Shopify and FreshBooks Integration Guide

Set up your OneSaas integration between FreshBooks Cloud Accounting and Shopify 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

Connect

Begin by connecting your apps to OneSaas. If you haven't already connected your apps, you can follow our guides to connect FreshBooks Cloud Accounting and Shopify.

Configure

The configuration process below will present you with various options detailing exactly how you want your Shopify and FreshBooks Cloud 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.

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 Shopify will be sent to FreshBooks Cloud Accounting as an Invoice
• Products from Shopify will be created in FreshBooks Cloud Accounting

INVOICE CREATION WORKFLOW

When you tick the When an Order is created in Shopify, create an Invoice in FreshBooks workflow, you will be asked to:

• Set up the filters to determine which orders will be retrieved from Shopify. You will have to set up the filters based on:
  
  • Payment Status
  • Fulfillment Status
  • Order Source

• Click on the Default Products and Advanced Options and set up the following:
  • 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 FreshBooks Cloud Accounting 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.
  • Assign them 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 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.
  • 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.
  • Create Invoices as - You also have the option to select whether you want the invoices to be created as Draft or Sent to FreshBooks Cloud Accounting.

     

• 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 FreshBooks Cloud Accounting. You can read more about the tax configuration here.

• Additionally, if you want your items from Shopify to be created in FreshBooks Cloud Accounting, just simply tick the box before the Create New Items in FreshBooks setting.

• Then, the Send Payments from Shopify to FreshBooks settings will allow you to select whether you want payment data from Shopify to be registered against your sales within FreshBooks Cloud Accounting.

• If you want to map different payment methods to different clearing accounts, this can be done by clicking the Advanced Options link:

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

PRODUCT CREATION WORKFLOW

If you want your products from Shopify to be created in FreshBooks Cloud Accounting, all you have to do is to tick the When a Product is created in Shopify, create new Items in FreshBooks workflow, then check the Create New Items in FreshBooks option.

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

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!

If you have any questions, reach out to our friendly Support Team for help at any time.