SideQuest for medical supply distributors on QuickBooks Online
If you supply outpatient clinics, dental offices, urgent care chains, surgery centers, or small hospital systems, your customer POs come from three different procurement worlds. A solo practitioner emails a one-line reorder from their phone. A clinic group sends a faxed PO that hits your inbox as an attached PDF. A hospital system attaches an Excel sheet exported from their Materials Management module, with GPO contract numbers in column G. SideQuest reads all three out of your Gmail inbox, matches lines against your QuickBooks catalog, applies the right contract price, and builds the draft Estimate ready for your order desk to review.
What changes for you
Order entry stops being a typing job
Inbound POs from your clinic and hospital accounts get parsed automatically. Ship-to facility, PO reference, requested delivery date, and net terms get pulled into the right QuickBooks fields. Your CSR sees a populated draft instead of a blank Estimate.
GPO contract pricing applies on submit, not on a sticky note
Premier, Vizient, HealthTrust members all get their contract pricing on the line they ordered, not whatever they typed. Upload the customer cross-reference once. The matcher applies the contract SKU and contract price on every PO from that account and flags variance for review before it goes out.
Spreadsheet attachments parse without conversion
Hospital purchasing groups still export Excel from their Materials Management system. The connector reads .xlsx attachments natively. Rows become draft Estimate lines, columns get mapped to qty / SKU / description by header detection. No copy-paste, no manual cleanup.
Why this fits medical supply
Catalog quirk: brand cross-references
A clinic orders "Medline ProDri gauze 4×4" but your QuickBooks catalog lists it under "MDL-GAUZE-4X4-PRODRI." The matcher reads the description and brand cues alongside the part number, so the right SKU still lands on the draft. Auto-learn picks up the alias on first review so the next PO from that account matches cleanly without help.
Customer mix: GPO contracts, net-30 clinics, COD walk-ins
Hospital systems usually run net-30 against a credit limit. Independent clinics often need COD. Walk-ins exist for emergency supply runs. SideQuest's Customer Risk Gate reads QuickBooks Customer.Balance and overdue Invoices on every parse. A GPO member over their limit or with 60-day overdue invoices lands flagged "customer credit hold" before the CSR opens the draft.
Lot and expiry tracking stays in QuickBooks
SideQuest doesn't replace your inventory management workflow. The draft Estimate lands in QuickBooks Online with the line items matched and quantities populated. Your existing lot and expiry tracking (in QBO inventory or your bolt-on inventory tool) continues to fire when you submit and ship. We handle the typing-the-PO problem, not the lot-management problem.
Compliance and data handling
The connector runs on your computer, not in our cloud. PO bodies, QuickBooks catalogs, customer lists, and pricing never leave your machine. We see only PO counters used for billing and license validation pings. Customer PHI almost never appears in supply POs (they list catalog SKUs, not patient details), but we treat the data with the same constraints either way. See privacy and security.
Start free
Free tier covers 25 POs per month, no credit card. Solo at $29/month covers 150 POs and includes GPO cross-reference upload + auto-submit. Setup runs about 30 minutes via the install prompt with Claude Desktop.
Start free See pricingFAQ
Does SideQuest see protected health information?
No. The connector runs on your computer and only reads the PO emails you label. Customer PHI almost never appears in supply POs — they list catalog SKUs, quantities, and ship-to facility names. The PO body, QuickBooks catalog, and customer list never leave your machine. We see only license validation pings and PO counters for billing.
Can SideQuest apply GPO contract pricing automatically?
Yes via the customer cross-reference upload (Solo tier and above). Map each GPO member to their contract SKU and contract price. SideQuest applies it on every PO from that account and flags any variance for review before submit. Catalog price still backs everything up if the contract entry is missing.
What about hospital POs that come as Excel attachments?
Excel and CSV attachments are parsed natively. The connector reads the rows, matches each line to your QuickBooks catalog, and surfaces matches alongside what the buyer wrote in their spreadsheet. Many hospital systems still attach a worksheet exported from their Materials Management module — that flow works without conversion.
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