QuickBooks inventory management software

QuickBooks inventory management for wholesale distributors

Live stock counts your reps see while they sell, fulfillment that deducts on its own, and one quantity that reads the same in SimplyDepo and in QuickBooks.

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Live inventory counts from QuickBooks Online shown in the SimplyDepo app

Distributors keeping stock honest across QuickBooks

Gotham
Brickyard
Brooklyn Best
Tenace Distributing
Winneram
88 Acres

Where QuickBooks inventory meets the sales floor

QuickBooks Online inventory management holds quantities and what they are worth. A distributor also needs that count in a rep's hand at the moment of the order, and a fulfillment step that keeps both systems telling the same story.

Real-Time Stock
Item quantities syncing between QuickBooks Online and SimplyDepo

Real-time stock

One count, live in both systems

  • Quantities straight from QuickBooks

    Item counts sync from your QuickBooks Online inventory, so what the team sees is what your books say.

  • Deducted at fulfillment

    Marking an order fulfilled takes the stock down once, in both places, with nobody keying it twice.

  • One answer, not two

    When a count changes on either side, the item record reconciles on the next sync rather than leaving two versions of the truth.

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Inventory Tracking
Rep checking live stock availability while writing an order in store

Inventory tracking

QuickBooks inventory tracking your reps can see

  • Live availability while ordering

    Reps see what is on hand as they build the order, so they sell what you can actually ship this week.

  • The catalog in the aisle

    Images, pack sizes and stock status on the phone, in the store, with the buyer standing right there.

  • No accounting login required

    Reps get the numbers they need without anyone handing out access to your books.

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Scope
Single fulfillment location inventory view in SimplyDepo

Scope

Built for multi-location distributor inventory

  • Inventory across fulfillment locations

    Manage inventory across fulfillment locations in SimplyDepo while keeping total inventory aligned with QuickBooks Online.

  • Warehouse workflow included

    Pick lists from paid orders and bulk fulfillment come with it, and the warehouse page walks through how that runs.

  • Bin-level control

    SimplyDepo manages inventory across fulfillment locations. Bin-level control, barcode-driven putaway and advanced cycle counting are the point where a dedicated WMS becomes the better fit.

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How inventory syncs with QuickBooks

1

Items come across

Your QuickBooks item list, quantities and prices load on the first sync and stay current from then on.

2

Selling moves the number

Orders and fulfillment adjust availability as they happen, so reps never quote stock you have already sold.

3

QuickBooks stays the ledger

Fulfilled orders post back to your books, and QuickBooks keeps valuation, COGS and reporting where they belong.

See your own item list in the flow

Bring your QuickBooks catalog and watch stock move from order to fulfillment to your books on a live call.

30-day free trial
No minimum users
Free team training
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SimplyDepo awards

Customer results!

Distributors and brands use SimplyDepo to simplify sales, orders, routes and retail execution. See results they achieve.

  • With SimplyDepo, manual reporting and QuickBooks reconciliation disappeared. Reporting is now 3x faster and order accuracy climbed to 95%+

    Smiling man with short, light reddish-blond hair in a gray collared shirt stands before a beige background, representing Field Sales Software.

    Trent Moffat

    Founder at Gotham DSD

    Read case study

    • 3X

      Order accuracy improvement

    • 95%

      Increase in reordering volume

    A cheerful delivery worker with glasses and a cap holds a tablet and package, while another moves boxes. GOTHAM DIRECT STORE DELIVERY text appears.

  • With SimplyDepo, manual reconciliation disappeared. Orders now process three times faster and order accuracy exceeds 95 percent.

    Smiling woman with straight, shoulder-length brown hair in a reddish-brown top, foregrounded with others blurred behind her.

    Laura Mendez

    Operational Manager

    Read case study

    • 3X

      Faster order processing

    • 70%

      Reduction in order corrections

    A fully stocked supermarket aisle with blurred shelves, featuring the Tenace Distributing logo and two playing cards (10, Ace of clubs).

  • With SimplyDepo, the team saved 40+ hours weekly across reps and achieved 120% more efficient routes.

    Happy man with short, dark hair in a light green jacket stands smiling against a solid green background, radiating positive energy.

    Tim Sher

    Vice President, HC Foods

    Read case study

    • 3X

      Faster order processing

    • 70%

      Reduction in order corrections

    Centered against a blurred grocery store aisle, the HC Foods logo stands out in blue and red amid shelves of assorted products.
    INTEGRATIONS

    Inventory, orders and your books

    Stock is one piece. The same QuickBooks Online integration carries order management and warehouse activity too, and connects ERP, eCommerce and logistics through 100+ native integrations or your own build on our Open API.

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    QuickBooks Online
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    100+ integrations · Open API
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    When QuickBooks alone is enough

    If your stock never leaves one building and nobody sells away from a desk, QuickBooks inventory on its own may be all you need. The rows below are where a distributor starts wanting more.

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    Capability
    Item quantities and valuation
    Live stock visible to field reps
    Mobile ordering against live stock
    Pick lists from paid orders
    Bulk fulfillment with auto deduction
    Account pricing tied to live stock
    Buyer self-service reordering
    Stock across multiple locations

    Stays in QuickBooks
    ✅ Built-in
    ✅ Built-in
    ✅ Built-in
    ✅ Built-in
    ✅ Built-in
    ✅ Built-in
    ✅ Built-in
    QuickBooks alone

    ✅ Built-in
    ❌ Not included
    ❌ Not included
    ❌ Not included
    ⚠️ Manual
    ⚠️ Limited
    ❌ Not included
    ⚠️ Advanced Inventory

    More ways to use SimplyDepo

    What stock touches: order capture, fulfillment and your accounting.

      FAQ

      Everything you
      need to know

      Have more questions? Contact us

      QuickBooks inventory management software puts the item counts held in your books to work everywhere else: in the rep’s order screen, on the pick list and at fulfillment. QuickBooks keeps quantity on hand and valuation; the connected app handles selling and shipping against it.
      Items, quantities and prices come across from QuickBooks. Orders and fulfillment move availability in SimplyDepo, and fulfilled orders post back to your books, so the same number describes the same shelf in both systems.
      QuickBooks stays the ledger of record for quantity on hand and valuation. If an adjustment is made there, the item record reconciles on the next sync. Your team confirms how adjustments and stocktakes are handled during setup.
      Yes, and this is the part an accounting add-on does not cover. Reps see live availability while they build the order in the store, without anyone giving them a login to your books.
      Stock sync runs on the QuickBooks Online API. If you are on Enterprise with Advanced Inventory, you already hold multi-location quantities that SimplyDepo does not replace. The conversation there is about what sits on top of it, so bring your setup to the call.
      Yes. SimplyDepo can manage multiple fulfillment locations. QuickBooks deducts inventory from the default warehouse while total inventory remains synced; warehouse-level distribution is managed inside SimplyDepo.
      Most distributors connect QuickBooks, map items and go live within 3 to 5 business days. See the current SimplyDepo pricing page for plan details; onboarding and team training are included.
      A shopper uses a smartphone with a grocery list app open while browsing an aisle stocked with various packaged dry goods in a grocery store.

      Sell what you can actually ship

      Put your QuickBooks stock counts in every rep's hand and let your books keep the ledger.

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      Choose a convenient time to explore SimplyDepo with our team.