch for document accuracy, field alignment, and status updates. This testing period is essential before you go live.
Once live, your documents will flow automatically: orders, invoices, shipments, and payments. You can monitor everything through your EDI dashboard (like the one offered by BOLD VAN). Set up email alerts, track exceptions, and make your accounting team’s job way easier.
Yes, you can integrate EDI with QuickBooks Online too—many providers (including BOLD VAN) support cloud-based syncing using REST APIs or secure flat file transfer methods. Just make sure your EDI partner offers options that work with QuickBooks Online’s API limitations—not all do.
Integrating EDI with QuickBooks might sound technical, but with the right provider, it's actually a plug-and-play process. Whether you're managing five orders a week or 5,000, automating the flow between QuickBooks and your trading partners saves time, reduces errors, and gets you paid faster.
BOLD VAN makes it easy—with flat pricing, no per-document fees, and full support for QuickBooks and QuickBooks Online. Our EDI specialists will guide you through setup, mapping, and testing, so you can focus on what you do best.
Let’s talk about your integration needs → Contact Us.
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