Epicor + QuickBooks
Connect Epicor and QuickBooks to Unify Operations and Financial Data
Stop re-entering invoices, purchase orders, inventory, and financial records by hand. tray.ai keeps Epicor ERP and QuickBooks in sync automatically.
Why integrate Epicor and QuickBooks?
Epicor and QuickBooks do different jobs. Epicor handles operational complexity — production orders, inventory, supply chain, customer management — while QuickBooks covers day-to-day accounting, payroll, and financial reporting. Keeping them in sync manually is slow, error-prone, and creates reconciliation headaches that eat up your team's time. With tray.ai, you can build reliable automations that bridge Epicor and QuickBooks so financial and operational data flows accurately without anyone having to touch it.
Automate & integrate Epicor & QuickBooks
Use case
Automated Invoice Synchronization
When a sales order is fulfilled and invoiced in Epicor, tray.ai automatically creates the matching invoice in QuickBooks — line items, tax codes, customer details and all. Finance teams don't re-enter invoices, accounts receivable stays current in both systems, and any updates or voids in Epicor show up in QuickBooks right away.
Use case
Customer Master Data Sync
New or updated customers in Epicor are automatically pushed to QuickBooks — billing addresses, payment terms, credit limits, contact info, all of it. When a customer changes in either system, tray.ai picks it up and updates the other. No more invoices going to old addresses or wrong payment terms slipping through.
Use case
Purchase Order and Vendor Bill Automation
When a purchase order is approved in Epicor, tray.ai creates the matching vendor bill in QuickBooks with supplier details, quantities, and amounts already filled in. When goods are received in Epicor, the vendor bill in QuickBooks updates automatically. Accounts payable stays accurate and no vendor invoice gets lost between systems.
Use case
Inventory Valuation and Cost of Goods Sync
Epicor tracks detailed inventory movements, costs, and adjustments at the warehouse level. QuickBooks needs summarized inventory valuations for financial reporting. tray.ai bridges that gap by syncing inventory cost data from Epicor into QuickBooks journal entries or inventory asset accounts on a schedule you control. The balance sheet reflects true inventory value without anyone doing manual reconciliation.
Use case
Payment and Receipt Reconciliation
When a customer payment is recorded in QuickBooks, tray.ai updates the matching invoice status in Epicor — and vice versa — so accounts receivable stays reconciled across both platforms. Sales and operations teams can see which invoices are paid without chasing anyone for answers. Month-end no longer means hours of manual payment matching.
Use case
Vendor and Supplier Master Sync
Supplier records created or updated in Epicor sync automatically to QuickBooks — vendor names, payment terms, tax IDs, banking details, all consistent for purchasing and accounts payable. Changes in either system flow through tray.ai to prevent the kind of outdated supplier info that delays payments or causes compliance problems.
Use case
General Ledger Journal Entry Automation
Operational events in Epicor — work order completions, inventory write-offs, intercompany transfers — often need corresponding journal entries in QuickBooks. tray.ai generates and posts those entries automatically based on rules you configure, so the general ledger stays current without someone having to manually create an accounting entry after every operational event.
Get started with Epicor & QuickBooks integration today
Epicor & QuickBooks Challenges
What challenges are there when working with Epicor & QuickBooks and how will using Tray.ai help?
Challenge
Mismatched Data Models Between ERP and Accounting Systems
Epicor's data structures — jobs, work orders, BOMs — don't map directly to QuickBooks' simpler accounting constructs. Cost centers, job codes, and multi-warehouse inventory all need to be translated into QuickBooks chart-of-account entries and line item formats. That translation logic gets messy fast in spreadsheets or point-to-point scripts.
How Tray.ai Can Help:
tray.ai's data transformation tools let teams build custom field mappings and business logic between Epicor and QuickBooks without brittle code. The visual workflow builder and built-in data helpers let you define exactly how Epicor entities translate to QuickBooks structures — and update those mappings as business rules change.
Challenge
Handling Duplicate Records and Upsert Logic
Syncing customers, vendors, or invoices between systems always risks creating duplicates if the integration can't reliably tell whether a record already exists. Without solid deduplication logic, finance teams end up with duplicate vendors or customers that corrupt reporting and take hours to clean up.
How Tray.ai Can Help:
tray.ai workflows can include lookup steps that query QuickBooks or Epicor for existing records before creating new ones, matching on customer codes, tax IDs, or email addresses. Every sync either creates a new record or updates the existing one — not both.
Challenge
Managing High Transaction Volumes at Period End
At month end or quarter end, transaction volumes spike — hundreds of invoices, payments, and journal entries may need to sync within tight closing windows. Manual export-based integrations buckle under that pressure, causing delays and incomplete financial records at exactly the wrong moment.
