Connect AssetBlaze to your accounting system and your records flow straight into it — no double entry. Once connected, AssetBlaze pushes your customers, suppliers, items, sales orders, and purchase orders into QuickBooks Online or Xero, keeping your books in step with your inventory.

This is a web feature managed in your settings. A few principles to know up front:

• Sync is one-way. Data moves from AssetBlaze to your accounting system. Nothing is pulled back, and your existing QuickBooks or Xero records are never changed by disconnecting.

• One accounting system at a time. You can connect QuickBooks or Xero, not both. To switch, disconnect one before connecting the other.

• It maps records across both systems. Your AssetBlaze records become their accounting-system equivalents:

Before you start

• You need the Integrations permission (granted to the Admin role by default).

• Have your QuickBooks Online or Xero login ready, and know which company (QuickBooks) or organisation (Xero) you want to connect.

• Make sure your chart of accounts is set up in your accounting system, since you'll choose accounts from it during setup.

Step 1 — Connect your accounting system

1. Go to Settings → Integrations.

2. Open QuickBooks or Xero.

3. Click Connect to QuickBooks or Connect to Xero.

4. You're taken to the provider's secure sign-in (OAuth). Log in, choose the company or organisation, and authorize AssetBlaze.

5. You return to AssetBlaze with a success message, and the page shows your connected company name with an Active badge.

Connection status:

• Active (green) — connected and ready to sync.

• Inactive (orange) — the connection has dropped (for example, the provider's permission expired). You'll see a banner asking you to reconnect. Click Connect again to restore it.

If you try to connect a second provider while one is already active, AssetBlaze reminds you that only one accounting integration can run at a time and points you to disconnect the first.

Step 2 — Map your accounts

Before any data can sync, tell AssetBlaze which ledger accounts to post to. After connecting, the Account Mapping section appears with three required choices, each a dropdown of accounts pulled live from your accounting system:

• Default Income Account — the revenue account for your sales (for example, "Sales of Product Income").

• Default COGS Account — your Cost of Goods Sold account.

• Default Inventory Asset Account — the balance-sheet account that holds your inventory value.

All three are required. Click Save & Enable Sync. Until you do, syncing stays switched off and the next section won't appear.

Step 3 — Sync your existing data

Once accounts are mapped, the Entities Mapping section opens. This is where you push your current records across for the first time, organized into three groups:

1. People — Customers and Suppliers.

2. Catalog — Items and Products.

3. History — Transactions: Sales Orders (as invoices) and Purchase Orders (as bills).

Each group shows progress like "3 of 10 synced" with a status badge, and a Sync All button to push everything in that group. You can expand View unsynced to see exactly which records haven't synced yet.

Sync in order: People and Catalog first, then History. A sales order can't sync until its customer and items already exist in your accounting system, so the History buttons stay locked until People and Catalog are fully synced. If you try early, you'll see the reminder "Sync all People & Catalog before syncing History." AssetBlaze handles the dependencies for you within a single push, but doing the groups in order keeps everything clean.

How and when syncing happens

After the first bulk sync, AssetBlaze keeps things current using a mix of automatic and manual syncing.

Automatic — customers and suppliers. Whenever you create or edit a customer or supplier, AssetBlaze quietly pushes that change to your accounting system in the background. Rapid edits are grouped together so a burst of changes doesn't trigger a flood of updates. If an automatic sync ever fails, it won't block your work — you'll just see the record marked with an error to retry later.

Manual — orders. Sales orders and purchase orders are not pushed automatically. You sync them yourself, either with Sync All under History, or with the Push to QuickBooks / Push to Xero button on an individual order, which asks you to confirm first. When you push an order, AssetBlaze automatically syncs any of its customer, supplier, or items that aren't in your accounting system yet.

Orders sync only when finalized. AssetBlaze pushes an order only once it has reached a billable stage:

• Sales orders — when issued, paid, partially paid, or overdue.

• Purchase orders — when ordered, received, or partially received.

Drafts and other early-stage orders aren't eligible until they reach one of those stages.

Syncing happens as you work — there's no overnight batch job. Automatic syncs run as you save customers and suppliers, and order syncs run when you push them.

Sync statuses

Every record carries a status so you always know where it stands:

• Synced (green) — successfully pushed. A View in QuickBooks / View in Xero link takes you straight to the record in your accounting system.

• Not Synced (gray) — not pushed yet. A Push button sends it.

• Sync Error (red) — the last attempt failed. Hover for the reason and use Retry.

You'll see these statuses in three places:

• On an individual sales order or purchase order page.

• In the Entities Mapping progress bars during setup and ongoing syncs.

• In the Sync History tab (below).

Sync History

Open the Sync History tab on the integration page for a full record of sync activity. Each row shows:

• Entity — the record involved (a customer name, an order number, and so on).

• Action — Create, Update, or Retry.

• Direction — always AssetBlaze → QuickBooks (or Xero), since sync is one-way.

• Time — when it ran.

• Status — Success, Failed, or Pending.

• Message — the error detail when something failed.

You can filter the log, and failed rows include a Retry button.

When something goes wrong

Sync problems are shown plainly so you can fix them:

• Accounts not mapped — you'll be prompted to set your income, COGS, and inventory accounts before syncing can run.

• Connection dropped / expired — a banner asks you to reconnect; click Connect again to restore it. No data is lost.

• Currency mismatch — if a record's currency isn't supported by the connected company, that record fails with an explanation while others continue.

• Missing prerequisites — an order won't sync until its customer/supplier and items are synced; AssetBlaze tells you what's missing.

Retries are manual. AssetBlaze does not retry failures on its own. When you've fixed the cause, click Retry on the failed record — in the order page, the Sync History log, or the Entities Mapping list — and it pushes again.

Disconnecting or switching

Click Disconnect on the integration page. You'll be warned that:

• Syncing stops.

• The links between your AssetBlaze records and their accounting-system counterparts are cleared.

• Your records in QuickBooks or Xero are left untouched.

• If you later reconnect to the same company or organisation, AssetBlaze re-matches records by name where it can.

To switch from one accounting system to the other, disconnect the first, then connect the second and set up its account and entity mapping again.

Tips

• Set up in order: connect → map accounts → sync People and Catalog → sync History.

• Sync existing customers and items before pushing orders so order syncs go through cleanly.

• Check Sync History after a big push to catch and retry any failures.

• Remember orders are manual — finalize them, then push.

• Use the View in QuickBooks / Xero links to confirm a record landed where you expect.