On QuickBooks Online

Keep QuickBooks. Fix what it can't do across companies.

Your team keeps invoicing in QuickBooks and your accountant keeps the books they know. SwanBooks connects to each company file and runs one shared stock, one item list and one receivables view across all of them.

Book a walkthrough

swanbooks.online/settings

Connected companies4 QuickBooks files

Harbor Linen Co.Master stockConnected
Westfield Medical SupplyInvoices deduct from masterConnected
Cedar & Lane HospitalityInvoices deduct from masterConnected
Bayline HoldingsReceivables & payables onlyConnected

How the QuickBooks link works

From a sister company's invoice to the master count.

Nothing changes in how your team invoices. This is what happens after they press Save in QuickBooks.

1
Invoice saved in QuickBooks

Westfield Medical bills Lakeshore General for 24 dozen bath towels in its own QuickBooks file.
2
QuickBooks notifies SwanBooks

A signed message arrives within seconds. SwanBooks checks the signature and records the invoice once, so a retry can't deduct twice.
3
Matched by item name

Each line is matched to the master company's item by name, never by internal ID, because IDs mean different things in different files.
4
Master stock updated

The quantity comes out of Harbor Linen's QuickBooks stock and the movement is logged with the invoice number.

When something doesn't fit

An item that isn't in the master, an invoice edited after it was counted, or an invoice deleted after the fact all raise an alert by email, Telegram and a dashboard banner. SwanBooks tells you; it doesn't quietly guess.

A company that keeps its own stock

Not every company should share. One can keep fully separate inventory, with its invoices waiting in a review queue before stock moves.

Companies that only need the books

A holding or property company can connect for receivables and payables only, and never touch inventory.

QuickBooks

Item lists that stay in line

Every QuickBooks file keeps its own product list, and over time they drift apart. SwanBooks lines them up by name and catches near-misses before they break a deduction.

Rename an item once; it changes in every company file
Retire an item everywhere, refused while it still has stock
Add a product to the master and its sister files together

swanbooks.online/cross-company

Cross-company items628 shared · 4 near-misses

Item	Harbor master	Westfield	Cedar & Lane
Bath Towel 27x54
Bath Mat 20x30Cedar & Lane has “Bath Matt 20x30”
Fitted Sheet Twin T-180
Underpad 34x36 Reusable

CarriedNear-miss nameNot carried

Rename everywhere

What changes for whom

Almost nothing, for almost everyone.

Your office

Keeps invoicing in QuickBooks exactly as today. Stock moves on its own a few seconds later.

Your accountant

Keeps working in the same QuickBooks files. Stock changes SwanBooks makes are named in its item history.

Your warehouse

Gets one stock count to trust, critical-level alerts and a phone-friendly count screen.

You

See every company's receivables, sales and stock on one dashboard.

Map your companies with us.

Tell us which files hold stock and which ones sell from it. We'll sketch the setup on the call.