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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

Owlery can create or update a QuickBooks Estimate from an existing order. The Estimate 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
If the Customer doesn’t exist in QuickBooks yet, Owlery can create it by display name. Each Item must match a QuickBooks Item by SKU.

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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 several orders, Owlery splits the freight across them by weight, so the lines add up to the quote total to the cent. Owlery records the PO number on the related quote and load. Before writing, Owlery looks for an existing PO for the same freight. It creates a PO when none exists, updates the one it finds, and stops for review if it finds more than one.

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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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Reliability

Owlery never overwrites an Estimate someone changed in QuickBooks after Owlery last read it. Freight always adds up to the booked quote total, and Owlery checks for an existing Purchase Order first to avoid duplicates. When it can’t tell which record to update, it stops for review instead of guessing. To see each update Owlery sent and whether it worked, check Freight Auto Updates.