Learn what happens when you sync WooCommerce with QuickBooks Commerce.
QuickBooks Commerce is no longer available for purchase as a stand-alone product.
The features referred to in this article are only relevant for customers who still have QuickBooks Commerce bundled with their QuickBooks Online subscription.
If you want to learn more about e-commerce accounting features that are part of QuickBooks Online, check out Accounting for e-commerce FAQ. |
WooCommerce is an eCommerce app that lets you set up an online store on WordPress. Connect WooCommerce with QuickBooks Commerce to efficiently sync all your WooCommerce products’ price lists, sales orders, and stock levels in QuickBooks. Here’s how it works.
Prep your website and data
Before you sync WooCommerce with QuickBooks, take note of the following:
- Set up an authentic SSL (Secure Sockets Layer) on your website. It keeps your internet connection secure when you enter or share information.
- Review your product SKUs in WooCommerce.
- Don’t manually update the product type in WooCommerce. This changes the structure in WooCommerce and breaks the product’s link to QuickBooks.
- QuickBooks Commerce only syncs simple and variable product types.
- QuickBooks Commerce only syncs the first three product options from WooCommerce. For example, if you sell a t-shirt with size, color, design, and material options, then only the size, color, and design syncs with QuickBooks.
Understand how WooCommerce sync to QuickBooks Commerce
Here are the changes to your data when you sync WooCommerce with QuickBooks.
Changes in product and variant Changes in products, orders, stock levels, and customers
| Sync details | What happens/what to do |
| Products | Sync an image
• If you set up your products in WooCommerce and you create another product in QuickBooks, only the default image syncs with WooCommerce. You can add, update, or delete images in WooCommerce instead.
• If you set up your products in QuickBooks and you update their images in QuickBooks or WooCommerce, the changes won’t sync.
Create a product
• When you create a new product in WooCommerce, it creates a new product in QuickBooks.
Note: Set the initial cost and stock levels in QuickBooks for an accurate Moving Average Cost (MAC).
• When you create a new product in QuickBooks, it won’t create a new product in WooCommerce. You have to publish it to WooCommerce first.
Update a product
Any changes sync both in WooCommerce and QuickBooks, but it depends on the sync mode you selected in your WooCommerce settings.
Delete a product
• When you delete a product in QuickBooks, WooCommerce also deletes it.
• When you delete a published/linked product in WooCommerce, it only unlinks the product in QuickBooks without deleting it. |
| Orders | Synced orders
• All WooCommerce orders synced to QuickBooks Commerce with a Finalized status creates an invoice in QuickBooks Online.
• Orders created in QuickBooks won’t sync to WooCommerce.
• Any updates made to the order in WooCommerce won’t reflect in QuickBooks.
Payments
• When you receive a payment for an order in WooCommerce, it syncs and marks the invoice as “Paid” in QuickBooks.
• When you mark an invoice as “Paid”on QuickBooks Commerce, it won’t sync to WooCommerce.
• When you process a refund in WooCommerce, it’ll show up as “Refund” under the Returns section of the order in QuickBooks. The refunded stock goes back into WooCommerce. |
| Stock levels | • Stock level adjustments in QuickBooks automatically sync to WooCommerce or any eCommerce store connected to QuickBooks.
• Stock level adjustments in WooCommerce won’t sync to QuickBooks. Instead, you can create a stock adjustment or purchase order in QuickBooks to update your WooCommerce product’s stock quantity. |
Customers/Relationships
| • When you create a customer in WooCommerce, QuickBooks creates a relationship. If you create a relationship in QuickBooks, it’ll not sync to WooCommerce.
• If the customer in WooCommerce doesn’t have an existing relationship with the same company name or email address in QuickBooks, QuickBooks creates a new relationship.
• You can select the type of relationship you want with your customers. Follow these steps:
1.In QuickBooks Commerce, go to My Apps, then select WooCommerce.
2. Select Settings.
3. Select Business Customers or Consumers in the Import Customers As ▼ dropdown.
4. Select Save changes. |
Changes in product and variant details
Simple product
A simple product is a product with a single variant only. For example, a t-shirt.
| WooCommerce product details | Changes to | QuickBooks Commerce product details |
| Title/Name | ⇆ | Name |
| Description | ⇆ | Description |
| Tags | → | Tags |
Product_type
Note: This syncs to QuickBooks Commerce when you import your products. | → | Product_type
Note: Product type changes in QuickBooks Commerce. Don't change product types in WooCommerce. |
Variant details
A variable product is a single product with multiple variants. For example, a t-shirt with different sizes.
| WooCommerce product details | Changes to | QuickBooks Commerce variant details |
| Title/Name | ⇆ | Name
Note: QuickBooks Commerce creates names for variants based on the WooCommerce product names and variant SKU. |
| Managing_stock | ⇆ | Manage_stock |
| SKU | ⇆ | SKU |
| Stock_quantity | ⇆ | Initial_stock_level
Note:
This sync only happens on import. |
| Weight | ⇆ | Weight |
| Regular_price | ⇆ | Prices sync when you select the retail price list in the channel settings. |
| Sale_price | ⇆ | Prices sync when you select the sales price list in the channel settings. |
| Wc_attributes option | → | Option1 |
| Wc_attributes option | → | Option2 |
| Wc_attributes option | → | Option3 |
Product details
| WooCommerce product details | Imports as | QuickBooks Commerce product details |
| Title/Name | → | Name |
| Description | → | Description |
| Tags | → | Tags |
Product_type
Note: This syncs on import.
| → | Product_type
Note: Product type changes in QuickBooks Commerce. Do not change product types in WooCommerce. |
| Wc_attributes name | → | Option1 |
| Wc_attributes name | → | Option2 |
| Wc_attributes name | → | Option3 |
