Do I need to keep paying for QuickBooks while using Acctivate?

Acctivate is an inventory and business management solution that integrates tightly with QuickBooks Desktop and QuickBooks Online (Plus and Advanced editions) for accounting and financial management. While Acctivate handles inventory, order processing, and purchasing, it depends on QuickBooks for accounting functions and managing key system lists.

You must maintain an active QuickBooks license or subscription while using Acctivate. Here's why:

1. Acctivate does not replace QuickBooks accounting
   All financial data—such as journal entries, invoices, bills, and payments—is synced to QuickBooks for processing and reporting.

2. New vendors must be created in QuickBooks
   Vendor records must be entered in QuickBooks first. Acctivate syncs these vendors from QuickBooks but does not create them directly.

3. Lists are managed in QuickBooks
   The following lists are maintained in QuickBooks and synced to Acctivate:

   • General Ledger (G/L) Accounts

   • Sales Tax codes

   • Customer Types

   • Terms Codes

   • Currencies

   • Classes (if enabled)
     Any updates or additions to these lists must be made in QuickBooks.

4. Integration requires an active QuickBooks license
   Acctivate integrates with both QuickBooks Desktop and QuickBooks Online (Plus and Advanced editions). If your QuickBooks license becomes inactive, the sync between the systems will fail, causing disruptions in accounting and reporting.

5. Cost-saving tip: Reduce your QuickBooks user count or subscription level
   Since Acctivate handles daily operations, most users do not need direct access to QuickBooks. You may be able to reduce your QuickBooks subscription cost by:

   • Lowering your user count to only those who need accounting access.

   • Choosing a lower-tier QuickBooks plan, as long as it meets integration requirements (Plus or Advanced for Online users).