Fulfill orders from QuickBooks invoices

Order fulfillment

Order fulfillment turns paid QuickBooks invoices into orders you pick and ship right from TrackDME, no re-typing what a customer bought. It is a Growth plan feature, see Billing and plans.

Turn it on

1. Go to Company settings (admin only), open QuickBooks, and find the Order fulfillment card.
2. Connect QuickBooks first if you have not already, see Connect QuickBooks.
3. Flip the toggle on.

On the Free and Pro plans, this card shows an upgrade prompt instead, see Billing and plans.

How orders get created

When a QuickBooks invoice is paid in full, an order appears automatically on the Orders page, usually within seconds. Partial payments never create an order, only a fully-paid invoice does.

Each line on the invoice becomes a starting line on the order:

• If the product was imported from QuickBooks, the line maps automatically.
• Otherwise, TrackDME suggests a likely match using the invoice line's own text, you confirm it or pick a different product.
• Delivery charges, labor, markup, and similar fee lines are automatically recognized as non-inventory lines, they never need picking.

The order manager can still override the order after it is created. On the order page, use Order lines to add inventory items, remove unpicked items, change quantities, or add non-inventory lines like consumables. Lines with picked units are protected so the order history does not get stranded.

Resolve unmapped lines

An order will not ship until every line has been looked at. The order page also shows the linked customer and delivery address, so the picker can confirm who and where the order is for. When an order is linked to QuickBooks, the invoice number at the top opens the matching invoice in QuickBooks. On the order's page, any unresolved line shows the suggested match (if there is one) with three choices:

1. Confirm the suggested product.
2. Pick different product to choose the correct one yourself.
3. Not a product to dismiss a line that will never correspond to a physical unit.

Pick the order

1. Open the order from Orders.
2. For an individually tracked Product, scan each Unit's barcode. TrackDME checks it out to the order's customer automatically.
3. For a quantity-tracked Product, enter the quantity leaving the warehouse and click Check out. No individual barcode is required.

Inventory only counts if it matches a Product on the order and is currently available in the warehouse. Once every line is fully picked, the order moves to Shipped, and TrackDME writes a note back on the QuickBooks invoice (an internal note, never visible to the customer) recording the date it shipped.

Returns and completion

Check serialized Units back in the normal way, see Check equipment in. For shared quantity, use Return quantity on the order. Each return restores the Product's in-warehouse balance. Once every Unit and quantity on a shipped order has been returned, the order moves to Completed and a second note lands on the QuickBooks invoice.

Checkout and return dates

Every order tries to figure out two dates automatically: when it should go out (checkout date) and when the rental is due back (expected return date). TrackDME looks in this order:

1. A QuickBooks field, if the invoice has one that clearly means checkout or return.
2. The invoice's own line text, most operators write the rental period directly on a line (for example "rental period: 7/2-7/6"), and TrackDME reads it automatically.
3. If neither is found, both dates are left blank and the order shows a note asking you to fill them in, this never blocks picking, it is just a reminder.

Either date can always be edited or cleared by hand on the order's page, a manual edit always wins and is never overwritten later. TrackDME will not save a return date before the checkout date. Once a checkout date is in the future, that order shows up under Scheduled for later on the Orders page and on the Dashboard instead of cluttering what needs picking today. Route windows appear on the order after the route board estimates them, and you can override the drop-off or pickup window from the order page by choosing an hour block. The order's checkout or return date stays in the schedule fields above it. The expected return date carries over to each unit when it is picked, so a late return still shows up in the Dashboard's overdue list like any other checkout, see Use the dashboard.

Take an order by phone

Not every order starts from a QuickBooks invoice. From Orders, click New order to take one by phone or walk-in: pick the checkout and expected return dates first, choose or create a customer, and add Products. Availability is calculated for the checkout date after every existing reservation and expected return. TrackDME blocks the order when the requested quantity would overbook inventory, and the same protection applies when lines or checkout dates are edited later.

A manual order starts as Pending payment. If QuickBooks is connected, Create invoices is on in QuickBooks settings, and the customer and selected products have QuickBooks records, TrackDME creates a real invoice in QuickBooks for it. The order becomes a normal fulfillment task automatically once that invoice is paid, the same detection this page already describes, or you can click Mark as paid on the order for a cash sale, an org without QuickBooks, or an org that keeps invoice creation off. QuickBooks payment events also trigger an invoice re-check so a paid invoice can move forward even if the invoice update itself was missed. If an invoice is skipped or could not be created for any reason, the order still saves and the order page explains why, nothing is ever lost to a QuickBooks error.

Payments

The Payment card sits near the bottom of the order page. It shows how much has been paid against the invoice total when QuickBooks payment detail is available, and it keeps Mark as paid for cash or manually handled orders. If the order is linked to QuickBooks, use Resync with QuickBooks to re-check the invoice status and refresh the order.

Delete an order

Use Delete on the order page to remove a duplicate or test order from TrackDME. Orders with picked units cannot be deleted until those units are resolved, so deletion does not strand physical equipment history.

Needs attention

If the underlying QuickBooks invoice changes in a way TrackDME cannot resolve automatically, for example a line's quantity drops below what has already been picked, or the invoice gets voided or refunded after the order shipped, the order moves to Needs attention with a note explaining why. Sort out the discrepancy (in QuickBooks or physically) and click Mark resolved on the order to clear the flag and resume.

Next steps

See Set up your product catalog, or see Use the dashboard for where fulfillable orders surface day to day.