Connecting an Amazon Business account to QuickBooks Online

Users who buy through Amazon Business can have those purchases flow automatically into QuickBooks Online instead of entering them by hand. The link is handled by the Amazon Business Purchases app, which imports order details — product descriptions, quantities, prices, and fee breakdowns — and leaves them in a review queue for an administrator to approve.

Connecting the two accounts

The connection has to be started by a QuickBooks administrator, and the Amazon side has to be signed in as the primary Amazon Business administrator. The steps are:

1. Sign in to QuickBooks Online as an admin.
2. Open the Amazon Business Purchases app page and select Get app now.
3. When prompted, sign in to the Amazon Business account as the primary administrator.
4. Choose the import start date. Every Amazon Business purchase made on or after that date will sync into QuickBooks for review. This date cannot be changed later, so it should be chosen carefully.
5. Select Finish.

Once the app is authorized, QuickBooks begins pulling eligible transactions into the same review area used for bank and credit card feeds.

Reviewing imported transactions

Imported Amazon Business purchases and returns appear under All apps, then Accounting, then Integration transactions. Inside that area, the For review tab lists each transaction with its line-item details.

Each transaction will show one of two statuses:

• Add or Match — The purchase is ready to be added to the books. If the bank or credit card used for the purchase is already connected in QuickBooks, the transaction can be matched to the existing feed entry instead of being added a second time.
• Review — QuickBooks does not yet recognize the bank or credit card account that was used for the purchase. An administrator can either confirm that the account already exists in the Chart of Accounts or create a new account on the spot.

Confirming the payment account

The first time a transaction lands in the review list, QuickBooks will prompt the user to confirm the accounts associated with each Amazon payment method. Selecting Confirm accounts opens a window where, for each payment method shown, the user picks the matching account from the dropdown — or chooses +Add New to create one. After selecting Save and Close, QuickBooks remembers the mapping and applies it to future imports for that payment method.

Changing defaults and payment mappings later

Mappings are not permanent. If a payment method needs to be pointed at a different account, the user can open App settings, select Account, choose the payment method, select the edit icon, and pick another existing account or add a new one.

Default purchase settings work the same way. Under App settings, the Defaults section lets an administrator set the default purchase category and the default payee that QuickBooks should apply to imported Amazon Business transactions. These defaults can be edited at any time, which is useful when a business wants all Amazon purchases to land in a specific expense account or under a specific vendor name unless an individual transaction is re-categorized during review.

Disconnecting the app

When a business no longer wants Amazon Business purchases to sync into QuickBooks, the connection can be severed from two sides.

Inside QuickBooks, the user opens App Settings and selects Disconnect Amazon. On the Amazon side, the user signs in to Amazon Business, goes to Your Account, selects Login with Amazon, finds the Intuit QuickBooks connection in the list of authorized apps, and selects Remove. Disconnecting on both sides ensures that no further purchase data is shared after the link is broken.

For ongoing help with QuickBooks Online connections and troubleshooting, users can refer to QuickBooks Online help resources.