QuickBooks Online and TrueCommerce integration

What moves between them

Purchase orders and invoices flow from QuickBooks Online into TrueCommerce for EDI translation and trading partner transmission. Incoming purchase order acknowledgments (855), advance ship notices (856), and supplier invoices (810) arrive at TrueCommerce's SFTP or Exchange API and are polled by ml-connector on a schedule (hourly or daily per your setup). Acknowledgments update existing purchase orders; invoices become bills in QuickBooks Online, mapped to the originating purchase order and the correct vendor. Reference data such as vendors is maintained via OAuth refresh in QuickBooks Online.

How ml-connector handles it

ml-connector stores TrueCommerce credentials (Merchant ID, API Key) encrypted and connects via SFTP or the managed Exchange API on a polling interval you specify. It fetches X12 documents, parses the EDI (purchase order acknowledgments, invoices, advance ship notices), and maps each to the corresponding QuickBooks Online purchase order or bill using order number and vendor. Each outbound QuickBooks Online purchase order is transformed into X12 850 format and queued for TrueCommerce transmission. The mapping uses TrueCommerce's customer-specific file paths and naming conventions, confirmed during onboarding. QuickBooks Online OAuth tokens are refreshed before expiry, and the refresh token rotation is tracked so stale tokens do not interrupt flow. Every EDI document carries an audit trail with timestamps, parsing errors, and mapping decisions, allowing replay if a downstream bill creation fails.

A real-world example

A small-to-mid-market wholesaler runs QuickBooks Online for accounting and vendors, and uses TrueCommerce to exchange EDI purchase orders and invoices with major suppliers. Before the integration, the operations team exported purchase orders from QuickBooks Online as text, manually formatted them into X12 850 EDI, uploaded them to TrueCommerce, and later downloaded received invoices from TrueCommerce and re-entered them as bills by hand, keying vendor, amount, and line account. With QuickBooks Online and TrueCommerce linked, purchase orders flow automatically through TrueCommerce to suppliers, and incoming invoices arrive as bills mapped to the originating order and the correct vendor, cutting manual entry and eliminating keying errors.

What you can do

• •Transform QuickBooks Online purchase orders into X12 850 EDI documents and queue them for TrueCommerce transmission.
• •Fetch incoming purchase order acknowledgments (855) and advance ship notices (856) from TrueCommerce and update the corresponding QuickBooks Online purchase orders.
• •Parse supplier invoices (810) from TrueCommerce EDI and post them into QuickBooks Online as bills mapped to the correct vendor and purchase order.
• •Handle TrueCommerce SFTP and Exchange API credentials encrypted and confirm customer-specific file paths and naming conventions during setup.
• •Track QuickBooks Online OAuth2 token refresh cycles to prevent stale tokens and maintain continuous bidirectional sync with full audit trail on every document.

Questions

How does ml-connector handle the EDI transformation between QuickBooks Online and TrueCommerce?

ml-connector accepts purchase orders and bills from QuickBooks Online, transforms them into X12 EDI format (850 for orders, 810 for invoices), and queues them to TrueCommerce's SFTP or Exchange API. Inbound EDI (855, 856, 810) is parsed and mapped back to QuickBooks Online objects using order number, vendor, and line amount. The transformation is automatic; no manual EDI formatting is required.

What happens if QuickBooks Online's OAuth token expires or the refresh token rotates?

ml-connector tracks the 1-hour access token expiry and rotates it before it becomes stale. If the refresh token changes during its 24-26 hour lifecycle, ml-connector detects the new token from the OAuth callback and updates it encrypted. If re-authorization is required, the sync pauses with a clear alert until you re-consent in the QuickBooks Online setup page.

Which EDI documents does the integration support, and in which direction?

Outbound from QuickBooks Online: 850 (purchase orders). Inbound from TrueCommerce: 855 (purchase order acknowledgments), 856 (advance ship notices), 810 (invoices), and 997 (functional acknowledgments). Acknowledgments and ship notices update existing purchase orders; invoices become bills. Other EDI documents can be added by configuration during setup.