Integrate Shopify with your accounting system using the Shopify app store and OneSaas
by Intuit•1• Updated 3 months ago
Learn how to integrate Shopify with your accounting system when starting from the Shopify app store.
The QuickBooks Connector (OneSaas) app on your Shopify App Store lets you integrate your Shopify store with your accounting system within minutes. This step-by-step guide highlights some useful key points throughout the process:
- Connect Shopify to your accounting system
- Configure your integration
- Set up your sync settings
Connect Shopify to your accounting system
- Log in to your Shopify store and access the App Store.
- Search for QuickBooks Connector to find the relevant app to install.
- After installing the QuickBooks Connector app, you’ll be asked to connect the accounting system that you want to integrate. For this example, we'll be connecting Shopify with QuickBooks Online.
- Enter the login credentials for your accounting system to authorize the connection. Your login credentials aren’t stored within the integration app or any other system during this process.
- After the connection is authorized, you can move on to the configuration settings.
Learn how to set up your integration between Shopify and QuickBooks Online.
Configure your integration
The configuration process will present you with various options on how you can make your Shopify-accounting integration work for you.
Note: You'll need some basic accounting knowledge to make sure that the integration settings are tailored to your business and accounting practices.
- You’ll be presented with a list of options. Read each one carefully. Generally, our sync will allow the following:
- Sales from Shopify to be sent to your accounting system
- Products from Shopify to be sent to your accounting system
- If you have inventory turned on in your accounting system, QuickBooks Connector will read this information and update Shopify
2. Start the configuration process by syncing Shopify orders into your accounting system. Select the first workflow. These configuration settings will help determine some basic integration behaviour:
- Select the Shopify order statuses from which the app will retrieve sales to sync to your accounting system. Depending on the nature of your business, you may want to also sync sales in the Pending or Partially Paid statuses.
- Select how Shopify orders will appear in your accounting system. In the case of QuickBooks Online, choose if you want your Shopify orders to be sent to QuickBooks Online as sale invoices or sales receipts. Select the appropriate option for your business.
3. Select Default Product and Advanced Options. These options give you greater control over how sales appear in your accounting system. If you are unsure, then you can leave this section blank for now and come back at a later date to re-configure them.
4. You'll then be taken to the tax configuration page. Here, for each tax created or defined in Shopify, you must select its corresponding sales tax in your accounting system.
5. In order for sales to properly integrate with your accounting system, have all your Shopify items set up with unique SKUs. With the QuickBooks Online system, you have the option to match your Shopify SKUs with either the QuickBooks item name field or the SKU field.
Other accounting systems will have a single item number / item code field with which to match against your Shopify SKUs.
6. If you have no items set up within your accounting system yet, or if you’d like QuickBooks Connector to read Shopify items and create them in your accounting system, enable the Create New Items in QuickBooks Online option.
Note: If you want different products to have different income/expense accounts, this will need to be set up within your accounting system after the items are created by the app.
7. Payments configuration settings will allow you to select whether you want payment data from Shopify to be registered against your sales within your accounting system.
If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options. Then, select Save to save your changes. If you’re unsure which clearing accounts to use, ask your accountant.
8. The next workflow will allow QuickBooks Connector to read all of your Shopify items and create them in your accounting system. Some users prefer to only have items which are used in actual sales to be created, which is covered above. Other users prefer to take all Shopify items and send them through instead. Then, select Save to save your changes.
Note: If you want different products to have different income/expense accounts, then this will need to be set up in your accounting system after the items are created by the app.
9. If you’d like to send stock level data from your accounting system to your Shopify products, select the final workflow. Then, select Save to save your changes.
Note: This option should only be enabled if you have stock levels set up prior to the integration. Otherwise, you’ll risk wiping out your Shopify stock levels.
Set up your sync settings
Once you’re finished with configuring your integration workflow settings, you can proceed with setting up your sync settings. These can be found under the Sync tab.
The Integration Starting Date specifies a filter against your Shopify order date. This means any orders dated before the specified date won’t sync.
Once you’ve agreed to the QuickBooks Connector user terms and conditions, you can turn on the automated hourly sync.
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