Learn how to access and set up QuickBooks Commerce from within QuickBooks Online.
Ready to get started with QuickBooks Commerce? We'll show you how to set it up.
|Note: QuickBooks Commerce is currently available to a limited group of customers. If you’re interested, learn more about QuickBooks Commerce.|
Step 1: Sign in to your Intuit account
Step 2: Set up QuickBooks Online
Here’s how to set up your company file (follow the Set up your company file, and Link your bank and credit card accounts sections). This helps us tailor QuickBooks to fit your business needs.
Step 3: Go to QuickBooks Commerce
To access QuickBooks Commerce from within QuickBooks Online, you first need to connect both accounts.
- From the menu, select the Commerce tab.
- Select Go to QuickBooks Commerce to connect both accounts.
You can now use the Commerce tab whenever you want to go to QuickBooks Commerce.
Step 4: Complete the QuickBooks Commerce basic setup
After you connect QuickBooks Online, you’ll see a task checklist to set up QuickBooks Commerce. Here’s what’s next on your list.
Set up sales tax in QuickBooks Online
Set up sales tax in QuickBooks Online to sync your transactions to QuickBooks Commerce.
There are three ways to add products to QuickBooks Commerce:
- Connect to an e-commerce store (recommended if you have a sales channel)
- Manually add products (recommended if you only have a few products)
- Import your products through CSV files
Review your price lists
QuickBooks sets three main price lists for every account: retail, wholesale, and buy. To add more custom price lists that fit your business needs, select Create New Price List.
Review your locations
QuickBooks sets a Primary Location for every account. To change this or add new locations, select New Location.
Step 5: Explore your dashboard
Nicely done! You completed the basic setup and may now explore QuickBooks Commerce.
Select View Dashboard to go to your Dashboard. This serves as the homepage for all your QuickBooks activities.
|Tip: To see how QuickBooks Commerce syncs data with QuickBooks Online, go to My apps, then select QuickBooks.|
Step 6: Set up your company details
Here’s how to set up your company details and add team members who will work on your company file.
Enter your company details
Your company details appear on documents like invoices and email templates. Always ensure they’re up to date.
- Go to Settings, then select Company Details.
- Fill out your company details.
Add new team members
Only Primary Account Owners can add or invite new team members.
|Note: Depending on your plan type, you might need additional user licenses before you can add a new team member.|
To check your plan or to add another user license, go to Settings, then select Plans & Billing.
- Go to Settings, then select Company Details.
- Select the Team Members tab.
- Select Add a new Team Member, then fill out their info.
- When you’re ready, select Send Invitation. This sends a confirmation email that they’ll use to sign in to QuickBooks Commerce.
- Add their full contact info, and set user permissions accordingly.
You can also set advanced user permissions, which lets you limit the buy price, orders, and companies team members can view.
Step 7: Set up payment, billing, and other default settings
The Set up Defaults tab lets you manage your tax info, payment terms, and billing info.
To go there, select Settings, then Configuration. Here’s what you can manage within the Set up Defaults tab.
Here you can turn on alerts to notify you whenever you try to ship orders with insufficient stocks.
You can also scan purchase orders to receive shipments easier, pick lists associated with sales orders to streamline your picking and packing process, and more. Simply turn on the barcode feature.
QuickBooks sets your currency based on the country you selected when you created your account. If you selected the wrong country, don’t worry. Send us a request, and we’ll reset it for you.
To add a new currency, select New Currency. Currencies you add appear on the Currency tab, where you can also manage them.
Once created, you can link unique price lists to particular Vendors or Business Customers within the Relationship section. The same applies for various sales channels, whether you sell on Shopify, eBay, Amazon or others.
QuickBooks lets you create and manage multiple tax types that can be assigned to both purchase and sales orders.
You can manually create tax types or download them from your sales channel or third-party application. To manually create a tax type, select New Tax Type.
When you’re done, you can then assign tax types to individual buyers and sellers, and sales and purchase orders.
If you connect your sales channel with QuickBooks Commerce, ensure that both have the same tax types.Once you use a tax type in a sales or purchase order, you can’t edit it anymore.
If you do wholesale, you’ll want to create different payment terms for your wholesale buyers. It’s easy. Select New Payment Terms.
To set a primary payment term for all your wholesale customers, select Default Payment Term.
To collect payments, ensure that the payment methods you set up in QuickBooks align with the way you collect payments either manually, or from your sales channel. You can then link each payment method with a matching ledger in QuickBooks.
To create a new payment method, select New Payment Method.
|Note: If you set a primary payment method and you do wholesale, it assigns the selected method to all new invoices.|
Stock Adjustment Reasons
Stock Adjustment Reasons help you track and monitor ongoing stock movements, and reflects the changes on your accounting ledgers.
To create one, select New Stock Adjustment Reason.
If you connected Xero or QuickBooks Online to QuickBooks Commerce, you can separately track stock adjustments for reasons like Shrinkage or Damaged Goods. Just assign a ledger account to the stock adjustment reason.
To edit stock levels, you can either do a Stock Adjustment or a Physical Inventory.
A Stock Adjustment affects your Moving Average Costs (MAC). A Physical Inventory doesn’t affect your MAC or COGS. Learn which one to use, and when.
Step 8: Create custom shipping zones and rates
|Important: If you use B2B e-commerce, you need to create a shipping zone before you accept sales orders. Otherwise, subsequent invoices will state “FREE shipping.”|
If you do wholesale or create manual sales orders, it’s important to create and manage shipping zones and rates. This optimizes your operational costs.
Set up shipping zones
- Go to Settings, then select Shipping.
- Select New Shipping Zone.
- Give your shipping zone a name.
- Select a country from the dropdown menu.
- To specify regions, states or provinces, select Edit.
- Select the appropriate checkboxes, then select Apply.
Set up price-based shipping rates
- Give your shipping rate a name.
- Add a minimum order price, and maximum order price if needed.
- Add the rate price.
Set up weight-based shipping rates
- Add the minimum and maximum order weight.
- Add the rate price.
- When you’re done, select Save Changes.
Note that the rates you charge for different shipping zones aren’t real-time rates. These are the rates you’d like to charge your customers.
To ensure correct bills for shipping costs, always keep your shipping zone rates up to date with your shipping carrier rates.
Step 9: Set up your brands and business documents
To ensure your business documents properly reflect your brand, here’s how to set up your brand details and documents settings.
Set up your brand details
- Go to Settings, then select Brands & Documents.
- Select Brand’s Details.
- Fill out the required details, and upload your business logo.
Edit document info
- From the Brands & Documents section, go to the Document Settings tab.
- Select the Select Document dropdown.
- Edit the fields.
- When you’re ready, select Save Changes.
You can also create and edit email templates.