WooCommerce Connector by QuickBooks

Improve bookkeeping accuracy with the WooCommerce Connector by Intuit, which syncs data directly into QuickBooks. Edit, categorize, and match WooCommerce orders, payments, customers, and products.

The app imports order details like net amount, fees, taxes, discounts, products/services, and customers.

View status or orders/items

WooCommerce orders will be automatically added to your books. You can view the status of the transactions and items being imported in the Integration transactions (Take me there) page. There are several tabs on this page:

• Imported includes all orders and items that were successfully imported from WooCommerce.
• Processing includes all orders and items that are in progress and not yet imported.
• Excluded includes all orders and items that have been manually excluded from being imported.

Once an order is created in WooCommerce, it appears in the Imported tab of the Integration transactions screen, usually within 4 hours. 

How to connect

You need a WooCommerce account to use the WooCommerce Connector by QuickBooks. If you haven't already, create a WooCommerce account first. Then you’re ready to get started!

1. Select Integrations , then Find integrations (Take me there).
2. In the search bar, enter “WooCommerce Connector by Intuit”, then select it when you find the app.
3. Select Get app now.
4. Then enter your WooCommerce username (or email address) and password and select Login.
5. To authorize WooCommerce to send your orders to QuickBooks, select Approve.
6. Complete the app settings. You can change these settings later by selecting Settings from the options in the WooCommerce tile. 
7. Select the date you want WooCommerce to start importing orders, then click Done.
   Note: You can import up to 1 year's worth of historical orders.
8. Once the connection is complete, select Go to Integration Transactions.

Tips and terminology for your app settings

Retrieve settings specifies which order statuses should be retrieved.  

Select the WooCommerce 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 also want to sync sales in the Pending Payment or other statuses)

Sales settings tell QuickBooks how to create sales. 

• Create Sales in QuickBooks as specifies whether to create an order from WooCommerce as an invoice or a sales receipt.
  Sales receipts won’t get imported into QuickBooks until they are fully paid.
• Order Number Prefix - The prefix you input here is added to all orders retrieved from your WooCommerce. For example: If you have order '1234' in WooCommerce and you add the prefix 'Woo' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'Woo1234' and sent to QuickBooks Online accordingly.
• Automatic Invoice Numbers lets QuickBooks generate an invoice number for each sale.
  By selecting this option, you will allow your accounting system to assign an automatic invoice number, e.g., to adhere to sequential invoice number rules, rather than using the invoice number provided by the source system.
  Please note: To generate Invoice Numbers in QuickBooks, the Custom Transaction Numbers option in the Sales settings must be off. You can check the guide here. 
• Shipping charges say which item to use for shipping charges. This setting is only required if the Shipping option isn't enabled in the company settings.
• Discounts applied define which item to use for discounts. This setting is only required if the Discount option isn't enabled in the company settings.

Item settings tell QuickBooks how to create items.

• Create items specifies whether to create items as non-inventoried or inventoried items. Select Inventoried Items if you would like to track inventory in QuickBooks.
  Please note: Select Inventoried Items if you would like to track inventory in QuickBooks.  If you do not intend to track inventory within your QuickBooks Online, then you can specify the app to create items as Non-Inventoried Items within your QuickBooks Online
• Match items specifies whether to match the WooCommerce product SKU by the QuickBooks SKU or Name field. If the imported product matches the QuickBooks item, the app won’t create a new item.
• The Use Income account specifies which account will be used for all items. The account selected here will be the default income account assigned to all items that are sold.
• Use Expense Account specifies which account to use for purchased items.  A value is recommended for the Expense Account.
• Sync Inventory to WooCommerce- this will allow the connector to sync inventory changes from QuickBooks to WooCommerce. 

Note: Enable stock sync when QuickBooks is your source of truth for inventory, and each product has unique matching SKUs for reliable syncing. You can check our guide on how the inventory levels sync from QuickBooks to WooCommerce works. 

Tax settings specify which WooCommerce tax rates map to QuickBooks tax rates. This setting is only applicable if you have taxes set up in QuickBooks.

• Non-US company with sales tax enabled and auto tax disabled – Tax mapping will be shown in settings. 
• Non-US company with sales tax disabled and auto tax disabled – Tax mapping will be hidden in settings. 
• In all cases, the US company – Tax mapping will be hidden by default. 

Payment settings configure which QuickBooks accounts get used for WooCommerce payments and fees.

You’re ready to go! The WooCommerce App and your orders are available in Integration transactions (Take me there).

How to disconnect the app:

1. Go to My Apps, then the Overview tab.

2. Find the WooCommerce app card, select more options, then select Settings.

3. Select Disconnect.

WooCommerce orders/items overview: