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Integrate QuickBooks Online with Wix using OneSaas

by Intuit Updated 1 month ago

Learn how to integrate Wix with QuickBooks Online using QuickBooks Connector (OneSaas).

Set up your QuickBooks Connector integration between QuickBooks Online and Wix using our simple setup process. Below is a step-by-step walkthrough, highlighting some useful key points throughout the process.

QuickBooks Connector can integrate with any of the following Wix modules:

Step 1: Add QuickBooks Connector to your Wix store

Start by adding QuickBooks Connector to your Wix store. Here’s how.

  1. Go to the Wix App Market, then search for QuickBooks Connector.
  2. Select Add to Site.
  3. Create an account. 
  4. Follow the prompt to authenticate the connection to QuickBooks Online.

Note: If you need help connecting to QuickBooks Online, contact our support team.

Step 2: Set up your synchronisation options

The configuration process below will present you with various options detailing exactly how you want your Wix and QuickBooks Online integration to work. Be aware that you'll need to have some basic accounting knowledge to make sure that the integration settings are tailored to your business and accounting practices.

Before you can start to configure your workflows, you need to set up the following.

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

Step 3: Set up your order workflow

When you select the When an Order is created in Wix, create a Sale in QuickBooks Online checkbox, you'll be asked to:

  1. Set up the filters to determine which orders will be retrieved from Wix. You'll have to set up the filters based on the order status.
  2. Select how Wix orders will appear in QuickBooks Online. In the case of QuickBooks Online, choose if you want your Wix orders to be sent to QuickBooks Online as Sale invoices or Sales Receipts. Select the appropriate option for your business.

Note: The Retrieve Store Orders with Payment Status section only applies to store orders, as we don't sync unpaid transactions for all other supported Wix modules aside from the Wix store.

Step 4: Set up the advanced options

  • Order Number Prefix: The prefix you input here's added to all orders retrieved from your Wix account. For example: If you have order '1234' in Wix and you add the prefix 'WX-' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'WX-1234' and sent to QuickBooks accordingly.
  • Assign Sales to Class/Assign Sales to Location: These two options allow you to choose a default class or location within your QuickBooks Online system. This is an option unique to QuickBooks Online, and only if you have set up classes or locations within your QuickBooks company file.
  • Original Customer/Customer's Organisation/Generic Online Sale Customer: 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 Wix 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 Organisation option.
  • Automatic Invoice Numbers: This option allows you to disregard the Wix order number completely, and use the sequential numbering convention within your accounting system. 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 "WIX " customer record. You can read more about how this works here.
  • Discount Product: You can specify a dedicated discount 'Item' so you can track your discounts on sales.
  • Rounding Off Product: This product will be used to allocate if there is a rounding discrepancy in the grand total of an order in a QuickBooks Online invoice or sales receipt.
  • 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.
  • Use Default Customer Message: This option will allow you to use the message that exists on the template in QuickBooks instead of having any notes populated from Wix.
  • Allow Credit Card Payments: Select this option if you want to allow credit card payments for the transactions.

Step 5: Allow QuickBooks Connector to create new items in QuickBooks Online

If you don't want QuickBooks Connector to create new items in QuickBooks online, you don't have to enable this option.

For inventoried: QuickBooks Connector can only assign the COGS account for the products upon creation, but won't sync the COGS price of products.

For non-inventoried: You'll need to select the income and expense accounts.

Step 6: Match Wix products with QuickBooks Online

In order for sales to properly integrate with your accounting system, you will need to have your Wix 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 Wix to the product's name field in QuickBooks Online.
  • SKU: We match the product's SKU field from Wix to the product's SKU field in QuickBooks Online.

Step 7: Create credit notes in QuickBooks Online

In this workflow, you'll be asked to map a fallback account from which the payment money is refunded. You'll also be asked to input your preferred refund number prefix, which will be appended before the refund receipt number. Remember that the integration only syncs refunds for Wix Store orders and Wix Bookings.

Note: Select the Refunded and Partially Refunded status on the order filter if you wish to sync credit notes to QuickBooks Online.

Step 8: Set up tax

Here, for each tax created in Wix, you must select its corresponding tax code in QuickBooks Online. You can read more about the tax configuration.

Step 9: Set up payments

The send payments from Wix to QuickBooks Online settings will allow you to select whether you want payment data from Wix 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 by selecting the Map Individual Payment Methods link.

Make sure you select Save once you are happy with your changes.

Step 10: Sync

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 select the Sync Now on the Synchronisation Options on top of your Manage tab.

If you have any questions, you can reach out to our Support team at any time.

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