"We are Rated #1 for small to midsize businesses who create 50-1000 PO's a month"

Quickbooks Purchase Order Software Integration for Businesses

Bellwether’s seamless Quickbooks Purchase Order Software Integration provides more automation & efficiency for businesses. Schedule your free demo.

Finding purchasing and inventory software that sync with Quickbooks

Quickbooks is used by small-to-mid-sized businesses throughout the world because it is easy to use and a cost effective way to manage PO’s and invoices. Unfortunately, it doesn’t offer everything that more robust purchasing system does.

Why Is Quickbooks Beneficial for SMBs?

QuickBooks is known as one of the best business accounting software for small to mid-sized business owners for its robust features that make running a business much easier.

Here’s why it is Great for SMBs:

Saves Time on Bookkeeping: Many simple bookkeeping tasks are handled automatically.

Generates Reports: Get the information you need to know whether you’re making money and your business is healthy.

Saves You Money: It is affordable and helps you save time, and in turn, money.

Customizable: All businesses are different. It is flexible to a wide range of small businesses and also offers accounting packages for specific fields, such as Contracting, Retail, Health Care, and Non-Profit.

Faster Payments: SMBs can email an invoice or statement so that customers can pay immediately with a credit card or bank transfer.

What Can Quickbooks Do?

With QuickBooks, you can do the following:

Create Purchase Orders

QuickBooks allows you to easily create purchase orders, which include custom PO numbers. You can add your company logo, colors, address, and other custom fields to make it look more professional. If you work with the same vendors, all you have to do is set up their information in the system, and when you go to make your next PO, the software will input all of the information in the correct fields. You can also schedule POs for recurring purchases that you expect every month.

Convert POs to Bills 

Once an order is complete, it will automatically copy the items, quantities, and rates from your PO and turn it into a bill. You can send bills to your customers right from QuickBooks so that they can pay using a credit card or bank account. It handles the payment processing and tracks payments for you.

Track Open Vendor Orders

QuickBooks allows you to track when open orders are on their way. In a quick glance, you’ll see your vendor’s details, including unbilled POs, open bills, overdue bills, and paid bills.

How to Create a Purchase Order in QuickBooks

To create a  purchase order in QuickBooks, simply follow these instructions.

  1. Find Create Purchase Orders screen

You can let QuickBooks know that you want to create a purchase order by choosing Vendors and then Create Purchase Orders.

QuickBooks will display the Create Purchase Orders Window.

  1. Use the Vendors menu drop-down list box to click on the vendor from whom you want to make a purchase.

The Vendor drop-down list box will list each of the vendors in your Vendor list.

  1. Classify the Purchase using the Class drop-down list box. (Optional)
  2. Enter a different Ship To address in the Ship To drop-down list box. (Optional, only if shipping elsewhere)

The Ship To drop-down list box will display all of your customers, vendors, and employees. By selecting one of these names, you are selecting the Ship To address. After you select from the list, Quickbooks automatically fills in the address box with the correct information.

  1. Confirm PO date 

QuickBooks PO system will automatically enter the current system date into the Date box. Confirm that the date QuickBooks enters is correct because this is the contract date. The date sets contractual terms, like the number of days the item will be shipped within.

  1. Confirm the purchase order number

The PO number identifies the purchase order document. QuickBooks uses sequential numbers and automatically entered them for you in the P.O No. box. Make sure that this number is correct before proceeding.

  1. Confirm all other information

Make sure that the vendor and Ship to information are correct in the Vendor block and Ship To block. If your vendor list is up-to-date and you have used the Ship To drop-down menu box correctly, this information should be correct. Confirm the information shown in these areas is correct. If the information isn’t correct, you can manually fix it by selecting the wrong information and typing in the correct information.

  1. Describe the items 

Use the different columns of the Create Purchase Orders window to describe each item that you want to order in detail. Each item will have its own row. To describe an item, you’ll need to provide the following information:

  • Item

This column allows you to record the item number. Items should be entered or described in this list. Anything that you want to be shown on the invoice or purchase order needs to be described here.

  • Description

The Description column shows the description of the selected item. You can edit this field so that it makes sense to customers or vendors. Make sure to include anything that you feel is necessary.

  • Qty:

The Quantity, or Qty as shown on QuickBooks, should be used to identify the quantity of the item that you want. Simply enter the number of a specific item that you want in this field.