How Tray.ai Can Help:
tray.ai handles high-volume, time-sensitive workflows with scalable execution and built-in error handling. Workflows can process transactions in parallel batches, retry on failure, and alert finance teams to any exceptions — so even the busiest period-end runs complete on time.
Challenge
Keeping Tax Codes and Chart of Accounts Aligned
Epicor and QuickBooks often maintain separate tax code libraries and chart of accounts configurations with different naming conventions. Syncing transactions without proper tax mapping produces incorrect tax calculations in QuickBooks and reports that won't survive an audit.
How Tray.ai Can Help:
tray.ai lets teams build and maintain lookup tables that translate Epicor tax codes and GL account identifiers to their QuickBooks equivalents. Those mappings live centrally within the workflow and can be updated by business users without touching the integration logic.
Challenge
Error Visibility and Reconciliation Auditing
When a sync fails — a missing required field, an API timeout, a validation error — finance and operations teams often have no idea what broke, which records were affected, or whether a retry happened. Without proper error logging, sorting out the two systems after a failure can take days.
How Tray.ai Can Help:
tray.ai provides detailed execution logs, configurable error alerts via email or Slack, and automatic retry logic for transient failures. Every workflow run records exactly what data was processed, which step failed, and what error came back — giving finance and IT a full audit trail to resolve issues quickly.
Start using our pre-built Epicor & QuickBooks templates today
Start from scratch or use one of our pre-built Epicor & QuickBooks templates to quickly solve your most common use cases.
Epicor & QuickBooks Templates
Find pre-built Epicor & QuickBooks solutions for common use cases
Template
Epicor Invoice to QuickBooks Invoice Sync
Automatically creates and updates QuickBooks invoices whenever a new invoice is generated or modified in Epicor, including line items, tax details, and customer references.
Steps:
- Trigger: New or updated invoice detected in Epicor via polling or webhook
- Transform: Map Epicor invoice fields to QuickBooks invoice schema, including customer ID lookup and tax code conversion
- Action: Create or upsert invoice in QuickBooks with full line item detail
Connectors Used: Epicor, QuickBooks
Template
QuickBooks Payment to Epicor AR Reconciliation
When a customer payment is recorded in QuickBooks, this template automatically updates the matching invoice status in Epicor's accounts receivable module, keeping cash receipt records in sync.
Steps:
- Trigger: New payment recorded in QuickBooks
- Lookup: Find the matching open invoice in Epicor using invoice number or reference
- Action: Mark invoice as paid or partially paid in Epicor AR and log the payment details
Connectors Used: QuickBooks, Epicor
Template
Epicor Purchase Order to QuickBooks Vendor Bill
Automatically generates a vendor bill in QuickBooks when a purchase order is approved in Epicor, then updates it on goods receipt to keep accounts payable accurate.
Steps:
- Trigger: Purchase order status changes to Approved in Epicor
- Transform: Map vendor, line item, quantity, and cost data to QuickBooks bill format
- Action: Create vendor bill in QuickBooks; update bill upon goods receipt confirmation in Epicor
Connectors Used: Epicor, QuickBooks
Template
Epicor New Customer to QuickBooks Customer Sync
Syncs new and updated customer records from Epicor into QuickBooks in real time, so billing details, payment terms, and contact information stay consistent across both systems.
Steps:
- Trigger: New or updated customer record detected in Epicor
- Lookup: Check if customer already exists in QuickBooks by email or customer code
- Action: Create new QuickBooks customer or update existing record with latest Epicor data
Connectors Used: Epicor, QuickBooks
Template
Epicor Inventory Adjustment to QuickBooks Journal Entry
Translates inventory adjustments and write-offs recorded in Epicor into general ledger journal entries in QuickBooks, keeping inventory asset and COGS account balances accurate.
Steps:
- Trigger: Inventory adjustment event detected in Epicor (scheduled batch or real-time)
- Transform: Convert inventory movement data into debit/credit journal entry format with appropriate GL account mapping
- Action: Post journal entry to QuickBooks with memo referencing original Epicor transaction ID
Connectors Used: Epicor, QuickBooks
Template
Epicor Supplier Sync to QuickBooks Vendor
Keeps vendor and supplier records consistent between Epicor and QuickBooks by automatically syncing new suppliers and updates to existing supplier details in real time.
Steps:
- Trigger: New or updated supplier record created in Epicor
- Lookup: Search QuickBooks for existing vendor by tax ID or supplier code
- Action: Create or update QuickBooks vendor record with name, payment terms, address, and tax information from Epicor
Connectors Used: Epicor, QuickBooks