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Intuit

Connect your Amazon Business account to QuickBooks Online

Learn how to connect your Amazon Business account so you can track your purchases in QuickBooks Online.

Do you have an Amazon Business account? You can connect it to QuickBooks with the Amazon Business Purchases app. It’s a great way to save time and keep your books up to date. The app brings your Amazon Business purchases into QuickBooks with all the details, so QuickBooks can categorize and link them to your bank or credit card records. All you have to do is review and approve the work.

Note: The Amazon Business Purchases app works only with Amazon Business accounts. It can’t connect your personal Amazon.com account or Amazon Seller account to QuickBooks.

Step 1: Set up the connection

To connect your Amazon Business and QuickBooks accounts, make sure you’re both the primary administrator for the Amazon Business account, and the primary admin or a company admin for your QuickBooks company.

Here's how to connect the accounts:

  1. Sign in to your QuickBooks account as an admin.
  2. Go to the Amazon Business Purchases app page.
  3. Select Get app now.
  4. When prompted, sign in to your Amazon Business account as the primary administrator.
  5. Select the import start date. All of the Amazon Business purchases you made on or after that date will sync with QuickBooks for your review.
  6. Select Finish.

The app then begins to import your Amazon Business purchases into QuickBooks. If there’s a lot to import, you may not see all of them right away. Don’t worry, the app keeps going until the job is done.

After the first import, the app checks your Amazon Business account four times a day and brings the latest transactions into QuickBooks. Note: Currently it’s not possible for the app to update QuickBooks more frequently or on demand.

You can now use the Amazon Business Purchases app instead to import your transactions. Here's how to avoid duplicate transactions when you set up the app:

  1. Note the date of the last Amazon Business transaction that the Labs plug-in imported into QuickBooks.
  2. Disconnect the Labs connection.
  3. Set up the Amazon Business Purchases app using the steps above. For the import start date, select the date of the last transaction from your Labs connection.

Step 2: Review your Amazon Business purchases

When your Amazon Business purchases appear in QuickBooks, you’re ready to review and add them to your books.

  1. Go to Banking.
  2. Select App transactions, then the For review tab. Your Amazon Business purchases and returns appear in the list, with details like product description, quantity, purchase price, and fee breakdowns.
  3. For each transaction, select an action you can take, depending on the status:
    • Add or Match: This purchase is ready to add to your books. If QuickBooks is connected to the bank or credit card account you made the purchase with, you can match it to a specific transaction that’s already in your books.
    • Review: QuickBooks doesn’t yet recognize the bank or credit card account you used for the purchase. You can confirm the account already exists in QuickBooks, or you can add a new account to your Chart of Accounts.

How to handle returns: Like your purchases, your Amazon Business returns go into QuickBooks for you to review and add to your books. Just make sure the return has the same category as the original purchase so your accounting stays correct.

When the app imports your Amazon Business purchases, it includes details about the payment methods you used. QuickBooks uses those details to find a bank or credit card account you’ve already set up in your Chart of Accounts. That way, it can register expenses in the right account and maintain your books properly. If you’ve connected a bank or credit card to QuickBooks, it also tries to match purchases to specific transactions it downloaded from your bank.

The first time a payment method appears in an import, QuickBooks asks you to confirm it found the right bank or credit card account. If it can’t find one, it lets you add a new account on the spot.

Here’s what to do:

  1. From the App transactions tab, select Confirm accounts in the message you see. qbo_AmazonBusiness_confirmaccount_banner.png
  2. For the payment method shown, select the account from the dropdown if it’s already in QuickBooks. If you need to create a new account in QuickBooks, select +Add Newqbo_AmazonBusiness_confirmaccount_addnew.png
  3. For a new account, fill in the details. For a debit card, select the Bank Account Type, then the Checking Detail Type. qbo_AmazonBusiness_confirmaccount_addnew_bankaccount.png
    For a credit card, select the Credit Card Account Type, then the Credit Card Detail Type. qbo_AmazonBusiness_confirmaccount_addnew_creditcard.pngThen enter a name for the account and description (optional) as well.
  4. When you’re ready, select Save and Close. From now on, QuickBooks uses this bank or credit card account for the associated payment method.

