With QuickBooks Connector, you're able to setup your complete integration between WooCommerce and QuickBooks Online within minutes using our simple setup process. Below is a step by step walkthrough, highlighting some useful key points throughout the process:
Begin here by connecting your apps to QuickBooks Connector. If you haven't already connected your apps, you can follow our guides to connect WooCommerce and QuickBooks Online. Select Manage to move forward.
The configuration process described below is for a standard integration between WooCommerce and QuickBooks Online. If you are also connecting a third app, then you'll have to configure this as you go through the setup process.
1. You will be required to set up your Synchronization Options before you can start configuring your workflows. You need to set up the following:
- Account Timezone
- Integrations Starting Date
- Email Sync Report Options
Then, You will be presented with three workflows, which are all optional. In this walk-through
, these three workflows will be selected to demonstrate the full capabilities of the setup process.
- Sales from WooCommerce to be sent into your QuickBooks Online
- Products from WooCommerce to be sent into your QuickBooks Online
- If you have inventory turned on in your QuickBooks Online, QuickBooks Connector can read this information and update WooCommerce.
2. Start the configuration process by selecting the first workflow, to sync WooCommerce orders into QuickBooks Online, as shown below.
Once you've selected the first option to create orders in your QuickBooks Online you'll be asked to:
- Select the WooCommerce order statuses from which the app will retrieve sales to sync into your Accounting system.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending Payment or other statuses) - Select how WooCommerce orders will appear in your accounting system. In the case of QuickBooks Online, choose if you want your WooCommerce orders to be sent to QuickBooks Online as Sale Invoice or Sales Receipts. Please select the appropriate option for your business.
3. Next, there are advanced settings called Default Product and Advanced Options
A) Order Number Prefix - The prefix you input here is added to all orders retrieved from your WooCommerce. For example: If you have order '1234' in WooCommerce and you add the prefix 'Woo' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'Woo1234' and sent to Quickbooks Online accordingly.
B) Use Shipping Item - You may be charging your customers extra shipping charges on your sales. If this occurs, the integration can allow you to specify a dedicated "Item" to assign these shipping charges. This will allow you to easily track any revenue generated from shipping charges.
You can read more about how this works here.
C) Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
D) Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however if your WooCommerce customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
Alternatively, if you do not want any customer records to be created within your Accounting system at all you can select the Generic Online Sale Customer option, this means all sales will be synced to your Accounting system against a generic "WooCommerce" customer record.
You can read more about how this works here.
E) Automatic Invoice Numbers - This option allows you to disregard the WooCommerce order number completely, and use the sequential numbering convention within your accounting system.
F) Assign Sales to Class / Assign Sales to Location - These 2 options allow you to choose a default Class or Location within your QuickBooks Online system. This is an option unique to QuickBooks Online, and only if you have set up Classes or Locations within your QuickBooks company file.
3. If you would like credit notes generated in QuickBooks Online when an order is refunded or canceled in WooCommerce, you can select this option:
Please Note: Select the Refunded and Partially Refunded status on the Order filter if you wish to sync credit notes to your accounting app.
4. Matching WooCommerce products with QuickBooks Online
In order for sales to properly integrate with your accounting system, we expect that you have all of your WooCommerce items set up with unique SKUs.
Please Note: With QuickBooks Online integrations, we have 2 product matching options:
NAME: We match the product's SKU field from WooCommerce to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from WooCommerce to the product's SKU field in QuickBooks Online
5. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your WooCommerce, you must select its corresponding tax code in QuickBooks Online. You can read more about the tax configuration here.
Note: If your sales tax setting is disabled in your QuickBooks Online account or the Automated sales tax is ON(QuickBooks US version Only), you can skip this step.
6. If you'd like QuickBooks Connector to Create new Items in QuickBooks Online, you can enable this option.
You'll have to select the Income and Expense Accounts to be used for Non-Inventoried items.
PLEASE NOTE: For Inventoried item setup: QuickBooks Connector can only assign the COGS account for the products upon creation BUT we will not sync the COGS price of products.
You can find more information on the integration of items here.
7. Next, Payments configuration settings will allow you to select whether you want payment data from WooCommerce to be registered against your sales within your QuickBooks Online.
If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options
You can read more about how this works here.
Note: If you are unsure of which clearing accounts to use, please consult with your accountant.
Make sure you click on Save once you are happy with your changes.
8. The next workflow option will allow QuickBooks Connector to read all of your WooCommerce items and create them into your QuickBooks Online. Some users prefer to only have items that are used in actual sales to be created (which is covered above). While other users prefer to take all WooCommerce items and send them through instead.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your Accounting system after the items are created by the app.
Make sure you click on Save once you are happy with your changes.
You can read more about how this works here.
9. Finally, if you would like to send stock level data from QuickBooks Online to your WooCommerce products, you can simply select and enable this option and hit Save.
NOTE: Stock Levels are not available to configure with QuickBooks Online France.
PLEASE NOTE: This option should only be enabled if you have stock levels set up in QuickBooks Online prior to the integration. Otherwise, you will risk wiping out your WooCommerce stock levels. Click here to know more about our Stock Control process.
Voila! Your account is now ready to sync your data across your apps! When your auto-sync is on, your account should sync every hour but you can trigger manual sync anytime! Just click the Sync Now button on the Synchronization Options on top of your Manage tab!
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