Setting Up Your Inventory
ConnectBooks offers real-time inventory tracking that replaces QuickBooks' built-in inventory system. QuickBooks can struggle with multi-warehouse tracking and slow data updates — ConnectBooks solves both. You get instant, accurate inventory data, fewer discrepancies, and a set of powerful reports to help you stay on top of your business. All cost calculations use the FIFO method to keep your records precise.
Step 1: Create an Inventory File
From the main menu, go to Stores and Files → Inventory Files.
Click Add Inventory File, give it a name, and save.
A pop-up will appear asking if you'd like to connect your stores to this file now. You can either connect them immediately or click Skip for now and do it later — it's not required at this stage.
If you connect stores now, you'll be prompted to:
Select which warehouses to link to the store
Set a start date for each store — this is the date ConnectBooks will begin syncing data and tracking inventory from
Once the file is created, you can immediately start adding items, entering bills, or recording transactions.
Step 2: Configure File Settings
Click File Settings to set up your preferences. Everything here can be changed at any time. Here's what to review when getting started:
General → Turn on Use Listing Item Image to automatically pull product images from Amazon for all mapped items. Enable Assembly Items if you sell products that are assembled from multiple components.
Inventory & Warehouse → Enable Warehouse Tracking, then click Manage Warehouses to connect warehouses to each transaction type.
Purchasing & Vendors → Enable Unit of Measure if your items are purchased in cases, pallets, or any unit that differs from how they're sold.
Dates → Set or update the Beginning Date for each store. Choose a date when you already know your current stock levels, then enter those quantities as an opening adjustment in ConnectBooks.
Step 3: Connect Your Stores (if skipped earlier)
If you skipped connecting stores during setup, go to Stores and Files → Inventory Files → Continue Setup to add your stores and set a start date for each one.
Using Multiple Inventory Files
Create a separate inventory file for each distinct QuickBooks file or company you manage. Inventory is never shared between files, so only split things up if your businesses are truly separate. You can switch between files at any time using the dropdown menu on any inventory page.
For additional help, reach out to our support team — we're happy to assist!