  • Rate

This column is where you’ll enter the price per unit or rate per unit for the item you want to purchase. QuickBooks may use different labels for this column depending on the type of business that you’ve set up.

  • Customer

This Customer column is where you identify the customer who is purchasing the item.

  • Amount

This column shows the total amount of the item. QuickBooks calculates this number automatically by multiplying the quantity by the rate or price. If you choose to edit this column, Quickbooks will adjust the rate so that quantity times rate will equal the amount.

A quick note: You need to enter a description for each item that will be included in the purchase order. This means that if you want to order five items from one vendor, your purchase order should include six lines of information.

  1. Print PO

Now that you’ve input all of the correct information into QuickBooks, you should print the purchase order. Recording a purchase order into QuickBooks creates a formal record of purchase that will need to be transmitted to the vendor. The purchase order will then tell the vendor exactly which items you want to purchase and the price that you are willing to pay.

To print the PO, click the Print button. You can also save all of the purchase orders that you want and print them later in a batch.

  1. Save PO

Save your PO so that you don’t lose any information and can use it as a guide once the items arrive. To do this, click the Save & Close button or the Save & New button. If you click the latter, QuickBooks will save the purchase order and redisplay an empty version of the Create Purchase Orders window so that you can create another one.

Bellwether Purchasing Software with Quickbooks Integration

QuickBooks offers great software solutions for businesses who just need a little help managing their purchasing process, but it cannot provide all of the functions of Bellwether’s purchasing system. It’s important to remember that while QuickBooks helps streamline a lot of the daily business functions, it is not a total solution.

There are many things that QuickBooks can’t do, like improve the PO approval process. That’s where Bellwether comes in to save the day. Bellwether seamlessly integrates with QuickBooks to positively impact the way you run your business.

QuickBooks’ purchase order software has limited options and is unable to do requisitions and approvals, so while it can be more efficient than using a simple spreadsheet, it is not perfect and can still cause breakdowns in the procurement process.

Our Purchase Order System Integrates with Quickbooks Inventory Management Software

Here’s why businesses should integrate Bellwether with QuickBooks:

PO Management with Approval Process

Integration allows for the automation of the procurement process from management to approvals, which effectively controls costs. QuickBooks alone cannot make the PO approval process more efficient. When combined with Bellwether, you can create certain guidelines for a quicker approval process that allows your business to continue to run smoothly without roadblocks.

Invoice Matching Automation

Bellwether matches invoices with PO in QuickBooks to eliminate manual errors and provides full tracking of all records and documents. You can also easily create invoices by choosing the customer the invoice is assigned to, and all of the other fields will automatically be filled in as long as your customer list is up to date. Once a sales order is approved, the invoice with automatically be created in QuickBooks.

When integrated with QuickBooks, you can find purchase orders and invoices based on certain information and match them to make sure all of the information is correct and verify that contractual terms, such as item quantity and quality have been met.

Workflow: With integration, businesses can customize workflows to fit the business and make all team members more efficient. Businesses can also streamline operations by creating digital documents. While QuickBooks does improve automation, it cannot streamline all functions of the purchasing process. However, Bellwether can streamline the entire process from supplier vetting to invoice payment using automation.

Overall Efficiency and Productivity:

While QuickBooks may already be providing you with better efficiency and productivity, by integrating with Bellwether, all aspects of your purchasing process will be streamlined to ensure even more efficiency of the entire process.

How to integrate Bellwether Software with QuickBooks?

Integration uses QuickBooks’ very own Web Connector, a simple application that allows integration between QuickBooks and other programs like Bellwether Software. Communications between web services can be scheduled or start whenever you’d like to begin integration. Web Connector allows our clients to pass data into Bellwether Software and visa-versa for seamless integration that handles all of your purchasing needs.

To use Web Connector, all you have to do is download the installer from QuickBooks, unzip the downloaded installer and run the .exe file. Next, you simply follow the prompts on your screen until installation is complete.

What is a 3-way Invoice Matching & Quickbooks Sync feature on BPM product?

3-way matching helps to ensure that business invoices are always paid correctly and responsibly. The process matches the (1) invoice with the (2) PO and the (3) receiving report to make accounting more accurate and prevent paying fraudulent invoices. Because there can be so many errors with invoices, double billing, and incorrect invoices altogether, 3-way matching provides protection for your business. 3- way matching improves accuracy of your books.

