System Overview
Complete Data Flow
QuickBooks Online
Purchase data source
↓
Your Inventory System
Core management platform
↓
Stock Database
FIFO tracking & inventory
↓
Zapier
Integration middleware
↓
Knowify
Job costing platform
↓
QuickBooks Online
Final accounting records
⚠️ Purchase Flow Clarification
Purchases can originate from two places:
- Directly in QuickBooks Online
- In Knowify (which then syncs to QBO via their integration)
Your system pulls from QBO: Regardless of origin, all purchases end up in QuickBooks, which becomes your single source of truth for imports.
Job costing flows back: When materials are pulled, your system sends job cost data to Knowify via Zapier, which Knowify then syncs back to QBO.
🔄 Automated Purchase Sync
Instead of manual admin sync, the system runs automatic checks:
- Scheduled job: Queries QBO every 4-6 hours for new purchases
- Smart filtering: Flags potential inventory items based on product names, vendors, or custom fields
- Admin review queue: Flagged purchases appear in admin dashboard for quick approval to import
- Manual override: Admins can still trigger immediate sync if needed
Why not real-time? QBO API has rate limits (500 calls/min). Scheduled polling is more reliable and won't hit limits.
Key Features
- Import inventory-able purchases from QuickBooks Online
- Receive inventory items with purchase order reference
- QR code scanning for quick material pulls
- Mobile-friendly interface for field workers
- Admin approval workflow for all pulls
- FIFO-based cost allocation
- Automatic job costing to Knowify via Zapier