Sync + QuickBooks Online

Apparel operations in Sync. Clean books in QuickBooks.

Sync runs the business: styles, sizes, orders, production, inventory and the warehouse. QuickBooks Online records what the business did. Masters flow out of Sync, transactions post themselves, and a line-by-line reconciliation proves the two systems agree, every day.

Book a demo → All integrations
QuickBooks OnlineStandard costActualized / LDP costLine-by-line reconciliation
What flows, automatically

The operational side of the ledger, on autopilot.

Customers, suppliers and products are created once, in Sync, and integrated to QuickBooks. Overheads, payroll and the rest of the ledger stay yours to run as normal; everything the operating business generates posts itself: invoices with revenue and cost of sales in one posting, bills raised at the moment stock is received, credit notes that know the difference between a restock and a write-off, and stock adjustments straight to shrinkage.

  • Invoices post revenue, receivables, inventory relief and COGS together
  • Receipts raise the bill automatically, at the moment stock arrives
  • Credit notes split restock from write-off using the return reason
  • The receipt journal and finished-goods-to-COGS journal disappear
Sync → QuickBooks · todayLIVE
Invoice INV-8841 postedRevenue, AR, inventory relief, COGS
Posted
Receipt SH-2210 → bill created100 units at standard, recovery accounts raised
Created
Credit note CN-312 postedReturn reason: restock → inventory back in
Posted
Stock adjustment posted-8 units → inventory shrinkage
Posted
Granularity, solved

Sizes in Sync. Style-color in QuickBooks.

Apparel breaks generic accounting integrations on one detail: sizes. Sync holds inventory at style-color-size, because that is how the business actually sells. QuickBooks holds the same units aggregated at style-color, so quantities always reconcile while the chart of accounts stays clean and the system stays fast. Customers still see the full size breakdown on every invoice.

Costing that follows how you make product

Standard cost or actualized cost. Your call.

Importer or manufacturer, FOB or landed-duty-paid: the integration supports all of it, and switching later is not a one-way door.

Standard cost

Cove Boardshort 17”STY 4471 · SS26 · 4 CWSTD $120
FOB / factory$50
Materials & CMT$34
Freight$20
Duty & tariffs$16
Standard cost$120
REAL BILL ARRIVES+$100 → VARIANCE
  • One budgeted value per unit, importer or domestic
  • Recalculates as BOM and CMT costs change, until the real invoices arrive
  • Every difference to one visible variance account

Actualized cost, importers

Japanese Selvedge 14ozPO-7731 · OCEAN · 4 LINESLDP
FOB rate$10.00
+ Freight, apportioned$0.85
+ Duty, apportioned$0.55
Landed cost$11.40
AT RECEIPTWRITTEN TO STOCK
  • Freight and duty spread across the shipment by value
  • Imported lines at landed cost, domestic at agreed rate
  • No manual freight or duty keying, anywhere

Actualized cost, manufacturing

Pocket TeePPO-4021 · CMT · 500 UNITSRE-ACTUALIZING
FABRIC · BOM ESTIMATE$2.10 /yd
FABRIC · ACTUAL LANDED$2.35 /yd
01Goods receivedBILL AT BOM EST.
02Fabric picked$2.10 → $2.35
03Bill locksPOSTS TO QBO
UNTIL LOCKTRUES ITSELF UP, EVERY CYCLE
  • Finance never waits: the bill exists at receipt
  • Trues up as real material is consumed into the job
  • The gap rides on its own variance line
The proof, daily

Reconciliation that reads both systems, line by line.

Most integrations post and hope. Sync pulls every transaction back out of QuickBooks and reconciles it against the transactions in Sync, line by line, highlighting any drift between the two systems. A difference that once meant a day of exports and pivot tables is identified in seconds, with the exact transactions side by side.

