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Connect and manage Shopify transactions in QuickBooks Online

by Intuit•15• Updated 1 week ago

Use the Shopify Connector by QuickBooks to sync your Shopify data directly into QuickBooks Online. We help you edit, categorize, and match transactions, customers, and products to keep your books accurate.

Prerequisites

To use this connector, you must have an active Shopify account. If you don't already have one, you will need to create a Shopify account before proceeding.

Connect Shopify to QuickBooks Online

Follow these steps to sync your accounts and start importing data.

  1. Sign in to your QuickBooks Online account.
  2. Select Apps, then Find apps.
  3. In the search bar, enter “Shopify Connector by QuickBooks”, then select it when you find the app.
  4. Select Get app now.
  5. You’ll be asked Which channel do you want to connect?. Select Shopify, then select Next.
  6. On the Track inventory across sales channels step, use the radio buttons to choose if you want to turn on inventory tracking. This decision can be changed at anytime in Account and settings. 
  7. Once you’ve made your choice, select Next.

The connection steps differ depending on your selection.

  1. There will be a Great! We’ll bring in your inventory message. Select Next to continue. 
  2. The Bring in your past orders and payouts from Shopify step asks you how far back do you want to bring data from Shopify? Use the dropdown to choose from Furthest possible, Beginning of this year, Today, or a Custom date. 
  3. Make your choice, then select Next. Use the Back button if you want to update your sales record decision. 
  4. Read over the Connect your Shopify account details, then select Continue. Select Choose different channel to go back to the Which channel do you want to connect? step.
  5. If you selected Continue, review the Need consent to connect message. 
  6. Use the We'll bring in your data going back to: date field to confirm how far back QuickBooks should go when importing your data. 
  7. Select Agree to have your data shared between Shopify and QuickBooks Online. If you select Disagree, you’ll be asked Are you sure you don't want to connect?. From here, choose to continue to the Need consent to connect step, or select Choose different channel to go back to the Which channel do you want to connect? step.
  8. If you selected Agree, enter your Shopify store address on the Connect your Shopify account step. Select Connect. 
  9. In the pop-up, login to your Shopify account. Review the This app needs access to: section to find out what data will be a part of the integration. Select Install.
  10. Select Continue to finish the installation. 
  11. Back in QuickBooks, use the How will you add payouts to your books? step to choose your payout transaction details. Select between Review and add or Add automatically.  Select Next. 
  12. Use the dropdowns to select the bank account used to deposit funds, and to select the bank or credit card you use to pay fees if you don’t have Shopify funds available. Select Next.
  1. You’ll be asked How do you want to record your sales?. Choose between Individually or Summary, then select Next. Use the Back button if you want to change your inventory tracking choice. 
  2. The Bring in your past orders and payouts from Shopify step asks how far back do you want to bring data from Shopify? Use the dropdown to choose from Furthest possible, Beginning of this year, Today, or a Custom date. 
  3. Make your choice, then select Next. Use the Back button if you want to update your sales record decision. 
  4. Read over the Connect your Shopify account details, then select Continue. Select Choose different channel to go back to the Which channel do you want to connect? step.
  5. If you selected Continue, review the Need consent to connect message. 
  6. Use the We'll bring in your data going back to: date field to confirm how far back QuickBooks should go when importing your data. 
  7. Select Agree to have your data shared between Shopify and QuickBooks Online. If you select Disagree, you’ll be asked Are you sure you don't want to connect?. From here, choose to continue to the Need consent to connect step, or select Choose different channel to go back to the Which channel do you want to connect? step.
  8. If you selected Agree, enter your Shopify store address on the Connect your Shopify account step. Select Connect. 
  9. In the pop-up, login to your Shopify account. Review the This app needs access to: section to find out what data will be a part of the integration. Select Install.
  10. Select Continue to finish the installation. 
  11. Back in QuickBooks , use the How will you add payouts to your books? step to choose your payout transaction details. Select between Review and add or Add automatically.  Select Next. 
  12. Use the dropdowns to select the bank account used to deposit funds, and to select the bank or credit card you use to pay fees if you don’t have Shopify funds available. Select Next.

Shopify is now connected to your QuickBooks account! When you select Let’s go, you’ll be taken to the Sales channels app in your account.  The Channel Connections tile contains your Shopify store. From here, you can edit the store name as it displays in QuickBooks, adjust the settings, or disconnect the integration.

Review and categorize transactions

We suggest categories for some transactions to save you time.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the Shopify tile and choose the For review tab.
  3. Check the suggested category for a transaction.
  4. Select Confirm or Add if the category is correct.
  5. If we need more info, select Review to add details.
  1. Go to Transactions, then select the App transaction tab.
  2. Select the Shopify tile and choose the For review tab.
  3. Check the suggested category for a transaction.
  4. Select Confirm or Add if the category is correct.
  5. If we need more info, select Review to add details.

Match items and transactions

Matching helps you prevent duplicate records in your books.

• Match transactions: If a record already exists in QuickBooks, we may suggest a match. Select the correct record and then select Match.

• Match items: We match Shopify items to your existing Products and services in QuickBooks based on the item name. If you turn off Product tracking, QuickBooks uses the default Shopify Sales item and adds the Shopify item name to the description.

• Match duplicate items: You can match products that appear the same in both apps to prevent duplicate inventory tracking. To view potential matches, select Select match for a specific item. Review the side-by-side details, select the best match, and then select Next and Done.

How do I bulk add or match transactions?

You can process multiple transactions at once.

  1. Go to All apps, then select the Integration transactions tab.
  2. Select the Shopify tile and the For review tab.
  3. Select the checkboxes for the transactions you want to add.
  4. Select Confirm to move them to the Reviewed tab.
  1. Go to Transactions and select the App transactions tab.
  2. Select the Shopify tile and the For review tab.
  3. Select the checkboxes for the transactions you want to add.
  4. Select Confirm to move them to the Reviewed tab.

Note: You must confirm Payment received transactions and Payout transactions separately.

App settings terminology

You can change your settings at any time to match your business needs.

• Deposit account: This is the primary bank account you use for Shopify money movement.

• Auto-add transactions: When you turn this on, our AI models automatically add transactions we’re confident about to your books.

• Customer tracking: We import Shopify customer names to match your QuickBooks customer list.

• Product tracking: We match Shopify product info with your Products and services list.

• Shopify fees: This expense account tracks the fees Shopify charges on your sales.

Disconnect the app

If you no longer need the integration, you can remove it.

  1. Go to All apps, then select the Integration transactions tab.
  2. Find the Shopify app card and select â‹® for the app settings.
  3. Select General, then select Disconnect.
  1. Go to Transactions and select the App transactions tab.
  2. Find the Shopify app card and select â‹® for the app settings.
  3. Select General, then select Disconnect.

Frequently asked questions

Why do I see so many payouts?
Shopify typically transfers money to your bank account every business day. You’ll see a payout for each day Shopify collected money from your sales.

How often does my data update?
We monitor your Shopify account throughout the day. Transactions usually appear in the For review tab within 2 hours after they are completed in Shopify.

Where are my Shopify integration settings?
Select the three dots on the Shopify tile in the App transactions tab to find your settings.

Note: If you need help with your transactions, you can partner withQuickBooks Live Experts. Find out more about QuickBooks Live Bookkeeping. For technical help, you can email us at qbo-integrationsupport@intuit.com or reach support through your Shopify settings in the App transactions tab.

Related links

QuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple StartShopify