SwanBooks Book a demo

Inventory & accounting operations for multi-company distributors

One stock count.
Every company that sells from it.

When three of your companies invoice the same towels, SwanBooks takes them out of one shared stock within seconds, flags anything it can't match, and keeps receivables for all of them in one place. Run it on its own, or on top of the QuickBooks Online files you already have.

Try the live demo Book a walkthrough
  • Standalone or on QuickBooks Online
  • Built and run daily inside a six-company linen & textile group
swanbooks.online/dashboard
Good morning, DanaThu · 12 Nov
2 invoice lines couldn't deduct — item not found in master inventory Review
Receivables$412,8805 companies
Payables$96,140due in 30 days
Below critical7 itemsalerts sent
Deducted today1,184 dzfrom 38 invoices
Live deductionsLive
  1. INV 41207Westfield MedicalBath Towel 27x54−24 dz
  2. INV 1192Cedar & LaneFlat Sheet King T-250−18 dz
  3. BILL 8813Harbor LinenHand Towel 16x30+600 dz
  4. INV 41206Westfield MedicalPatient Gown Snap Back−10 dz
Recreated screen. Every company, customer and number is invented.

SwanBooks wasn't designed in a pitch deck. It runs the daily operations of a linen and textile group with six companies, one warehouse and an overseas factory.

Companies on one stock
6
Items kept in sync
290+
Master stock refresh
5 min
Invoice to deduction
Seconds

Two ways to run it

Keep QuickBooks, or don't need it at all.

Most of SwanBooks works the same either way. The difference is where your invoices and stock officially live.

Standalone

SwanBooks is your system

Customers, vendors, items, invoices and purchase orders all live in SwanBooks. It produces the PDFs, emails them, tracks what's owed both ways and keeps the stock count. Good for a company that has outgrown spreadsheets but doesn't want to run accounting software for its operations.

  • Invoices and POs with PDF and email
  • Receivables, payables and a profit & loss view
  • Voiding an invoice puts its stock back
  • A simple journal for an entity with no accounting file
On QuickBooks Online

SwanBooks sits on top of your files

Your team keeps invoicing in QuickBooks. SwanBooks connects to each company file, listens for new invoices and bills, and moves stock in the company that holds it. Your accountant keeps the books they know; you get the operations layer QuickBooks doesn't have.

  • Connects several QuickBooks companies at once
  • Invoices in sister companies deduct from one master stock
  • Bills add stock back automatically
  • Rename or retire an item across every file in one step
Feature availability by mode
CapabilityStandaloneOn QuickBooks Online
Where invoices are writtenSwanBooksQuickBooks, as today
Where the official stock count livesSwanBooksYour master QuickBooks company, mirrored every 5 min
Shared stock across companiesYesYes, triggered by QuickBooks
Receivables, payables, customer termsYesYes, across every connected company
Invoice & PO PDFs, emailed from the appYesQuickBooks sends its own
One item list across companiesYes, one shared catalogYes, kept in sync across your files
Factory stock, critical levels, alertsYesYes
Item history with the source documentYesYes, joined with QuickBooks' own report
Daily digests, sales report, weekly backupYesYes
How standalone works How the QuickBooks link works

Inside the app

Built around how stock actually moves.

Every screen is made for the people doing the work: the office invoicing, the warehouse counting, the owner checking who owes what.

Both ways

One master stock count

Every sale, from every company, comes out of the same count, logged against the document that caused it.

See the inventory screen Both ways

History that names the document

Each movement shows the invoice or bill number, the company and a running balance.

See item history Both ways

Receivables across companies

Aging per customer and per company on one page, with payment terms and overdue lists.

See receivables Standalone

Invoices, bills and POs

Write them in SwanBooks, email the PDF and watch stock move, with no other software.

See invoicing QuickBooks

Items in sync across files

Rename or retire a product once and every connected QuickBooks company follows.

See the item manager Both ways

Factory and in-transit stock

What's at the factory against target, next to what's in the warehouse.

See factory stock

A good fit if…

  • You run two or more companies that sell the same products from one warehouse.
  • You're on QuickBooks Online and tired of correcting stock by hand.
  • You make or import your own goods and need to see the factory side.
  • You sell to hospitals, hotels, care homes or industrial accounts on terms.

Click around a working copy.

The demo is a full standalone SwanBooks with ten items, ten customers and ten vendors. Write an invoice and watch the stock drop.

Open the demo Book a walkthrough