3-way invoice matching saves you time and money. There’s no more double billing or paying the incorrect amounts on items because matching the invoice with the PO is now easy and requires just a few simple clicks. Not only that but when you have accurate invoices that match POs every single time, you’ll build an honest and trusting relationship with your suppliers.

What are system requirements for the integration?

In order to Integrate with QuickBooks, businesses just need to confirm QuickBooks version they are using—whether it’s the desktop version or the online version and integration can begin.  Once you’ve completed the integration, you can immediately begin using Bellwether software with QuickBooks to save time, money, and take away a little bit of the stress from your day.

The best way to promote the growth of your business is to use automation to streamline your workflows and keep your employees focused on the tasks that matter most. When you integrate Bellwether with QuickBooks, you’re not only making jobs easier, but you’re saving time and money by increasing productivity. Do you want to learn how Bellwether can help your business grow? Contact us today.


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  • “Since centralization and implementation of Bellwether Purchasing Software, employees cannot simply buy what they want. Now they are more informed. We have tools. We have better contract com- pliance, and we know what we spend. Bellwether Purchasing Software is a small investment, considering the ROI. A small financial investment upfront pays for itself many times over in the long run.”

    Louis Nicolosi,
    St. Anns Community

  • "The reports that Bellwether provides for inventory, receiving and purchasing are invaluable tools, like the PO status report. Anyone looking to save time, paper and labor should invest in Bellwether Purchasing Software. Tower has been a customer for over 20 years."

    Kathi Weldon,
    Tower Federal Credit Union

  • "We have very good experience with Bellwether Purchasing Software to control all our inventory products! Simple to use, and very accurate"

    James Muir,
    Arbella Insurance Warehouse (Insurance)

  • “When we implemented Bellwether Purchasing Software, the first thing we realized was a huge time savings. It cut our processing time in half. For example, the Lawson purchasing package required 12-15 clicks to get a printout of a PO. PMX requires 2 clicks. With 30-40 thousand purchase orders per year, the time savings were very significant. JNL first purchased Bellwether as a stand-alone system, but when new programmers came on board, they recommended that we upgrade to the new version. I don’t know how we functioned before Bellwether Purchasing Software."

    Lynn Arnston,
    Jackson National Life Company

  • "With two campuses and state laws requiring procedures for purchasing, Bellwether Purchasing Software has made my life easier."

    Denise White,
    Benton County School of the Arts (Higher Education)

  • "Our purchasing system was a manual excel spreadsheet. Very time consuming and not very user friendly. Bellwether Purchasing Software saves us time and makes purchasing much easier."

    Anna Couto,
    Canadian College of Naturopathic Medicine (Higher Education)

  • "Bellwether Purchasing Software has provided a revolution int the manner in which our company procures support material. We haven't been using this software very long, but i am sure we will realize additional benefits as we continue."

    Gary Sutton,
    Cincinnati Thermal Spray (Manufacturing)

  • "We immediately realized at least a 25% reduction in processing time when we implemented Bellwether Purchasing Software"

    Betty Trainor,
    Budget Motels, Inc

  • "The reporting features have helped me greatly. We have a report called Unmatched receivers that we did not have anything like it in our old system (MP2)."

    Shannon Ritter,
    Cincinnati Thermal Spray, Inc (Manufacturing)

  • "Adding Adhoc items to purchase orders is as easy as it gets with Bellwether!"

    Robert Sunday,
    CTS (Manufacturing)

  • "Has made the approval process easier by auomatically forwarding on to the next approver and providing notifications when a req is approved. Saves time by not having to constantly check to see if your req is approved."

    Kevin Kendall,
    CTS (Manufacturing)

  • "We use the Purchasing module a great deal as we generate a lot of ongoing purchase orders. The blanket PO is great, and the ability to track PO’s really helps. Now, I can put releases against a blanket PO and generate a concise, accurate report that accesses the history of the PO and supplies all the information that I need. The Requisitions module and the Receiving modules are also excellent and easy to use. The reports and historical records that all of the modules generate are invaluable tools for our organization."

    Lee Lee Raley,
    St. Mary's County Metropolitan Commission

  • "It makes purchasing so much easier."

    Amber McBride,
    CTS-Texas (Manufacturing)

  • "It has helped the company stay organized. We're very close to our budget because of Bellwether Purchasing Software, and for that, the company is very grateful!"

