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Connect eBay to QuickBooks Online

by Intuit Updated 1 month ago

Learn how to connect your eBay account to QuickBooks Online. 

Set up your QuickBooks Connector (OneSaas) integration between eBay and QuickBooks Online within minutes using our simple setup process. Here’s a step-by-step guide, highlighting some useful key points throughout the process.

Connect your eBay account

Begin the process by connecting your apps to QuickBooks Connector.

  1. Sign in to your QuickBooks Online account.
  2. Go to Apps and find eBay Connector by Intuit.
  3. Select Get app now and install the app.
  4. Select Connect.
  5. You will then be redirected to the Connections tab in QuickBooks Connector (OneSaas). Select Connect to eBay.

  6. Enter your eBay credentials and sign in.

    Your eBay account is now connected and authorised with your QuickBooks Connector file.
    Note: You can either add another connection by selecting Add Connection, or move forward and configure your integration.

Configure settings

The configuration process below will present you with various options regarding exactly how you want your eBay and QuickBooks Online integration to work.

Note: You'll need to have some basic accounting knowledge to make sure that the integration settings are tailored to your business and accounting practices.

1. You’ll be required to set up your synchronisation options before you can start configuring your workflows. You will need to set up the following:

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

2. You’ll be presented with workflows that are all optional. In this guide, these workflows will be selected to demonstrate the full capabilities of the setup process.

  • Sales from eBay will be sent to QuickBooks Online as an invoice.
  • Products from eBay will be created in QuickBooks Online.
  • Inventory level updates from QuickBooks Online will be sent to eBay.
  1. When you tick the When an Order is created in eBay, create a Sale in QuickBooks Online box, you will be asked to:
    • Set up the filters to determine which orders will be retrieved from eBay. Set up the filters based on the order status.
    • You also have the option to select whether you want the sale to be created as a sales invoice or sales receipt to QuickBooks Online.

      Order status_3rd_ALL_Ext_102121.png
  2. Select Advanced Options and set up the following:
    • Order Number Prefix - The prefix you input here's added to all orders retrieved from your eBay account. For example, if you have order '1234' on eBay and you add the prefix 'EB' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'EB1234' and sent to QuickBooks Online accordingly.
    • Select Tax Type - This option will allow you to set your preferred tax type to be used when sending sales to QuickBooks Online.
    • Assign Sales to Class / Assign Sales to Location - These two options allow you to choose a default class or location within QuickBooks Online. This is an option unique to QuickBooks Online, and is available only if you have set up classes or locations within your QuickBooks company file.
    • Assign Sale 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 eBay customers specify a company name, and you prefer to have that appear within your accounting system instead, then you can opt for the Customer 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 eBay customer record.
    • Automatic Invoice Numbers - This option allows you to disregard the eBay order number completely, and use the sequential numbering convention within your accounting system.
    • Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount item so you can track your discounts on sales.
    • Rounding Off Product - Select the preferred product to be used when sending rounding discrepancies as a line item.
    • 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 to. This will allow you to easily track any revenue generated from shipping charges.
    • DueDate Offset - A due date type will be assigned if transactions don’t 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.
    • Allow Credit Card Payments - Select this option if you want to allow credit card payments for the transactions.
    • You can also select how you want to match your eBay products with your QuickBooks Online products. You can either match by Name or SKU. In order for sales to properly integrate with your accounting system, we expect that you have all of your eBay 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 eBay to the product's Name field in QuickBooks Online
      SKU: We match the product's SKU field from eBay to the product's SKU field in QuickBooks Online
  3. If you want the new items within your invoices from eBay to be created in QuickBooks Online, simply tick the Create New Items in QuickBooks Online setting box. In this section, you'll have to select the income and expense accounts to be used for your inventoried and non-inventoried items. Learn about the integration of items.
  4. You'll be taken to the tax configuration page. Here, for each tax created/defined in your eBay, you must select its corresponding tax code in QuickBooks Online. Learn how to configure tax.

    Map tax codes_3rd_All_Ext_102121.png
  5. When you tick the Send Payments from eBay to QuickBooks Online settings box, you can select whether you want payment data from eBay to be registered against your sales within QuickBooks Online.
  6. You also have the option to Retrieve Refunded Orders from eBay. In this workflow, you’ll  be asked to map a Fallback account from which the payment money is refunded and input your preferred refund number prefix, which will be appended before the refund receipt number.
  7. The Send Fees from eBay to QuickBooks Online settings will allow you to select whether you want fees data from eBay to be registered against your Bill & Payment or Expense within QuickBooks Online.

    Note: To sync fees in QuickBooks Online, the payments section and 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.
    In this section, you'll have to select the expense account to Allocate Fees into account. Also you have to select Ad fees and Charge fees expense accounts. 
  8. Select Save.

By enabling the Payouts Workflow, you are allowing QuickBooks Connector to automatically create deposits within QuickBooks Online for the Payouts sent to your account by eBay.

Note: If you wish to enable Payouts to sync to QuickBooks Online, we recommend that you disable the Orders workflow above, which could double up your reported revenue if not set up correctly. You might also have to re-authenticate eBay and grant access to Payouts if this is your first time enabling this workflow.

  1. You’ll be asked to fill in the Into Bank Account field. This is where we will record your eBay Payouts as a Bank Transaction. The account to be used must be another current asset or bank account.

    Retrieve payouts_3rd_All_Ext_102121.png
  2. In the Create a Deposit section, you will be asked to assign a default payment method if you would like the unmapped payment methods to be diverted into the selected account here.
    • Use Income Accounts Section - The income accounts to be selected here is where you will be able to map the different payment methods to specific clearing accounts.
    • Use Expense Accounts Section - The expense accounts to be selected here is where we will map the fees, charges, and taxes part of the Payout.
  3. Select Save.
  1. If you want all your new products from eBay to be created in QuickBooks Online, tick the When a Product is created on eBay, create new Items in QuickBooks Online box.
  2. Select the income and expense accounts to be used for your inventoried and non-inventoried items. Learn about the integration of items.
  3. Select Save.
  1. Tick the When Stock Levels are updated in QuickBooks Online, update stock levels in the eBay box.
  2. You will be asked to select how you want to match the items to QuickBooks Online items, either by Name or SKU.
  3. Enter a number you would like as the maximum cap when sending inventory quantity updates to eBay in the Set maximum stock per item field.
  4. Select Save.

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

Sync your data

Your account is now ready to sync your data across your apps. When auto-sync is on, your account should sync every hour, but you can trigger a manual sync at any time. Just go to the Manage tab, then select Sync Now on the Synchronisation Options.

If you have any questions, reach out to our support team for help at any time.

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