Later, if you want to change the QuickBooks account associated with a payment method, you can do that easily:

  1. Go to Banking.
  2. Select the App transactions tab.
  3. Select App settings in the top right corner above the transactions list.
  4. Select Accountqbo_AmazonBusiness_confirmaccount_appsettings_account.png
  5. Select the pencil icon for the payment method you want to update.
  6. Select another existing account in QuickBooks, or add a new one.
  7. Select Save & Close.

Other things you can do

Change the default category

By default, QuickBooks automatically categorizes your Amazon Business purchases as “Office Supplies & Software.” To change the default purchase category:

  1. Go to Banking.
  2. Select the App transactions tab.
  3. Select App settings in the top right corner above the transactions list.
  4. Select Defaults. qbo_AmazonBusiness_confirmaccount_appsettings_defaults.png
  5. Select the pencil icon, then select the purchase category you’d like QuickBooks to use.
  6. Select Save & Close.

Change the default payee

By default, QuickBooks automatically categorizes the payee as “Amazon Business.” To change the default payee:

  1. Go to Banking.
  2. Select the App transactions tab.
  3. Select App settings in the top right corner above the transactions list.
  4. Select Defaults.
  5. Select the pencil icon, then select the payee you’d like QuickBooks to use.
  6. Select Save & Close.

If you want to change the import start date

After you set up the app and it begins to import your Amazon Business transactions, you can’t go back and change the start date. However, you can still enter older transactions manually. Or, if there are some imported transactions you no longer want to add to QuickBooks, you’ll still get the chance to review them and exclude them.

If you no longer want to use the Amazon Business Purchases app with QuickBooks, you can disconnect it from either your QuickBooks account or your Amazon account. All the Amazon Business transactions you’ve reviewed and added will stay in your QuickBooks.

From your QuickBooks account:

  1. Go to Banking.
  2. Select the App transactions tab.
  3. Select App Settings.
  4. Select Disconnect Amazon.

From your Amazon account:

  1. Go to Your Account.
  2. Select Login with Amazon.
  3. Find the Intuit QuickBooks connection, then select Remove.

What is Amazon Business and how is it different from Amazon.com?

Amazon Business combines the selection, convenience and value customers have come to know and love from Amazon, with unique benefits designed for businesses. Use your Amazon.com account for personal purchases and your Amazon Business account for business purchases.

There are four account types you might have with Amazon: 1) an Amazon Business account for business selection and pricing, 2) your personal account for non-business purchases, 3) a seller account where you manage an ecommerce business and sell products in Amazon stores, 4) an Amazon Web Services (AWS) account for cloud based services.

This integration works with Amazon Business, where you’ll discover a smarter way to buy—giving you more time to focus on moving your business forward. Don’t have an Amazon Business account or aren’t sure? If you purchase supplies for your business you can create a free Amazon Business account here.

Note: Personal Amazon accounts and Seller accounts are not supported by this integration.

Can I use this app with my personal Amazon.com account?

No, unfortunately this app only works with Amazon Business at this time. You can find out more about getting a free Amazon Business account here. Use of an Amazon Business account is subject to the Amazon Business Feature Terms & Services.

Can I use this app with my Amazon Seller account?

No, unfortunately this app only works with Amazon Business accounts at this time. It brings in the purchases you made, not your Amazon sales. You can find out more about getting a free Amazon Business account here for making purchases for your business.

I’m an accountant. Can I connect Amazon Business to my client’s account through my QuickBooks Online Accountant firm?

No, currently the Amazon Business integration can only be connected by an admin of a QuickBooks Online account who is also the primary Amazon Business administrator.

My accounting firm has lots of clients who purchase with Amazon Business. How can I encourage them to enable this app?

Your clients can enable the app using their own Amazon Business primary administrator credentials by navigating to the Apps tab within their company and locating the Amazon Business app.

What’s the difference between the Online Labs Amazon Connection and the new Amazon Business app integration?

  • QuickBooks Online Labs Amazon Connection is a previous integration with Amazon. It does not have a direct API with Amazon and is no longer supported.
  • Amazon Business Purchases app integration is a new and improved integration through partnership with Amazon Business and is integrated with a direct API connection.

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