    Elizabeth DeLuca,
    Dicerna Pharmaceuticals (Healthcare)

  • "It has made me more efficient with running reports and researching solutions to various Procurement functions"

    Lisa Lee,
    Digital Risk (Financial Services)

  • “Watching vendors used to be impossible. Now, it is easy. Bellwether Purchasing Software can easily manage all the data flow, and this frees up managers’ time to look for competitive vendors.”

    Michael Allen,
    Allen Management

  • "Bellwether Purchasing Software has simplified our purchasing program"

    Paul Walsh,
    MA Dept of Public Health (State Government)

  • "The Bellwether Purchasing system has helped me orginize my quotes. It has also saved me time reviewing the quotes since I can export all the information in to into excel."

    Trevor Mentink,
    Manitowoc Cranes (Manufacturing)

  • "With a number of regional operating facilities our previous PMX setup required working through a remote setup. This was incredibly slow and we were limited to the number of users that could be logged in at a given time. New Bellwether Purchasing Software has increased our productivity and given us greater flexibility with writing purchase orders and preparing RFQs. We don't take full advantage of all the Bellwether features but what we do use has been bettered dramatcially."

    Adrian Domek,
    Natgun Tank Corporation (Manufacturing)

  • "We have been pleased with Bellwether Purchasing Software and are in the process of upgrading our current version to the newest version. With the new version, we won’t have to be dependent on local network reliability and traffic, and we will be able to use Bellwether Report Writer for all kinds of special reports. Also, as we grow, we have more Bellwether users. Currently, we have about 200 employees that use the Bellwether system, so the higher-octane version of Bellwether will allow us to process large amounts of data in a more efficient and timely manner. For the future, we may look at integrating Bellwether Purchasing with our accounting software, which Lawson provides.”

    Richard Karstensen,
    Detroit Newspapers

  • "Makes quoting a lot easier to our customer."

    John Weber,
    Ottenweller Company (Manufacturing)

  • "Bellwether Purchasing Software has allowed Precon to streamline the purchasing process through their easy-to-use menues. The cloud hosted access by Bellwether always ensures us that our data is backed up and the support in this area is fast and resolves any issues promptly. Love Bellwether Purchasing Software !"

    Deborah Dupree,
    Precon Tank Corporaton (Manufacturing)

  • "We moved from the application server based PMX software to Bellwether Purchasing Software recently. The hosted solution has had a great impact on the amount of time our Technology department has spent on support of this application. A great move and suggested for anyone who needs to lessen the internal support burden."

    Adam Rozek,
    State Employees Federal Credit Union (SEFCU) (Financial Services)

  • "Bellwether Purchasing Software has helped use streamline our purchasing process. The software was easy to implement and we have been able to reduce printing costs now that we are no longer using a paper based system. Thank! Belllwether"

    Phillip Morris,
    Thomas Road Baptist Church (Non-Profit)

  • “Being from a small university, Bellwether Purchasing Software is priced right for a small budget, but with the feel of a high-priced system. The modules have more check-offs to avoid double entries than other bigger packages.”

    William Agosta,
    St. Francis University

  • “Bellwether Purchasing Software is an affordable system that doesn’tcompromise on functionality or ease of use. Our department can now do twice the work in half the time. Bellwether has saved us thousands of dollars in administrative costs and bargaining clout. That’s money that goes straight to the bottom line.”

    Terry LaRock,
    Silicon Valley Bank

  • “Warehousing used to be a big problem for us. Our warehouse was overrun with supplies. With Bellwether Purchasing Software, we can order  according  to usage. It’s a good product. We made the right choice.”

    Tammy Vogel,
    Arizona Department of Veterans Services

  • “Because we are a state-funded college, we are required to conduct business in a certain way. For instance, we are required to bid out all goods and services. We have many repetitious items from year to year, so the material file, which contains all those items and their descriptions, really cuts down on the amount of work required to put a bid together. Everything is already set up, so the bidding process is greatly simplified and the time involved is minimal. The reporting capability of Bellwether Purchasing Software is also a great benefit for us because we have to submit reports regularly to the State of Idaho; for example, the activity report is generated monthly for the State."

