- Select the first workflow to sync your WooCommerce orders with QuickBooks Online.
- 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.
- 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.
- On the Default Product and Advanced Options, you can set up the following:
| Order Number Prefix | The 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 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. Here’s how this works. |
| Discount Product | Similar 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 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 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 Numbers | This 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 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 only if you have set up classes or locations within your company file. |
- (Optional) If you like credit notes generated in QuickBooks Online when an order is refunded or cancelled in WooCommerce, you can select Create Credit notes in QuickBooks Online.
Note: Select the Refunded and Partially Refunded status on the order filter if you wish to sync credit notes to your accounting app.
- 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.
- 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.
- 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.
- 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.
