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Connect WooCommerce to QuickBooks Online with QuickBooks Connector (OneSaas)

by Intuit• Updated 6 months ago

Learn how to connect WooCommerce to QuickBooks Online with QuickBooks Connector (OneSaas).

QuickBooks Connector lets you connect WooCommerce and QuickBooks Online within minutes. We’ll show you how.

Step 1: Connect WooCommerce and QuickBooks Online to QuickBooks Connector

If you haven’t yet, connect WooCommerce and QuickBooks Online to QuickBooks Connector.

Select the Manage tab.

Step 2: Set up WooCommerce and QuickBooks Online

Note: If you want to connect a third app, you need to set it up as you go through this process.

Before you set up your workflows, you'll need to set up your synchronisation options:

  • Account timezone
  • Integrations starting date
  • Email sync report options

Step 3: Set up optional workflows

Here are three optional workflows you’ll see, and what you can do with them.

  • Your sales from WooCommerce will be sent to QuickBooks Online.
  • Your products from WooCommerce will be sent to QuickBooks Online.
  • If you turn on your inventory in QuickBooks Online, QuickBooks Connector can read this info and update WooCommerce.
  1. Select the first workflow to sync your WooCommerce orders with QuickBooks Online.
  2. Select the WooCommerce order statuses, then the app will retrieve sales to sync into your accounting system.

Note: Depending on the nature of your business, you may want to also sync sales in the Pending Payment section or other statuses.

  1. Select how WooCommerce orders will appear in your accounting system. In the case of QuickBooks Online, choose if you want your WooCommerce orders to be sent to QuickBooks Online as sale invoices or sales receipts.
  2. On the Default Product and Advanced Options, you can set up the following:
Order Number PrefixThe prefix you input here is added to all orders retrieved from 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'. Then it’s sent to Quickbooks Online accordingly.
Use Shipping ItemYou 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. Here’s how this works.
Discount ProductSimilar to the Shipping item option, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
Original Customer/Customer's Organisation/Generic Online Sale CustomerMost 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 WooCommerce customers specify a company name and you prefer to have that appear in your accounting system instead, then you can opt for the Customer's Organisation option.
Alternatively, if you don’t 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 "WooCommerce" customer record.
You can read more about how this works here.
Automatic Invoice NumbersThis option allows you to disregard the WooCommerce order number completely, and use the sequential numbering convention within your accounting system.
Assign Sales to Class/Assign Sales to LocationThese two options allow you to choose a default class or location within QuickBooks Online.
This is an option unique to QuickBooks Online, and only if you have set up classes or locations within your company file.
  1. (Optional) If you like adjustment notes generated in QuickBooks Online when an order is refunded or cancelled in WooCommerce, you can select Create Adjustment notes in QuickBooks Online.

Note: Select the Refunded and Partially Refunded status on the order filter if you wish to sync adjustment notes to your accounting app.

  1. Match WooCommerce products with QuickBooks Online. In order for sales to properly integrate with your accounting system, we expect that you have all of your WooCommerce items set up with unique SKUs.

Note: With QuickBooks Online integrations, we have two product matching options:

  • Name - We match the product's SKU field from WooCommerce to the product's name field in QuickBooks Online.
  • SKU - We match the product's SKU field from WooCommerce to the product's SKU field in QuickBooks Online.
  1. Next, you'll be taken to the tax configuration page. Here, for each tax created in WooCommerce, you must select its corresponding tax code in QuickBooks Online. Learn more about the tax configuration.

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.

  1. If you like QuickBooks Connector to add new Items in QuickBooks Online, select Create new Items in QuickBooks Online. You'll have to select the income and expense accounts to be used for non-inventoried items.

Note: For Inventoried item setup, QuickBooks Connector can only assign the COGS account for the products upon creation, but we won’t sync the COGS price of products. Learn more about item integrations.

  1. Payments configuration settings will allow you to select whether you want payment data from WooCommerce to be registered against your sales within QuickBooks Online.

If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options settings. Find out how this works.

Note: If you’re unsure which clearing accounts to use, consult with your accountant. Make sure to select Save once you’re happy with the changes.

Some users prefer to only have items that are used in actual sales to be created, while other users prefer to take all WooCommerce items and send them through instead.

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 to select Save once you’re  happy with your changes. Find out how this works.

If you like to send inventory level data from QuickBooks Online to your WooCommerce products, tick and enable the When Stock Levels are updated in QuickBooks Online, update stock levels in WooCommerce box. Then select Save.

This option should only be enabled if you have inventory levels set up in QuickBooks Online prior to the integration. Otherwise, you will risk wiping out your WooCommerce stock levels. Learn more about the inventory control process.

Step 4: Sync your data across your apps 

You’re now ready to sync your data across your apps. When you turn on auto-sync, your account should sync every hour, but you can set up a manual sync at any time. Just select Sync Now on the Synchronisation Options on your Manage tab.

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