    Sandi Dingman,
    Eastern Idaho Technical College

  • “I would recommend Bellwether Purchasing Software to any company that wants to save time and money. It’s a small monetary investment that yields huge returns by way of time and money saved.”

    Denise Robertson,
    Water and Electric – Carthage, MO

  • "We love Bellwether Purchasing Software– not only for the benefits of the software, but also because the technical staff is outstanding. Whenever I have a question or problem, they  are  there. The customer service is excellent!”

    Aaron Hagen,
    Tyco Plastics

  • “If a company is concerned about the cost of Bellwether Purchasing Software, it shouldn’t be. The software is reasonably priced, and it pays for itself right away – about three months for us. The time and money savings are great. It cut our purchasing cycle time in half. We wouldn’t be without it."

    Joe Tardi,
    Cole Taylor Bank

  • “What I notice is the big difference with Bellwether software, it is written by people that were apparently in purchasing, they were hands on, and get how it works.”

    Carol Meador,
    Lexington Health Network

  • "The Bellwether program has been very dependable and has many options to suit our business. This is easy for users to learn. Best program for the money. Support is great and people are wonderful. Great company to do business with. "

    Dawen Allen,
    WSFS Bank

  • "Bellwether works great for purchasing controls. Great Support staff that is willing to find a way to make a good fit. This is a great tool to help managers realize their budgets. I would recommend this to companies that want to get their spending under control."

    Toni Ballla,
    Tel Hai Retirement Communities

  • "We chose Bellwether Purchasing Software because of its ease of use and its affordabilit."

    Michelle E,
    City of Seward

  • "As a fundrasier, I have to keep track of a myriad of details for our fundraising events, and it has to be PERFECT! Bellwether allows me to look back and see EXACTLY what was ordered and from what vendor, which not only aids in my tracking of expenses but helps tremendously when planning recurring events."

    Jeannie Robinson-Pownell,
    Tel Hai Retirement Communities

  • Compared to our old software, BellwetherPurchasing Software is so much easier to use for tracking, running reports and even making purchase orders.

    Bill Cunningham,
    Cincinatti Thermal Spray

  • "With Bellwether Purchasing Software, ordering is so easy- it only takes a about one minute to place the order, which is a big benefit compared to normal ordering where we have to fill the PO, ask for prices, etc. I really love Bellwether Purchasing Software!"

    Shrirang K,
    Discerna Pharmaceuticals

  • "Bellwether Purchasing Software has made our purchasing process more fluent and flexible. Submitting requisitions has never been easier!"

    Gage P,
    Eastern Idaho Technical College

  • "Bellwether Purchasing Software has streamlined our requisition system and helped in eliminating unnecessary steps in filling supply orders".

    Frank Petrillo,
    The Denver Post

  • "Being new to the company is always a challenge and when presented with Bellwether Purchasing Software along with my job I was a bit anxious but I was pleasantly surprised at the ease and ergonomics of this product. I would highly recommend this to new and advanced users."

    Stephen Dilworth,
    Transdev Busselton (Services)

  • "Bellwether's convenient SaaS model integrates with many AP applications enabling you to pay your vendors while working through the ePmx system."

    Jody Shoop,
    Integrated Systems

  • "Bellwether Purchasing Software works for us Punch-out capability. Very reliable web based- nothing to deploy on servers or desktops. It's low cost, it works, it doesn't break as software goes - what more can one ask for?"

    Timothy Allen,
    Integrated Systems

  • "This (Software as a Service, SaaS) perhaps provides one of the most compelling reasons to investigate the Bellwether offering more than the posted accolades from satisfied clients, or the well thought-out and detailed solution specifications provided in their decision-support material. Specifically, and even more so than their enduring (albeit humble) market presence, is that they recognized a trend 30 years ago and acted upon it… … And while the majority of vendors (both large and small) are all heralding their versions of this “new” pricing structure (for SaaS), Bellwether is not rushing to jump on the bandwagon. The reason of course is quite simple, they built the bandwagon."

    Jon Hansen,
    Purchasing Insignts

  • "Bellwether Purchasing Software helps us to be more effective in producing our POs and Requisitions. It has streamlined our operations all without compromising quality".

    Oliver Nava,
    Tecnon Supply

  • “It’s hard to quantify in dollars and percentages how much money, time and efficiency we gained with the implementation of Bellwether Purchasing Software."

    Vicky Hopf,
    Quick Chek Food Stores


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