Accounting Tools

How Xero and QuickBooks connected apps can help with inventory and stock management

If you’re a small business using either Xero or QuickBooks software to improve your efficiency, accuracy and reporting, you’ll know how much of a benefit these can be to how you work. However, it’s not just this software itself that can change the way your business operates. It is also possible to use Xero and QuickBooks in tandem with other integrated apps to get even more from their services, especially when it comes to inventory and stock management.

While some businesses prefer to use Xero and QuickBooks inbuilt functions to manage inventory, it is also possible to connect to dedicated apps for more accurate recording. Inbuilt features let you save details of the things you buy and sell on a regular basis as inventory items. This allows you to keep track of quantities that you have in stock and lets you see relevant levels. However, if your inventory needs are more complex, it might well be worth working with a dedicated and integrated app.

These apps let you do additional activities that improve inventory. For example, when you create items you can specify a default price, account, tax rate and a product description. This helps you save time and standardise your invoices and bills, with records being kept every time an order is made.

You might consider using an integrated app, such as Vend, simPRO or DEAR, if you meet some or all of the following criteria.

  • If you have more than 4000 inventory items that you wish to track then it may be a good idea to use a dedicated app. Xero and QuickBooks are ideal if you have a small inventory or fewer products on sale, but can struggle to keep up when the list extends into the thousands.
  • If you want to use a periodic inventory, which means that you only want to make updates to your inventory at the end of every month or quarter. This requires using inventory adjustments to update your records.
  • If your business manufactures the goods it sells, then it might be better to use a dedicated app to keep track of what is coming in and going out.
  • If you operate your business on a negative inventory system, which means that you sell goods before you have purchased them or received them into your stock room.
  • If you use a purchase ordering system that requires you to make receipts every time an order is processed and dispatched.
  • If you operate using a different system than average cost. For example, if you operate on a first in, first out or last in, last out system.

Let’s have a closer look at some of the apps you can use with Xero and QuickBooks to help you manage your inventory.

Vend

Vend sells itself as the world’s best retail point of sale and inventory software. It allows you to connect seamlessly with Xero for a true and real time view of how your business is performing. It has unmatched reporting and customer engagement tools that do the hard work so that you don’t have to – leaving you free to concentrate on running the business. You can centrally manage your operations, including customers, staff and orders, across multiple channels and locations. And you can also scale it as your business grows. Plus, with award winning 24/7 support, you’re only ever a message or phone call away from getting the help you need.

simPRO

This comprehensive software tool has been especially designed for electrical, plumbing and security industries. The management system allows you to improve efficiency in every aspect of your business. It is cloud based, which means you can use it anywhere you have a connection. Use it in real time to streamline your business productivity. With a global reach, simPRO is a leading provider of software solutions for contractors and tradespeople with more than 100,000 users worldwide.

DEAR Inventory

By seamlessly syncing with Xero, DEAR eliminates the hassle of manual data entry. The user-friendly software lets you streamline your operations while saving time and growing profits. The intuitive screen layouts offer a comprehensive purchase and sale system. That means you can complete every step from purchase order to credit note on the same screen, so there is no need to navigate between several. DEAR’s multiple features include stock adjustments, stock taking and transfers. It also lets you process recurring orders with ease and offers comprehensive reporting tools.

Unleashed

This inventory software allows for accurate costing, margins and stock control. Integration is seamless and easy and there is real-time control and reporting. Use the powerful cloud inventory management solution designed for all types of manufacturers and retailers, allowing you to scale your business with confidence.

Goods Order Inventory

Goods Order Inventory System, or GOIS, provides a fast connection between two cloud systems and allows you to synchronize all information to your QuickBooks online account instantly. Using the GOIS to QuickBooks adapter, manage your accounting, inventory and orders in one place. Plus, there’s error-free recording of financial transactions of suppliers and customers which will help to predict correct stock demands and supplies, helping you to run your inventory efficiently and effectively.

All the above lets you keep track of your stock and inventory and work well with wider accounting software. If inventory or stock management has been causing you a problem or you find that the inbuilt tracking software is not meeting your needs, then it may be time to add an app.

If you would like more information on how Xero or QuickBooks works or the benefits they can bring to your business, then get in touch with our team here at Together Accounting. We can offer advice on which is the most suitable solution for your business, as well as recommend any apps that you might need to make your accounting more accurate and efficient. All of which leaves you free to get on with what you do best – running your business.

Robert Marjoram

About Robert Marjoram

What is your role at Together?
I deal with clients, new business and the development and strategy of the business. I recruit the staff and I suppose you could say set the agenda and vision.

What do you enjoy most in your day to day role?
Dealing with clients. There's such a variety of characters and each business can be completely different even within the same business sector. The principles for accounts, and tax are the same for all businesses. Its the client advice, how they want us to work with and for them that's at the core of everything we do.

What do you find most rewarding in your role?
Its great to take on a new client, start-up or current business, and see them go from good to great. I don't take credit for that because its down to the client but I do see my role as a enabling the client to get the most from their business.

And finally what do you do when your not at Together?
I spend time with my family and have keen interest in Norwich City and other sports. A new interest is walking, visiting the Lakes on the encouragement of friends and next year I am walking The Dolomite's in Northern Italy with my son Alex