PartsManager and QuickBooks Desktop Workflow

Adam Graetz
Adam Graetz
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.


This article walks users through the PartsManager, formerly known as PartsLedger, and QuickBooks Desktop workflow and how these systems work together and share information back and forth.

Note: There is no PartsManager + QuickBooks Desktop integration, this is simply a guide for how you might use PartsManager alongside QuickBooks Desktop. PartsManager serves as the record of truth and QuickBooks Desktop functions purely for accounting purposes. 


Purchase Order Creation

  • Purchase Orders are created in PartsManager and items can be attached to the corresponding job in ServiceTrade.PL-QBD-PO_Example.png
  • Fulfill (receive) in PartsManager and reconcile with a Vendor Invoice.
    • Enter your Vendor Invoice Number in the reference field so you can match
      your vendor invoice to the Purchase Order.PL-QBD-VendorInvoiceNumber.png

    • This includes the ability to update the price from the vendor invoice.
      • This then updates the price in ServiceTrade, which is subsequently priced to
        clients on Invoice per contract terms.
      • Job Items that are affected are updated in ServiceTrade.

  • Customer Invoice is created from ServiceTrade and pushes over to QuickBooks Desktop with pending status. QuickBooks Desktop Invoice is manipulated to accommodate tax needs specific to Canadian users.
  • PartsManager allows for negative Purchase Orders that allow for credits to be reflected in the
    ServiceTrade job - this is an extra level of granularity that isn’t a random credit in QuickBooks.

Accounts Payable Bill

  • Manual entry of a simple Accounts Payable Bill with the vendor name, dollar amount, and reference number for their statement.
  • Create the Accounts Payable bill to the inventory asset account similar to current workflows and then when the items come over it will drop in the COGS account which debits the inventory asset account.
  • Note: To avoid cost being applied at the time of invoicing and paying vendor bills, you should use the following workflow in Quickbooks Desktop:
    1. Uncheck the "Billable" box.
    2. Use the Job Profitability Detail Report in lieu of the Transaction Journal Report.


  • Inventory is marked as non-inventoried items in QuickBooks Desktop and is only tracked in PartsManager to eliminate double-entry concerns.
  • Higher level of granularity than QuickBooks Desktop, including the ability to track levels at warehouses and transfer items between warehouses.

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