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Publish freight invoices to QuickBooks Online automatically
Landara captures your import documents, calculates landed costs, then pushes the original invoices to QBO as bills. No duplicate data entry. Your bookkeeper gets clean bills with documents attached, plus a FIFO cost of goods sold journal that Landara posts to QuickBooks for you on your command, or hands you as a CSV. You stay in control of when it posts.
QuickBooks Online wasn't built for landed cost calculations
QBO handles bills and purchase orders, but there's no native way to link freight invoices to POs and allocate costs across products. Most importers end up in a spreadsheet.
Timing mismatch
Freight invoices arrive before your bookkeeper enters them. You're waiting on QBO data that isn't there yet to calculate landed costs.
No document linking
QBO treats your PO, freight forwarder bill, and customs broker invoice as separate, unrelated expenses. No way to connect them to a single shipment.
Manual COGS tracking
Getting true landed costs into your inventory valuation requires manual workarounds, error-prone and impossible to audit months later.
Capture documents first, push to QBO when ready
Landara is the source of truth for your import documents. Process them before they hit the books.
Capture
Upload your PO and freight invoices to Landara. AI extracts all the data.
Calculate
Allocate freight, duty, and fees across products for an accurate per-unit landed cost.
Publish
Push original freight invoices to QBO as bills. Source documents attached automatically.
Reconcile
Your bookkeeper finds clean bills in QBO, ready for payment and reconciliation.
What Landara gives you for QuickBooks Online
A cost of goods sold journal Landara posts to QuickBooks on your command, plus original documents as proper accounting records. You control when everything posts. Nothing hits your ledger until you say so.
COGS Journal, Posted On Your Command
Landara produces a period Dr COGS / Cr Inventory journal from your perpetual FIFO (or average) costing, then posts it to QuickBooks for you when you choose, or hands you a CSV. You review first, and nothing posts until you say so.
Bills from Freight Invoices
Each freight invoice creates a bill in QBO with the correct vendor, date, line items, and amounts. Your bookkeeper can approve and pay as normal.
Purchase Orders
Push extracted PO data to QBO as a purchase order. Keeps your QBO records in sync with what you've ordered from suppliers.
Document Attachments
The original PDF is attached to every bill and PO created in QBO via the Attachable entity. Full audit trail without digging through email.
Tax Code Mapping
Configure your default tax codes and GL accounts per cost category. Set once in Settings, applied automatically on every publish.
Vendor Matching
When you enter a supplier name, Landara searches your existing QBO vendors to match. Prevents duplicate vendors from being created.
Token Management
Landara refreshes your QBO connection automatically. If the refresh token expires after 100 days of non-use, you'll see a clear 'Reconnect' prompt.
Published to QuickBooks OnlineBill Created
Pacific Freight Solutions, INV-2024-0847
Date
01/15/2025
Total
$2,849.00
Line Items
Ocean Freight, 40ft Container
Terminal Handling Charge
Customs Clearance
Cargo Insurance
Why "push-first" matters
Most expense tools (Dext, Lightyear) capture documents and push them to QBO. That's useful, but it doesn't solve the landed cost problem.
Landara is different because it captures, calculates, then publishes. Your freight invoices enter Landara first, costs are allocated across products, and only then do the original documents get pushed to QBO.
This means you don't wait for your bookkeeper to enter bills before calculating landed costs. And when the bills do land in QBO, they're already linked to a complete cost allocation in Landara.
One-time configuration, then it just works
Connect your QuickBooks Online account and map your tax codes. That's it.
Connect QBO
OAuth login: click 'Connect to QuickBooks', authorize, done. No API keys to manage.
Map Tax Codes
Set default tax codes and GL accounts for products, freight, duty, insurance, clearance, and other costs.
Publish
After any calculation, click 'Publish to QBO' to push bills with correct codes and attached documents.
Common questions
Landara reads your account list, tax codes, and vendors for mapping and autocomplete. But your documents and cost data flow from Landara to QBO, not the other way around. Landara is the source of truth.
Landara creates Bills from your freight invoices and Purchase Orders from your PO documents. Each record includes extracted line items and the original document as an attachment.
Yes. Nothing is pushed to QBO until you click the publish button. You review all extracted data, confirm amounts, and then choose to publish. You can also publish documents individually.
When you set a supplier name on a shipment, Landara searches your existing QBO vendors. If a match is found, it links to that vendor. This prevents duplicate vendor records from being created.
Landara uses the QBO Bills and Purchase Orders APIs, which are available on QBO Plus and Advanced plans. Simple Start and Essentials don't support purchase orders, but bill creation works on all plans.
QBO access tokens expire after 60 minutes and are refreshed automatically. If you don't use Landara for 100+ days, the refresh token expires and you'll need to reconnect with one click. Your data in Landara is unaffected.
Pricing is flat and seatless, never per-seat. QBO publishing and the FIFO COGS journal are available on the COGS plans (from $49/month, unlimited team members). Free tier users can calculate landed costs and export to CSV.
“Landara has made it much easier to keep track of my actual product costs. I really like that it takes things like shipping and duties into account instead of just showing the basic cost. Simple app, easy to use, and I’m already getting a much clearer idea of my real margins.”
“I installed Landara because I was getting tired of guessing what my inventory was actually costing me. What I liked most was being able to see the product cost together with things like shipping and duties, I've been trying to keep a closer eye on my margins, so having those costs in one place has made things much easier for me. It didn't take me long to get setup either, which was a nice bonus.”
“I honestly didn’t expect Landara to make this part of my store that much easier. I installed it mainly to get a better handle on my actual product costs, and I was pleasantly surprised by how everything comes together. I’m still exploring it, but so far it’s been really useful and I’m impressed with how it works.”
“I've just started using Landara, and so far I'm impressed with how it handles landed costs. I especially like being able to account for things like freight and duty instead of treating the supplier price as the whole cost. Still exploring the app, but it already looks like it could save me a lot of spreadsheet work.”
Stop entering freight invoices twice
Upload your documents to Landara, calculate landed costs, and push clean bills to QuickBooks Online, all in one workflow. Start with 10 costed shipments free.