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.
Please Note: With QuickBooks Online integrations, we have 2 product matching options:
NAME: We match the product's SKU field from Shopify to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from Shopify to the product's SKU field in QuickBooks Online
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.
Please Note: Select the Refunded and Partially Refunded status on the Order filter if you wish to sync credit notes to your accounting app.
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. By enabling the Payouts Workflow, you are allowing OneSaas to automatically create Deposits within QuickBooks Online for the Payouts sent to your account by Shopify.
If you are unsure as to what exactly Shopify Payouts are, please refer to this Shopify support guide:
https://help.shopify.com/en/manual/payments/shopify-payments/getting-paid-with-shopify-payments
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 will be asked to map the Into Bank Account field. This is where we will record your Shopify Payouts as a Bank Transaction. The account to be used must be an "Other Current Asset" or a "Bank" account.
The selected account will be the Chart of Account that you will select when viewing your Deposit on your QuickBooks Account.
To view the Deposits created, go to:
Accounting > Chart of Accounts > Select Account Assigned to the Into Bank Account field
In the Create a Deposit section, you will be asked to map the Default Payment Method. Assign an account here if you want OneSaas to use a single clearing account for the Deposits from all the Payment Methods.
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. We will send the Payment Methods that do not have an assigned Income Account to the set Default Account.
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.
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.
NOTE: Stock Levels are not available to configure with QuickBooks Online France.
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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