Spreadsheet Sync vs. Craftybase: Which Is Better for Managing Your Product Business?

If you've been juggling spreadsheets and QuickBooks, you've probably heard of Spreadsheet Sync. It's a clever tool—but it wasn't built for makers.

Here's the thing: Spreadsheet Sync helps you get QuickBooks data into Excel. Craftybase helps you manage materials, production, and inventory before the numbers ever reach QuickBooks. Two very different approaches for two very different needs.

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Craftybase inventory dashboard

What QuickBooks Spreadsheet Sync Is Designed For

Spreadsheet Sync is an Excel add-in that connects to QuickBooks Online Advanced. It's built for finance teams and accountants who need to pull QuickBooks data into Excel for reporting, dashboards, and financial modeling.

The focus is financial workflows—not operations. And it's only available with QuickBooks Online Advanced, which starts at around $235/month.

What Craftybase Is Designed For

Craftybase handles inventory, materials, production tracking, and COGS calculations for makers and small-batch manufacturers. It's built for people who work with materials, recipes (bills of materials), batches, and finished goods.

When you need to connect to QuickBooks, QuickBooks Lite bridges Craftybase and your accounting system. It doesn't replace QuickBooks—it complements it by giving QuickBooks the operational layer it doesn't have.

Learn more about our QuickBooks integration »

Side-by-Side Comparison

Here's how Spreadsheet Sync and Craftybase differ when you look at what product-based businesses actually need day-to-day.

Feature / Need QuickBooks Spreadsheet Sync Craftybase + QuickBooks Lite
Setup required Excel add-in + QBO Advanced No setup at all
Updates Manual refresh Automatic
Data direction One-way (QB → Excel) Purchase data → QuickBooks
Inventory tracking ❌ Not included ✅ Full materials + stock + COGS
Production tracking ❌ ✅
Who it's for Finance teams Makers & product-based brands
Cost tier QBO Advanced only All Craftybase plans
Error risk High (spreadsheets break) Low (guided workflow)
Time saved Moderate High

When Spreadsheet Sync Works Well

Let's give it credit where it's due. Spreadsheet Sync does some things really well.

  • It's great for accountants who live in Excel and need to run custom reports or build financial models.
  • It's useful for consolidating data from multiple QuickBooks files or creating dashboards outside QuickBooks.
  • If you're already paying for QuickBooks Online Advanced, it's included at no extra cost.

But here's what it doesn't do: help you manage purchases, track inventory, or calculate what it costs to make your products. It's a reporting tool—not an operational one.

Where Spreadsheet Sync Falls Short for Product Businesses

If you're making things—candles, jewelry, soap, ceramics, anything with materials—Spreadsheet Sync won't help with the day-to-day work that product businesses actually need to do.

  • You're still manually entering purchases and tracking inventory outside QuickBooks.
  • There's no material-level detail, no production tracking, and no way to calculate COGS accurately for batches.
  • Templates and connections can break—especially when QuickBooks updates or your data structure changes.
  • It's locked behind QuickBooks Online Advanced, which costs significantly more than lower-tier plans.
  • Even with Spreadsheet Sync, you're still managing inventory in a separate spreadsheet somewhere.

We've talked to a lot of makers who tried this route. It works for a while—until it doesn't. And when it breaks, it's not always clear what went wrong or how to fix it.

When Craftybase Makes More Sense

Craftybase is built for the stuff that happens before the numbers hit QuickBooks. Here's when it makes the most sense:

  • You're managing materials, batches, production runs, and handmade workflows. Craftybase tracks it all—from raw materials to finished goods.
  • You want clean data flowing to QuickBooks without maintaining a separate spreadsheet system. QuickBooks Lite sends purchase orders automatically.
  • You don't want to upgrade to QuickBooks Online Advanced just to pull reports into Excel. Craftybase works with all QuickBooks Online plans.
  • You need accurate COGS and inventory valuation. Craftybase calculates this down to the material level, batch by batch.
  • You want something built for makers—not accountants. The interface and workflow make sense if you've got clay on your hands or thread in your hair.

How Craftybase Extends (Not Replaces) QuickBooks

This is important: Craftybase doesn't replace QuickBooks. It gives QuickBooks the operational layer it doesn't have.

Here's how it works:

  1. You track materials, production, and inventory in Craftybase.
  2. Craftybase calculates COGS accurately based on what you actually used to make each product.
  3. When you create a purchase order in Craftybase, QuickBooks Lite sends it to QuickBooks automatically.
  4. QuickBooks remains your source of truth for accounting, taxes, and bank feeds.

You're not choosing one or the other. You're using both together—and building a system that actually works for product-based businesses.

Learn more about our QuickBooks integration »

Quick Verdict

Spreadsheet Sync is a reporting tool. Craftybase is an inventory, production, and COGS management system.

If your workflow involves making things—tracking materials, running batches, managing stock—Craftybase is the better fit. If you're purely pulling financial data into Excel for custom reports, Spreadsheet Sync might be enough.

Most makers we talk to need the first one. Not the second.

Frequently Asked Questions

Is Spreadsheet Sync free?

No, it's only available with QuickBooks Online Advanced, which starts at around $235/month. If you're on a lower QuickBooks plan, you won't have access to it.

Does Spreadsheet Sync track inventory?

No. It's designed for financial reporting, not inventory, materials, or production tracking. If you need to manage stock or calculate COGS, you'll need a different tool.

Does Craftybase replace QuickBooks?

No—Craftybase enhances QuickBooks by handling inventory, materials, and production. QuickBooks remains your accounting system. The two work together, not as replacements.

Can I use Craftybase without upgrading to QBO Advanced?

Yes. Craftybase works with all QuickBooks Online plans, and QuickBooks Lite is available on all Craftybase plans. You don't need to upgrade to the most expensive QuickBooks tier.

Track materials. Manage production. Know your real costs.

If Spreadsheet Sync isn't giving you the operational visibility you need, Craftybase fills that gap. QuickBooks Lite exports purchase orders automatically, keeps your books aligned, and saves you from spreadsheet overhead.

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