In 15 minutes you'll have QuickBooks Online connected, your first products grouped with their sizes, photos and descriptions, and a product feed ready for your website. Stock, cost and price stay in QuickBooks.
What you need
- QuickBooks Online with your products set up as items, and someone with QuickBooks admin access for the connect step
- A few product photos (JPG, PNG or WebP) and short descriptions
- Your website's address, and your web developer's contact if they'll add the feed to your site
Your first 15 minutes
Five steps, in this order. Each takes a few minutes. Steps 1, 2 and 5 need an owner.
1. Sign in and connect QuickBooks
Sign in at catalog.nvisin.app with the email you signed up with. The link is in your sign-in email. (app.nvisin.app lists all your company's nvisin tools.) At first you'll see "QuickBooks isn't connected yet". Click Help & support inside the tool and ask for a QuickBooks connect link. We'll email it to you. A QuickBooks admin opens it, signs in to QuickBooks and picks your company. When it's done, Settings (the gear) shows Connected next to your QuickBooks company name, and your items appear on Products.
2. Choose the accounts for new products
Open Settings. Under Accounts in QuickBooks, check the Income account, Cost of goods sold account and Inventory asset account. The suggestions are QuickBooks' usual accounts. If you're not sure, ask your bookkeeper. Click Save accounts. Until this is done, nobody can use Add product.
3. Turn your QuickBooks items into products
On Products, the New in QuickBooks box lists items that aren't in a product yet. A product is what a customer sees, and each size is one QuickBooks item. For example, "Interior Eggshell Paint" could be one product with a quart and a gallon size. Where items look like sizes of one product, click Make "…" with N sizes. For an item that stands alone, click Add as a product. To put an item into a product you already made, use Add as a size of…. Nothing is deleted or changed in QuickBooks.
4. Add photos, a description and a category
Click a product to open it. On the Product tab, check the Name on the website, write a Description, set what the Price is per (like gallon or piece) and click + Add photos. The first photo is the main one. To group products, click Categories on Products, then New department or Add a starter structure…, and pick the Category on each product. Click Save.
5. Publish for your website
Products don't reach your website until you switch this on. In Settings, under Website, tick Publish products for the website. Choose Stock shown as: In stock / out of stock or Exact quantities. Under Websites allowed to show it, enter your website's address, like https://www.yourstore.com, one per line. Click Save website settings. Then send the Feed for your web developer address shown there to whoever looks after your site. The feed never includes your costs.
Reference
What comes from QuickBooks
QuickBooks stays in charge of stock, cost and price. Changes in QuickBooks usually show up within a minute, and everything is checked again every 15 minutes. Record sales, purchases and stock adjustments in QuickBooks as usual. Purchase orders and estimates don't change stock. To see the latest straight away, click Update from QuickBooks on Products.
Editing a size
Open a product, go to More and click Edit on a size. There you change the Name in QuickBooks, SKU, Status, Sales price and Purchase cost. These are saved to QuickBooks. On the Sizes tab you name the options (for example Size and Finish), add or remove sizes, and choose what the website says for each size: Automatic follows QuickBooks stock, Always in stock suits special orders, Out of stock suits discontinued sizes.
Adding a new product
Click Add product on Products. It creates the item in QuickBooks and adds it to your catalog, with its price, cost and starting quantity. To add another size to an existing product, create it here, then add it on that product's Sizes tab.
Hiding a product
Untick the On website box on Products, or Show on the website in the product. Use Hidden from website to list them. Remove this product (on the More tab) takes it out of your catalog; its QuickBooks items go back to New in QuickBooks.
Stock on the website
Under Settings → Website, Show "out of stock" at or below and Show "low stock" at or below act as a safety buffer, so the website doesn't promise the last few units that may have just been sold.
Pricing
First add the stores you compare with under Settings → Competitors (Add competitor), and set your company and category rules under Settings → Pricing. Then on Pricing, type competitors' prices and click Save competitor prices. Click a suggested price to use it, or Fill in suggested. When you're happy, click Apply new prices. The new prices are saved in QuickBooks and the website follows. Invoices already made keep their old prices.
Low-stock emails
Set the level on each size (Low-stock email at). Under Settings → Low-stock emails, add who should get them. Leave it empty to email the owners.
Activity
Activity lists the last 100 changes made in Catalog Manager. Changes made directly in QuickBooks don't show there.
Your team and roles
Under Settings → Users, enter an email, pick the access and click Invite user. Staff can add and edit. View only can only look. Owner also manages users and settings. Only owners can change Settings.
Logo and look
Under Settings, use Upload logo and the Look card (Save look). Both are shared by every nvisin tool you use.
Plan and billing
Owners change the card or plan, or cancel, under Settings → Plan & billing (Change card, plan or cancel). If the plan ends, Catalog Manager goes read-only: you can still sign in and see everything, but not change anything. An owner restarts it under Plan & billing.
Common questions
Does changing stock here change QuickBooks?
Stock comes from QuickBooks, so record sales, purchases and adjustments there as usual. Catalog Manager shows the new numbers within a minute or so.
Why isn't my website showing my products?
Check that Publish products for the website is ticked under Settings → Website, that your website's address is under Websites allowed to show it, and that your web developer has added the feed.
Why can't I click Add product?
It appears once QuickBooks is connected, and works once an owner has saved the accounts under Settings → Accounts in QuickBooks.
What happens if I remove a product?
Its QuickBooks items aren't deleted. They go back to the New in QuickBooks box.