eBay and QuickBooks Online Integration Guide

Set up your QuickBooks Connector integration between eBay 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.

1. Connect
2. Configure
3. Sync

NOTE: The QuickBooks Connector for QuickBooks Online is not compatible with QuickBooks Self-Employed, QuickBooks Desktop, and QuickBooks Enterprise.

QuickBooks users based in the USA should refer to the new app QuickBooks Commerce Accounting.

Shipping Labels or costs from eBay is not part of the sync process at this time, however, our developers are working to add this as a new feature.

Connect

Begin by connecting your apps to QuickBooks Connector. If you haven't already connected your apps, you can follow our guides to connect eBay and QuickBooks Online.

Configure

The configuration process below will present you with various options detailing exactly how you want your eBay and QuickBooks Online integration to work. Please be aware that we do expect you to have some basic accounting knowledge to make sure that the integration settings are tailored to your business and accounting practices.

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

2. You will be presented with workflows that are all optional. In this walkthrough, these workflows will be selected to demonstrate the full capabilities of the setup process.

• Sales from eBay will be sent to QuickBooks Online as an Invoice
• Products from eBay will be created in QuickBooks Online
• Stock Level Updates from QuickBooks Online will be sent to eBay

INVOICE CREATION WORKFLOW

When you tick the When an Order is created in eBay, create a Sale in QuickBooks Online workflow, you will be asked to:

• Set up the filters to determine which orders will be retrieved from eBay. You will have to set up the filters based on the Order Status
• You also have the option to select whether you want the sale to be created as Sales Invoice or Sales Receipt to QuickBooks Online

Click on the Advanced Options and set up the following:

• Order Number Prefix - The prefix you input here is added to all orders retrieved from your eBay account. For example: If you have order '1234' in eBay and you add the prefix 'EB' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'EB1234' and sent to QuickBooks Online accordingly.
• 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.
• Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
• Surcharge Product - This ensures all surcharge line items that are not assigned to a specific surcharge product are assigned to the default surcharge product selected here.
• Select Tax Type - This option will allow you to set your preferred tax type to be used when sending Sales to QuickBooksOnline.
• Assign Sales to Class / Assign Sales to Location - These two 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.
• Assign Sale to the - 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 eBay 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 "eBay" customer record.
• Automatic Invoice Numbers - This option allows you to disregard the eBay order number completely, and use the sequential numbering convention within your accounting system.
• Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
• Rounding Off Product - Select the preferred product to be used when sending rounding discrepancies as a line item.
• DueDate Offset - A due date type will be assigned if transactions do not have a due date. This is calculated using the transaction date, the Due Date Offset and the type specified. If not set, the transaction date is used as the due date.
• Allow Credit Card Payments - Tick this option if you want to allow credit card payments for the transactions.

• You can also select how you want to match your eBay products with your QuickBooks Online products. You can either match by Name or SKU. In order for sales to properly integrate with your accounting system, we expect that you have all of your eBay 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 eBay to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from eBay to the product's SKU field in QuickBooks Online

• Additionally, if you want the new items within your invoices from eBay to be created in QuickBooks Online, just simply tick the box before the Create New Items in QuickBooks Online setting. In this section, you'll have to select the income and expense accounts to be used for your inventoried and non-inventoried items. You can find more information on the integration of items here.

• Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your eBay, you must select its corresponding tax code in QuickBooks Online. You can read more about the tax configuration here.

• Then, the Send Payments from eBay to QuickBooks Online settings will allow you to select whether you want payment data from eBay to be registered against your sales within QuickBooks Online.

• You also have the option to Retrieve Refunded Orders from eBay. In this workflow, you will be asked to map a Fallback account from which the payment money is refunded. You will also be asked to input your preferred Refund Number Prefix which will be appended before the refund receipt number.

• Do not forget to click the Save button to keep your progress.

PAYOUTS CREATION WORKFLOW

By enabling the Payouts Workflow, you are allowing QuickBooks Connector to automatically create Deposits within QuickBooks Online for the Payouts sent to your account by eBay.

Please Note: If you wish to enable Payouts to sync to QuickBooks Online, we recommend that you disable the Orders workflow above, which could double up your reported revenue if not set up correctly. You might also have to re-authenticate eBay and grant access to Payouts if this is your first time enabling this workflow.

You will be asked to fill in the Into Bank Account field. This is where we will record your eBay Payouts as a Bank Transaction. The account to be used must be an "Other Current Asset" or a "Bank" account.

In the Create a Deposit section, you will be asked to assign a Default Payment Method if you wish to have the unmapped payment methods to be diverted into the selected account here.

Use Income Accounts Section:
The income accounts to be selected here is where you will be able to map the different Payment Methods to specific clearing accounts.

Use Expense Accounts Section:
The expense accounts to be selected here is where we will map the Fees, Charges, and Taxes part of the Payout.

• Do not forget to click the Save button to keep your progress.

PRODUCT CREATION WORKFLOW

If you want all your new products from eBay to be created in QuickBooks Online, all you have to do is to tick the When a Product is created on eBay, create new Items in QuickBooks Online workflow. You'll have to select the income and expense accounts to be used for your inventoried and non-inventoried items. You can find more information on the integration of items here.

• Do not forget to click the Save button to keep your progress.

STOCK UPDATE WORKFLOW

When you tick the When Stock Levels are updated in QuickBooks Online, update stock levels in eBay workflow, you will be asked to select how you want to match the items to QuickBooks Online items either by Name or SKU then click Save.

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 eBay stock levels. Click here to know more about our Stock Control process.

Sync

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!