Connect QuickBooks to EDI instantly
Join thousands of businesses moving EDI orders, invoices and fulfilment updates between QuickBooks and their trading partners on XEDI, no manual re-keying.
No credit card needed ✦ Free EDI mailbox included
Getting started with QuickBooks EDI
QuickBooks keeps your accounts; your trading partners expect EDI. XEDI sits between them, turning retailer purchase orders into something you can fulfil and turning QuickBooks invoices into documents partners can match and pay without a query.
One managed platform, no custom code
XEDI maps QuickBooks to your trading partners and validates every document, so data flows straight into the systems your teams already use.
QuickBooks was never built for EDI, and that is the whole problem
QuickBooks is an accounting system that happens to hold items and customers. It has no concept of a GLN, no packaging hierarchy, and no native way to receive a purchase order from a retailer. Everything a trading partner assumes you have, QuickBooks expects you to supply from somewhere else.
That is workable, and thousands of suppliers trade this way. It just means the integration carries more of the mapping than it would against a full ERP, and the identifiers have to live somewhere reliable.
Where the retailer's world meets your accounts
A retailer identifies your products by GTIN and its own depots by GLN. QuickBooks identifies items by name or SKU and customers by display name. Those two views are reconciled in the integration rather than in QuickBooks, and the mapping has to survive someone renaming an item in the interface.
Invoice matching is the part that decides whether you get paid on time. A retailer matches your invoice against its purchase order and its goods receipt, so the invoice raised in QuickBooks has to carry the order reference and the delivery reference in the fields the partner reads.
What your team sees day to day
You get an EDI mailbox and a portal that works like an inbox, so retailer orders arrive in one place rather than across several customer portals.
The order becomes the despatch advice, amended if the delivery differs from the order, with SSCC labels for the pallets, and becomes the invoice that reaches QuickBooks ready to be paid. Delivery of that invoice is confirmed in the dashboard, so an unpaid invoice is a payment question rather than a delivery one.
The integration sits over that workflow and automates the finance end, so invoices reach QuickBooks ready to be paid rather than being entered. Plenty of smaller businesses trade from the portal alone. An integration is for when re-entering invoices into QuickBooks stops being sustainable, and our API is for enterprises wanting finer control.
Documents you can exchange
- Purchase orders
- Order acknowledgements
- Advanced shipping notices
- Invoices
- Credit notes where required
Built for QuickBooks teams
Whoever owns QuickBooks in your business, XEDI keeps EDI accurate and hands-off.
- Suppliers trading with retailers on QuickBooks
- Small and growing wholesale businesses
- Finance teams running accounts in QuickBooks
- Operations managers handling fulfilment
- Founders acting as their own EDI coordinator
QuickBooks EDI document types
A QuickBooks supplier programme is usually built from a smaller document set than a full ERP integration, focused on the order-to-cash flow.
| Document | What it carries | Direction |
|---|---|---|
| Purchase orders | Retailer demand, arriving as a sales order or estimate depending on how you work. | Partner to QuickBooks |
| Order acknowledgements | Confirmation of what you will supply, including short or rejected lines. | QuickBooks to partner |
| Advanced shipping notices | Despatch detail sent to the partner ahead of delivery, usually assembled outside QuickBooks. | QuickBooks to partner |
| Invoices | Invoices raised in QuickBooks, referenced to the order and delivery so the partner can match them without intervention. | QuickBooks to partner |
| Credit notes | Credits and adjustments against a previously sent invoice. | QuickBooks to partner |
How to connect QuickBooks with EDI using XEDI
QuickBooks connections are usually quick to stand up because the document set is small; the time goes into identifier mapping rather than configuration.
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01
Confirm the QuickBooks records, fields and workflows that should exchange EDI data.
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02
Map trading partner documents to the right customers, items, locations and finance fields.
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03
Configure validation, connection routing and exception alerts in XEDI.
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04
Test the required document flows with each trading partner.
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05
Monitor live transactions and refine partner-specific mapping rules.
Ready to connect QuickBooks?
Talk through documents, mapping, testing and go-live with XEDI.
Everything about QuickBooks EDI
Common requirements
- QuickBooks access or import/export method
- Customer, supplier, product and location identifiers
- Trading partner EDI specifications
- Invoice, tax and fulfilment rules
- Connection method such as AS2, SFTP, API or mailbox routing
What we need from you to build it
Only the things we cannot hold for you. What each retailer requires is already ours, so the first live order goes through cleanly.
- QuickBooks access
- API access to the company file, with permission to create and read the record types in scope.
- Customer mapping
- Each trading partner mapped to a QuickBooks customer, and each delivery point mapped to the GLN the partner uses.
- Item and barcode data
- GTINs for every item you trade, at each packaging level the partner orders in, held somewhere authoritative rather than in a spreadsheet.
- Tax treatment
- VAT codes that match what the partner expects, since a mismatch produces a rejected invoice rather than a query.
- Invoice numbering
- A numbering scheme that stays unique and traceable, because retailers reject duplicates outright.
Why suppliers choose XEDI for QuickBooks
- Most retailers are connected already, so trading starts without waiting on anything at your end.
- You keep QuickBooks as your book of record rather than running a second system alongside it.
- Partner compliance rules are checked before a document is sent, so a rejection does not arrive a week later as a payment problem.
- A new retailer means no extra portal to log into, and no work for whoever runs your books: we connect each one.
- The identifier mapping lives in the platform, so renaming something in QuickBooks does not silently break trading.
- If a retailer rejects something, they tell us. We are notified on your behalf and fix it, rather than it reaching whoever runs your books as an unexplained shortfall.
Can XEDI integrate QuickBooks with EDI trading partners?
Yes. XEDI can connect QuickBooks workflows with trading partner EDI requirements and automate common order, fulfilment and invoice document flows.
Which documents can be exchanged with QuickBooks EDI?
Common flows include purchase orders, order acknowledgements, despatch advice or ASN messages, invoices and credit notes where required.
Plan your QuickBooks EDI setup
Everything you need to scope, map and go live with QuickBooks, in one place.