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Connect your Amazon Business account to QuickBooks Online

SOLVEDby QuickBooks101Updated 1 week ago

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

Connect your Amazon Business account to QuickBooks with the Amazon Business Purchases app. It 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.

Important: As of March 13, 2023, Amazon Business will update their services and you'll need to reconnect the app to continue to have your data come into QuickBooks. Don’t worry, there are no changes to the app itself.
To reconnect, you'll be prompted in product, via email, or you can start the process here.

Note: Before getting started, be sure to review all your Amazon Business transactions in App transactions. After reconnecting, previous transactions will not be shown in the reviewed list. You can still find previous transactions in Expenses.

To reconnect your app:

  1. If needed, start the reconnection process.
  2. Then, select Next.
  3. Select Continue.
  4. When prompted to choose a date, only select March 13th, 2023 to avoid importing any duplicate transactions. The default date is set to one year ago today, so be sure you change this.
  5. Then, to grant permission for QuickBooks and Amazon Business to share product details, select Agree.
  6. Enter your Amazon Business login credentials, then select Sign in.
  7. Select Check it out and you’re done.

If you get interrupted during reconnection, go here to continue.

Note: This app can’t connect your personal Amazon.com account or Amazon Seller account to QuickBooks.

Set up the connection

  1. Sign in to your QuickBooks account as an admin.
  2. Go to 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. This date can’t be changed.
  6. Select Finish.

The app imports your Amazon Business purchases into QuickBooks. It may take a moment to complete. After the first import, the app checks your Amazon Business account once a day and brings the latest transactions into QuickBooks.

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 Transactions, then select App transactions (Take me there).
  2. Go to 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.

  1. When prompted in the App transactions (Take me there) tab, select Confirm accounts in the message you see.
  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 New and fill in the details.
  3. When you’re ready, select Save and Close. From now on, QuickBooks uses this bank or credit card account for the associated payment method.

If you want to change the QuickBooks account associated with a payment method:

  1. Go to Transactions, then select App transactions (Take me there).
  2. Select App settings, then select Account.
  3. For the payment method you want to update, select Edit ✎.
  4. Choose another existing account in QuickBooks, or add a new one.
  5. Select Save & Close.

Change the default category

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

  1. Go to Transactions, then select App transactions (Take me there).
  2. Select App settings, then select Defaults.
  3. Select Edit ✎, then select the purchase category you’d like QuickBooks to use.
  4. Select Save & Close.

Change the default payee

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

  1. Go to Transactions, then select App transactions (Take me there).
  2. Select App settings, then select Defaults.
  3. Select Edit ✎, then select the purchase payee you’d like QuickBooks to use.
  4. Select Save & Close.

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 Transactions, then select App transactions (Take me there).
  2. Select App Settings.
  3. 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.

If you connect an app with a high volume of daily transactions, QuickBooks Online may freeze. To fix or prevent this from happening, you must change the sync options in the app to allow it to bring over a daily summary instead of individual transactions.

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