With OneSaas, you're able to set up your complete integration within minutes using our simple setup process. Below is a step by step walk through the process, highlighting some useful key points throughout the process:
Begin here by connecting your apps to OneSaas. If you haven't already connected your apps, you can follow our guides to integrate Shopify and QuickBooks Online. Select Manage to move forward.
The configuration process described below is for a standard integration between Shopify 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 now be presented with workflows which are all optional. In this walkthrough, these workflows will be tackled to demonstrate the full capabilities of the setup process.
- Sales from Shopify to be sent into your QuickBooks Online
- Payouts from Shopify to be sent as deposits into your QuickBooks Online
- Products from Shopify to be sent into your QuickBooks Online
- If you have inventory turned on in your QuickBooks Online, OneSaas can read this information and update Shopify.
2. Start the configuration process by selecting the first workflow, to sync Shopify 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 Shopify 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 or Partially Paid statuses) - Select how Shopify orders will appear in your accounting system. In the case of QuickBooks Online, choose if you want your Shopify 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 Shopify account. For example: If you have order '1234' in Shopify and you add the prefix 'SPFY' in the configuration, your order will be retrieved into OneSaas with the order number 'SPFY1234' 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 Shopify 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 "Shopify" customer record.
You can read more about how this works here.
E) Automatic Invoice Numbers - This option allows you to disregard the Shopify 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.
4. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your Shopify, you must select its corresponding tax code in QuickBooks Online.
You can read more about the tax configuration here.
5. Matching Shopify products with QuickBooks Online
In order for sales to properly integrate with your accounting system, we expect that you have all of your Shopify items set up with unique SKUs. With the QuickBooks Online system specifically, you have the option to match your Shopify SKUs with either the QuickBooks item Name field or the SKU field.
Other Accounting systems will have a single Item Number / Item Code field with which to match against your Shopify SKUs.
6. If you'd like OneSaas to Create new items in QuickBooks Online you can enable this option. 
On the Items Settings configuration page, 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.
7. Next, Payment configuration settings will allow you to select whether you want payment data from Shopify 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.
8. With this integration, you also have the option to automatically create Credit Notes in QuickBooks Online. 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 and select the Partial Refund Product that will represent partial amount refunds.
9. You can also sync the Fees as Bills within your QuickBooks Online account by enabling this workflow. To do this, just map the Allocate Fees into account field that will be used as the default Fee account when pushing the Fees to QuickBooks Online. Then, the Use the Following Expense Accounts section is where you will map the Fee expense accounts that will come from the Fee types which are charged by Shopify and if there are any tax associated with the fees.
Make sure you click on Save once you are happy with your changes.
10. A workflow to sync Shopify Payouts or Bank Deposits is also made available. Here, your Bank Payments will be sent to QuickBooks Online as Deposits. Once you enable this workflow, you will be required to map the Into Bank Account field. This is the account where your Shopify Payouts will be recorded as a Bank Transaction. This must be an "Other Current Asset" or "Bank" account.
In the Create a Deposit section, you will be asked to map the Default Payment Method field which will be added to the Payment Method section of the Deposit Lines. While in the Use Income Accounts section, you will have to map the Income accounts to their corresponding accounts in QuickBooks Online. Most of these will come from the Payment accounts which are created when we pull payments (e.g. Stripe, Visa, Mastercard, PayPal, etc.). To complete this workflow, the Use Expense Accounts section is a requirement as well. Here, you have to map the Fee expense accounts. Most of these will come from the Fee types which are charged by the source system or if there is any tax associated with the fees.
11. The next workflow option will allow OneSaas to read all of your Shopify 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 Shopify 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.
12. Finally, if you would like to send stock level data from QuickBooks Online to your Shopify products, you can simply select and enable this option.
Store Location - You are given the option to choose which Shopify store location you want QuickBooks Online to sync stock levels. Simply select an option in the drop-down and hit Save if you are happy with your configuration.
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 Shopify stock levels. Click here to know more about our Stock Control process.
Once you are finished in configuring your integration set up, you can proceed in setting up your sync settings.
The Integration Starting Date setting specifies a filter against your Shopify order date. This means any orders dated before the specified date will not sync.
Once you have agreed to the OneSaas user terms and conditions, you can then turn on the automated hourly sync!
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