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QuickBooks write-back is workflow-specific. Owlery studies the connected company, recommends the applicable actions, and enables only the approved paths.

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Order-to-Estimate workflow

Owlery can create or update a QuickBooks Estimate from an existing order. The payload can include:
  • Owlery order number as the QuickBooks document number
  • Customer matched by QuickBooks display name
  • Transaction date and cancellation status
  • Items resolved by SKU
  • Quantity, unit price, amount, and description
  • Source order number as a custom field
  • Destination address and expiration date
  • Operational history in the customer memo
The supported workflow can create a missing Customer by display name. Items must resolve to usable QuickBooks records by SKU. Updates include the Estimate ID and synchronization token.

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Freight Purchase Orders

When freight is booked, Owlery can create or update a QuickBooks Purchase Order using approved Vendor, AP-account, freight-Item, and accessorial mappings. The PO contains one freight line per linked order and can add separate accessorial or other-charge lines. Owlery treats line haul, fuel surcharge, and discounts as freight and validates that the signed line total matches the quote total. When a quote covers multiple weighted orders, Owlery normalizes weight units and allocates freight across orders. It preserves the exact total and records the PO reference on the related quote and load. Before writing, Owlery queries QuickBooks by a deterministic document number. It creates a PO when none exists, updates one match, and stops for review if multiple matches exist.

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Specialized invoice workflow

Owlery includes a specialized workflow for an Estimate linked to an Invoice and a supported trading-partner EDI connection. It can read the Invoice, Items, and payment term, then send the supported EDI 810 after confirming the order is closed and an invoice transaction has not already been sent. This is not a general invoice export for every QuickBooks company.

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Safe writes by design

  • OAuth refresh is locked per connection.
  • Estimate updates use QuickBooks synchronization tokens.
  • Freight allocation must reconcile to the booked quote total.
  • Deterministic document numbers reduce duplicate Purchase Orders.
  • Multiple matching records stop for review instead of being guessed.
  • API calls and write-back results are monitored by workflow.