You Need More than QuickBooks in Your Warehouse

Does Quickbooks belong in your warehouse?
Does Quickbooks belong in your warehouse?

Your warehouse needs its inventory counts to be accurate just as much as your orders to be accurate, that just makes sense. What doesn’t make sense is trying to maintain a level of control with only a financial software like Quickbooks.

Fortunately, a proper financial solution married with a proper inventory solution can carry your the business finish line, and this quick guide will delve into the multifaceted ways through which an integrated inventory solution can can revolutionize your warehouse management approach.

Understanding QuickBooks for Warehouses

Before embarking on the exploration of QuickBooks’ warehouse management capabilities, let’s establish a comprehensive understanding of this software.

Traditionally renowned for its prowess in accounting, QuickBooks has adapted to various business needs, including some basic warehouse and manufacturing management needs. This base can provide a starting point to add features and tailor your software to your unique requirements.

Centralized Inventory Management

Efficient warehouse operations hinge on the effective management of inventory. QuickBooks offers a basic inventory management system that can monitor stock levels, track items, and manage some of the reordering process. 

For real-time insight, reporting, tracking and control, a inventory management system (IMS) is necessary to provide last minute changes and deep reporting capabilities. By providing real-time insights into your inventory, an IMS allows you to avert the risks of stockouts, the financial strain of overstocking, and the subsequent losses that can result from these pitfalls.

Tip: If your business needs robust inventory control, we recommend Fishbowl for warehouses and manufacturing.

Data-Driven Decision Making

Informed decision-making is the cornerstone of effective warehouse management. With a proper IMS in place, you’re now equipped with a wealth of detailed reports and sophisticated analytics tools, enabling you to base your choices on concrete data insights. Through the analysis of sales patterns, the monitoring of inventory turnover rates, and the identification of peak seasons, you gain the ability to finely calibrate your strategies in alignment with actual market trends, as well as using your own historical data to make real-time decisions.

Mobility in the warehouse can mean money in the bank
Mobility in the warehouse can mean money in the bank

Order Processing and Fulfillment

The swift and accurate processing of orders and their subsequent fulfillment form the backbone of successful warehouse management. Your IMS can track, monitor, and fulfill orders while integrating seamlessly into your financial software. 

Integrating these processes into the QuickBooks ecosystem brings forth enhanced accuracy and expedited processes, and allows the dedicated solutions to operate in the realm they were made for.

Tip: With a dedicated IMS in place, you can streamline your order process even faster with integrated tools like a Mobile Warehouse Solutions that allows workers to pick and move orders on the spot without expensive equipment.

More Efficient Returns Management

Navigating the complexities of product returns is a challenge within warehouse management, and  QuickBooks can simply the process, but a dedicated IMS offers more in-depth data tied to the products, be it batch number, lot number, expiration dates, vendor location, and more. This insight leads to better quality control and vendor management instead of a simple write-off.

This streamlining of returns management contributes not only to financial efficiency but also enhances overall customer satisfaction.

Customization for Your Warehouse Needs

Every warehouse possesses its unique characteristics and operational nuances. QuickBooks can fit the base toolset needs of many businesses, but to create a solution that custom fits your business, you need tools like an IMS and additional add-ons.

This flexibility empowers you to tailor the software’s features to harmonize with your specific operational prerequisites, thereby fostering an environment where you are not constrained by a single software solution.

See the big money picture and make high level decisions
See the big money picture and make high level decisions

Payroll and Employee Management

Efficient warehouse operations pivot on a competent and motivated workforce. QuickBooks provides payroll and employee management capacities, but to get a true cost of products you want an IMS that can allocate labor per product, stage, or location and assign those hours to projects or work. This functionality then provides accurate numbers on costs to ensure you stay in the black, and offer information on areas that are overspending on labor.

This means your books provide an accurate reflection of labor costs, while also ensuring that your employees are paid the correct amounts and on-time, which it turns out most employees prefer.

Integration with E-Commerce Platforms

We’re all online all the time, but the need for e-commerce cannot be overstated enough. QuickBooks continues to move to an online space, and recognizes the need for integration with online platforms. 

The issue for many B2B businesses is a lack of bridging their products to the online space with the ability to accurately reflect inventory in real time. When a B2B does incorporate an IMS, a whole new toolset opens the digital world.

They can create Online Sales Portals for customers and route sales people to order from in real-time.

If you have multiple carts across the web, save even more time and cut needless data entry with a central Multi-Cart that brings all your orders together. 

Simplified Management

QuickBooks’ identity is its prowess in financial management. By connecting your IMS you can track expenses, revenues, and profits. The software provides a panoramic view of your business’ financial health, while the IMS provides a comprehensive view of your warehouse and operation’s health.

This comprehensive insight empowers you to make strategic decisions informed by a holistic understanding of your business landscape.


When you combine the strength of a dedicated IMS and QuickBooks into your arsenal of warehouse management tools, your business can fundamentally transform your operational landscape. From the control of inventory to the efficient orchestration of order processing and the robust framework of data analytics, this software stack presents a comprehensive solution to streamline and optimize warehouse operations.