  • Every QuickBooks transaction pulled back and matched to Sync
  • Drift highlighted the moment the two systems disagree
  • Line-by-line view of both sides, differences found in seconds
SDo Sync and QuickBooks agree today?
Sync ↔ QuickBooks · Reconciliation
1,482transactions matched
Two flagged for review - both shown line by line, side by side.
1,480MATCHED EXACTLY
2FLAGGED, $184 DRIFT
0UNINTEGRATED IN QUEUE
Bill edited in QuickBooks - $150 difference against Sync.
Manual journal touched inventory - $34, flagged to review.
Everything else agrees - month-end starts reconciled.

Sync Demo dataset

Month end, in minutes

Four checks. In this order.

Done monthly it takes minutes. Left to year end it takes weeks.

1. Clear the queue

Confirm nothing is sitting unintegrated between Sync and QuickBooks. The reconciliation view shows the queue at zero.

2. Match the units

Sync stock quantities against QuickBooks quantities at style-color. They should agree to the unit, every month.

3. Age the balances

Accrued purchases and every recovery account should clear as real bills arrive. Anything aging is a bill not yet coded.

4. Read the variance

Explain the movement in the variance account, then sign off the month. One line tells you how good the budgets were.

The Sync AI Finance Agent watches the same numbers on a schedule: cost actualization, BOM variance and margin by style, refreshed before finance asks.

Proof

Apparel brands already run on Sync.

“

We selected Sync based on their highly efficient, finely tuned system that is apparel industry specific. Sync has provided the platform we required to grow our brands in the global arena.

Paul Naude · President & CEO, Vissla
“

We are in a 1000% better place now than we were with the old system. Sync has given us access to more data visibility and reporting than ever before.

Brandon Roberts · Systems & Operations Lead, Bad Birdie
“

Sync revolutionized our operations. Transitioning from a manual system was a game-changer… the team at Sync values our brand and treats us like a true partner.

Kelly Fulton · Production & Operations Manager, Bond-Eye
FAQ

Sync + QuickBooks, answered.

Does Sync have its own general ledger?

No, by design. Sync runs the operating business: styles, sizes, orders, production, inventory and the warehouse. QuickBooks Online is the general ledger, and the integration keeps it that way: masters are created in Sync and pushed out, transactions post themselves, and QuickBooks is never edited by hand for operational activity.

Which costing model should we use?

If you import at FOB prices with budgeted freight and duty, standard cost gives you a stable inventory value and one visible variance account. If you buy your own materials and manufacture domestically or on landed-duty-paid terms, actualized costing values materials at true landed cost and trues the manufacturer bill up automatically. It is not a one-way door: brands can start with the simpler model and migrate once the team has experience with both systems.

What posts to QuickBooks, and at what level of detail?

Customers, suppliers and products are created in Sync and integrated to QuickBooks. Invoices, bills, credit notes and stock adjustments post automatically. Sync holds inventory at style-color-size; QuickBooks holds the same units aggregated at style-color, so quantities always match while the books stay lean.

How does the reconciliation work?

Sync pulls every transaction back out of QuickBooks and reconciles it against the transactions in Sync, line by line. Anything that drifts between the two systems is highlighted, so a difference that would once have taken a day of exports to find is identified in seconds.

What happens when the real vendor bills arrive?

Under standard cost, the accrual raised at receipt is cleared and any difference between budget and actual posts to a single visible account, COGS Standard Cost Variance, in the month the invoice arrives. Inventory value is untouched. Under actualized costing, the manufacturer bill re-actualizes itself as real material is consumed, then locks when it posts to QuickBooks.

How does D2C revenue reach QuickBooks?

Wholesale invoices map one to one: a Sync invoice becomes a QuickBooks invoice at style-color level, with the size breakdown on the customer copy. For high-volume D2C channels, the posting method is agreed at implementation to match your volume, from posting every transaction through to summarized methods.

See it on your data

Talk to an apparel expert today.

No generic slides. Bring a real product range and we’ll show Sync running your styles, your size matrix, your channels - design to delivery.

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