Keep store stock in sync with QuickBooks

TruSync watches for quantity-on-hand changes in QuickBooks — from TruSync’s own transactions, manual inventory adjustments, bills, or other tools you use — and pushes the resulting quantity out to your connected storefronts. Order sync itself never writes storefront inventory directly; every inventory update flows through this one path, so quantities stay consistent across every store mapped to the same QuickBooks item, not just the store an order came from.

Inventory sync follows quantity on hand, so it only acts on products mapped to a QuickBooks Inventory item. QuickBooks tracks quantity on hand for Inventory items only — Non-inventory and Service items have no quantity for TruSync to read or push.

If none of your QuickBooks items are Inventory items, inventory sync does nothing, even though it’s running. Your storefront quantities are left exactly as they are. This is normal if another system owns your stock levels, or if you sell something that isn’t stocked.

To check, open Products and services in QuickBooks and look at the Type column. If you want TruSync to manage a product’s quantity, that product’s QuickBooks item has to be an Inventory item.

Changing an item’s type in QuickBooks sets an inventory start date, and QuickBooks then refuses transactions on that item dated before it. Talk to your accountant before converting items that already have sales history.

When you press Sync All Inventory (or Fix All on the Inventory Mismatches panel) and TruSync has nothing it can send, it says why instead of reporting a bare count.

If every product is mapped to a Non-inventory or Service item, the result reads: “Nothing was sent to your store. All 227 products are linked to QuickBooks items that are Non-inventory or Service items. Those don’t hold a quantity on hand, so there is nothing to sync.” That comes from how the items are set up in QuickBooks. It isn’t a fault, and pressing Sync again won’t change it.

If some products synced and others didn’t, the result lists how many were skipped and the reason for each group — for example “3 linked to a QuickBooks item that doesn’t track quantity (Non-inventory or Service)”.

Inventory sync is on by default. To stop TruSync setting the quantities on one store, untick Sync inventory adjustments in Settings → Sync for that store.

With it unticked, TruSync doesn’t write any quantity to that store’s products — not from a QuickBooks change, not from Sync All Inventory, not from Fix All or Use QBO on the Inventory Mismatches panel, and not right after you map a product. Sync All Inventory tells you the setting is why: “Inventory sync is turned off for this store (“Sync inventory adjustments” in Settings → Sync), so no quantities were sent to your storefront.”

The setting is per store. Another store that maps the same QuickBooks item keeps getting its quantities. It only controls what TruSync writes to the storefront: orders still post to QuickBooks and still count against quantity on hand there, and Use Store still posts an adjustment in QuickBooks. A quantity you ask Trudy to set on your storefront is still applied, because you asked for that one specifically.

Tick it again and quantities start flowing from then on. TruSync doesn’t catch up on the changes made while it was off — press Sync All Inventory to bring the storefront in line with QuickBooks.

When TruSync changes a quantity in QuickBooks it posts an Inventory Quantity Adjustment, and every one it writes says where it came from. Open Transactions → All transactions in QuickBooks, or the item’s own transaction history, and you’ll see:

• A memo naming TruSync, the store, and what caused the change — for example “TruSync inventory sync — Shopify - Fine Teas — bulk inventory sync”. There are three reasons you’ll see: bulk inventory sync (a Fix All, or a row fixed from the Inventory Mismatches panel), requested in chat (you or Trudy changed it on purpose, with your own note if you gave one), and storefront product update — which is Wix only, because Wix is the one storefront that tells TruSync a product’s quantity changed. On every other store, a quantity you change in the storefront reaches QuickBooks through a bulk inventory sync instead.
• A document number starting with TruSync-INV-. QuickBooks numbers documents from one company-wide counter, so without this, TruSync’s adjustments would take numbers out of your own sequence.

An adjustment with no such memo wasn’t written by TruSync. That’s the quickest way to tell one of ours from a manual adjustment someone made in QuickBooks, or one left behind by a tool you used before TruSync.

Changing a quantity changes what your inventory is worth, so the difference has to go somewhere in your books. By default QuickBooks decides, and on a standard chart of accounts that’s Inventory Shrinkage, a cost-of-goods-sold account.

That’s fine for a correction downward. It reads oddly for one upward — TruSync’s adjustments go both ways, and finding more stock than QuickBooks expected isn’t shrinkage.

If that matters to you, choose the account yourself: Settings → Account Mapping → Inventory Adjustment Account. Leave it unset and nothing changes — QuickBooks keeps using its own account, exactly as before. Adjustments already posted aren’t moved; the setting applies from then on. See Mapping settings.

• Selling an item on one connected store updates QuickBooks, which then pushes the new quantity to every other store mapped to that same QuickBooks item.
• A manual inventory adjustment in QuickBooks propagates to your storefronts the same way an order-driven change does.
• Inventory sync runs automatically for every connected, mapped product whose QuickBooks item tracks quantity on hand — there’s no separate setup step to turn it on. It’s on by default for every store; Sync inventory adjustments in Settings → Sync turns it off for a store.

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