With QuickBooks Connector, you're able to set up your complete integration between Squarespace 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 the systems you're looking to integrate. You'll find guides on how to connect every system here. For this example, we'll be connecting Squarespace and QuickBooks Online. Select Manage to move forward.
The configuration process below will present you with various options detailing exactly how you want your Squarespace-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.
If you have any questions, reach out to our friendly support team for help at any time.
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 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 Squarespace to be sent into your QuickBooks Online
- Products from Squarespace to be sent into your QuickBooks Online
- If you have inventory turned on in your QuickBooks, QuickBooks Connector can read this information and update Squarespace.
2. Start the configuration process by selecting the first workflow, to sync Squarespace orders into QuickBooks Online, as shown below.
This set of configuration settings will help determine some basic integration behavior:
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Select the Squarespace order statuses from which the app will retrieve sales to sync into your QuickBooks Online.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending or Fulfilled statuses) -
Select how Squarespace orders will appear in your QuickBooks Online. In the case of QuickBooks Online, choose if you want your Squarespace orders to be sent to QuickBooks Online as Sale invoices or Sales Receipts. Please select the appropriate option for your business.
3. Next, there are advanced settings called Default Product and Advanced Options
- Order Number Prefix - The prefix you input here is added to all orders retrieved from your Squarespace account. For example: If you have order '1234' in Squarespace and you add the prefix 'SQ-' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'SQ-1234' and sent to QuickBooks 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.
You can read more about how this works here. - Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
- Gift Card Product - Similar to the Shipping and Discount item options above, you can specify a dedicated gift card 'Item' so you can track your gift card on sales.
- 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 Squarespace 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 "Squarespace " customer record.
You can read more about how this works here. - Automatic Invoice Numbers - This option allows you to disregard the Squarespace order number completely, and use the sequential numbering convention within your accounting system.
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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.
If you have any questions, reach out to our friendly support team for help at any time.
- DueDate Offset - A due date will be assigned if transactions do not have a due date. This is calculated using the transaction date and the Due Date Offset. If not set, the transaction date is used as the due date.
4. Next, if you plan to sync refunded orders from Squarespace to QuickBooks, enable the option to create credit notes in QuickBooks.
a.) The account from which the payment money is refunded- Select the chart of account where you want QuickBooks Connector to pull the refunded payment from QuickBooks.
b.) Refund Number Prefix - This allows you to add your preferred credit note number prefix QuickBooks Connector will add for your new credit notes created in QuickBooks.
c.) Partial Refund Product - Product used to represent partial amount refunds.
5. Matching Squarespaceproducts with QuickBooks Online
In order for sales to properly integrate with your accounting system, we expect that you have all of your Squarespace 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 Squarespace to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from Squarespace to the product's SKU field in QuickBooks Online
6. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your Squarespace, you must select its corresponding sales tax in your Accounting system.
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.
7. 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.
8. Next, payment configuration settings will allow you to select whether you want payment data from Squarespace 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 Map Individual Payment Methods.
Note: If you are unsure of which clearing accounts to use, please ask your accountant.
Make sure you click on Save once you are happy with your changes.
You can read more about how this works here.
9. You also have the option to send your order payment fees that were processed through Squarespace by enabling this option.
Please Note: If you want to send fees to QuickBooks Online please make sure that this is configured with the help of your accountant.
Also, in the Payments section, the Payment Method accounts should be configured according to the following:
- QuickBooks US and CA: Credit Cards or Checking Bank accounts.
- QuickBooks AU and UK: Cash accounts.
- Other regions: Configure any account.
10. 
The next workflow option will allow QuickBooks Connector to read all of your Squarespace 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 Squarespace 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.
11. Finally, if you would like stock level updates from QuickBooks syncing back to Squarespace you can simply select this option, then, you will be asked to select how you want to match the items to QuickBooks Online items either by Name or SKU.
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 SquareSpace stock levels. Click here to know more about our Stock Control process.
Make sure you click on Save once you are happy with your changes.
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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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