At a Glance
- ShelfSpace QuickBooks cannabis integration syncs settlements, AP payments, and vendor records to QBO
- Every settlement and payment creates a Bill in QuickBooks with itemized line detail
- Vendor lists are matched and synced so your QBO vendor records stay current
- Check numbers, invoice references, and PDF attachments are included on each Bill
- No manual data entry — records flow from ShelfSpace to QuickBooks as payments are processed
What the ShelfSpace QuickBooks Integration Syncs
The ShelfSpace QuickBooks cannabis integration connects your ShelfSpace account to QuickBooks Online so every vendor payment and consignment settlement flows into your books without manual entry. When a settlement is finalized or an AP payment is processed, ShelfSpace creates a corresponding Bill in QuickBooks with the correct vendor, amount, date, and supporting detail.
This means your accounts payable records and your accounting system stay in sync. No more re-keying settlement amounts, no more matching check numbers to invoices by hand, and no more end-of-month reconciliation headaches.
Settlements and Payments as QBO Bills
ShelfSpace creates two types of Bills in QuickBooks:
- Consignment settlements — Each weekly settlement becomes a Bill showing the net payout amount. The description includes a breakdown: gross payout, return credits, aging discount true-ups, and conversion credit deductions. The Bill is dated to the settlement week ending date.
- AP payments — Each vendor payment becomes a Bill showing the net check amount after any applied credit memos. If credits were deducted, the description lists each credit memo number and amount. The Bill uses the vendor's invoice date for accrual accuracy.
Both types include a BillPayment record that marks the Bill as paid by check, with the check number and bank account reference. Settlement report PDFs and vendor invoice PDFs are attached to the Bill as supporting documents.
Vendor Matching and Creation
When a settlement or payment syncs to QuickBooks, ShelfSpace needs to know which QBO vendor to associate it with. Our integration handles this in three steps:
- Check local mapping — If we have already matched this ShelfSpace vendor to a QBO vendor, we use the cached mapping.
- Search QBO — If no local mapping exists, we search QuickBooks by the vendor's display name and legal name.
- Create if needed — If no match is found in QBO, we create a new vendor record with the company name and contact information from ShelfSpace.
You can review and adjust vendor mappings in your ShelfSpace settings. This is useful when a vendor exists in QBO under a slightly different name. See the QuickBooks setup guide for details on configuring your connection.
Why This Matters for Cannabis Operators
Cannabis dispensaries process dozens of vendor payments per week across consignment settlements and wholesale AP. Without an integration, someone on your team is manually entering each transaction into QuickBooks. That means hours of data entry, inevitable typos, and books that are always a week behind.
With the ShelfSpace integration, your QuickBooks reflects reality in real time. Your accountant or bookkeeper sees accurate, up-to-date records with attached source documents. End-of-month close becomes a review process instead of a data entry marathon.