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.
The QuickBooks Connector App on your Shopify App Store will allow you to integrate your Shopify store with your accounting system within minutes using our simple setup process. Below is a step by step walkthrough process, highlighting some useful key points throughout the process:
Log into your Shopify store and access the App Store. 
You can then do a search for 'QuickBooks Connector' to find the relevant app to install.
Once you have installed the QuickBooks Connector app via the Shopify App Store, you will be asked to connect the accounting system that you wish to integrate.
For this example, we'll be connecting Shopify with QuickBooks Online.
Please be aware that you will be asked to enter in your login credentials for your Accounting system in order to authorize the connection. Your login credentials are not stored within the integration app, or any other system during this process.
Once the connection is authorized, you can then move onto the configuration settings.
For Shopify integration guides with specific accounting systems please see here:
The configuration process below will present you with various options detailing exactly how you want your Shopify-Accounting 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.
If you have any questions, reach out to our friendly support team for help at any time.
1. You will first be presented with a list of main workflows. These are all optional so please make sure to read each option carefully. Generally, our sync will allow the following:
- Sales from Shopify to be sent into your Accounting system
- Products from Shopify to be sent into your Accounting system
- If you have inventory turned on in your accounting system, QuickBooks Connector can read this information and update Shopify.
2. Start the configuration process by selecting the first workflow, to sync Shopify orders into Accounting, as shown below.
This set of configuration settings will help determine some basic integration behaviour:
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Select the Shopify order statuses from which the app will retrieve sales from 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
These options give you greater control over how sales appear in your accounting system. If you are unsure, then you can leave this section blank for now and come back at a later date to re-configure them.
A) Order Number Prefix - Traditionally, the Shopify system will only provide a 4-digit order number. This will then be used as the invoice number when sent to the Accounting system. However a simple 4-digit invoice number can potentially overlap with old, pre-existing invoices in your accounting system. As a result the integration gives you the option to specify a prefix to ensure that Shopify order numbers are unique when they are sent to your Accounting system.
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.
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.
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.
If you have any questions, reach out to our friendly support team for help at any time.
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 sales tax in your Accounting system.
5. 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 have no items set up within your Accounting system yet, or if you would like QuickBooks Connector to read Shopify items and create them within your Accounting system, you can enable the following option.
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.
Here is a quick explanation of each of these options:
A) Non-Inventoried Items / Inventoried Items - If you do not intend to track inventory within your Accounting system, then you can specify the app to create items as Non-Inventoried Items within your accounting system. Alternatively, if you do want to track stock levels within your accounting system, you can select the Inventoried Items option.
PLEASE NOTE: If you choose to have products created as Inventoried Items, you will need to go into your Accounting system and manually set up the initial stock levels for each item.
B) Income Account / Expense Account / COGS Account / Inventory Asset Account - These are all basic accounts that your Accounting system requires when creating a new item. If you are unsure of which accounts to use, please ask your accountant.
C) Inventory Starting Date - If you wish to track inventory within your Accounting system, you will also be required to specify a starting date for when inventory starts. Please make sure you specify a historical date so that historical sales can be generated against items created by the integration.
E.g. If you are looking to integrate sales from 1st Feb, then you should set an Inventory Starting date that's dated 31st Jan, or earlier.
If you have any questions, reach out to our friendly support team for help at any time.
7. Next, Payments configuration settings will allow you to select whether you want payment data from Shopify to be registered against your sales within your Accounting system.
If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options
If you are unsure on which clearing accounts to use, please ask your accountant.
8. Make sure you click on Save once you are happy with your changes.
9. The next workflow option will allow QuickBooks Connector to read all of your Shopify items and create them into your Accounting system. Some users prefer to only have items which 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.
10. Finally, if you would like to send stock level data from your Accounting system to your Shopify products, you can simply select the final workflow.
PLEASE NOTE: This option should only be enabled if you have stock levels set up prior to the integration. Otherwise, you will risk wiping out your Shopify stock levels.
Make sure you click on Save once you are happy with your changes.
Once you are finished with configuring your integration workflow settings, you can proceed with setting up your sync settings. This can be found under the Sync tab:
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 QuickBooks Connector user terms and conditions, you can then turn on the automated hourly sync!
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