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WooCommerce Sync for QuickBooks Desktop

WooCommerce Sync for QuickBooks Desktop

Getting Started

Installation & QuickBooks Connection

Now that you have an active license of our WooCommerce Sync for QuickBooks Desktop, you’re ready to begin setup and configuration to install our plugin and connect it to your QuickBooks Desktop company! Note: Ensure you’ve checked our Requirements before you install – before getting started below. In your WordPress Admin Download...

Before You Install

Congratulations on making the step to sync your WooCommerce store with QuickBooks Desktop Pro, Premier or Enterprise – 2015 or later! There’s a few requirements we’ll want to confirm before we begin with your setup/configuration. This can be done on the setup call with us or on your own before...

Initial Setup & Configuration

Congratulations – now that you’ve installed WooCommerce Sync for QuickBooks Desktop, you can begin with the initial setup / configuration of your settings and mappings! Haven’t installed or connected to QuickBooks yet? 1. Refresh Background Data Once you’re first connected to QuickBooks Desktop, the first step is to pre-load our integration...

Changing sites / domain names

Because our integration connects QuickBooks Desktop directly with your website, there are a few minor steps involved in moving sites or domain names, most commonly in the below scenarios: Moving from a dev/staging site to a live site Changing the domain name of your live WooCommerce site Simply follow the...

General Usage

How to configure Mapping

The mapping section of our plugin allows you to ‘match’ data that exists in both WooCommerce and QuickBooks Desktop. Your mappings must be set after you install the plugin and connect to QuickBooks Desktop, and before you can begin syncing. Your mappings can be changed at any time.   Before You...

How to Refresh Data

One of the first steps to take after connecting your WooCommerce store to QuickBooks Desktop in our Connection tab is to Refresh Data – to pull in your lists of customers, products, accounts and more into our plugin settings. You’ll use these lists to set default settings and map existing...

How Syncing Works

Our WooCommerce Sync for QuickBooks Desktop plugin has been crafted by our team with an “it just works” goal at the center of our development. We’ve taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish something no other...

Pushing data from WooCommerce to QuickBooks Desktop

Our plugin push section allows you to manually push data from WooCommerce into QuickBooks Desktop. Normal/recommended use for this section is to either push over historical data that existed before our plugin was installed, or to re-push over data that encountered an error when syncing to QuickBooks Desktop. Customer Push In this...

Common Questions

How Syncing Works

Our WooCommerce Sync for QuickBooks Desktop plugin has been crafted by our team with an “it just works” goal at the center of our development. We’ve taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish something no other...

What is the difference between mapping and pushing data?

During setup of our integrations, a common question we receive is understanding the difference between mapping data (in MyWorks Sync > Map), and pushing data (in MyWorks Sync > Push). When to map data? If data like customers and products exist already in both WooCommerce and QuickBooks, they should be mapped...

Orders

How are WooCommerce orders placed by guests synced to QuickBooks Desktop?

A common option in WooCommerce stores is the ability to allow a user to choose whether to create a user account when placing an order, or order as a guest user – without creating an account. This is intended as an expeditious option in checkout, to reduce the amount of...

What if my WooCommerce order numbers already exist in QuickBooks Desktop - as different orders?

When using our integration to sync your orders from WooCommerce to QuickBooks Desktop – one of the items to consider is the current state of your WooCommerce Order numbers, and how they relate to the data currently in your QuickBooks Desktop company. If your QuickBooks Desktop company is brand new, typically you...

Syncing orders to QuickBooks: Invoice, Sales Order or Sales Receipt

Our QuickBooks Desktop Sync for WooCommerce supports syncing orders to QuickBooks as either Invoices + Payments, Sales Receipts, or Sales Orders. This setting can be changed in MyWorks Sync > Settings > Order tab. If you are unsure which option to check, the best method is to consult your accountant...

Payments

Handling non-immediate payment gateways (COD, Wire Transfer)

When an order is placed in WooCommerce, most of the time it’s with a payment gateway like PayPal, Stripe – or a different 3rd party gateway where the payment must take place before the order is created. In cases like this, once the order is created, our integration will automatically...

Products

QuickBooks Desktop - Variation Support / Compatibility

Overview Our integration is fully compatible with WooCommerce variations, which are product options built from attributes that allow you to create “child” products that represent different SKU types of a single product, like multiple sizes or colors. You are most likely already familiar with the concept of WooCommerce variable products...

Controlling if products are synced to QuickBooks as Inventory or Non-Inventory

WooCommerce products and variations can be synced over to QuickBooks in two different ways: Automatically synced when created in WooCommerce (must be enabled in MyWorks Sync > Settings > Automatic Sync) Manually pushed in MyWorks Sync > Push > Products. When a product or variation is synced into QuickBooks Desktop,...

Inventory

Syncing inventory between WooCommerce and QuickBooks Desktop

Our WooCommerce Sync for QuickBooks Desktop integration supports syncing inventory both ways – to and from QuickBooks Desktop. Syncing inventory levels between WooCommerce and QuickBooks Desktop can be done automatically or manually. This article explains the difference between the two methods, and best practices on which methods are right for your business. Automatic...

Advanced Inventory Compatibility

Our WooCommerce Sync for QuickBooks Desktop is fully compatible with QuickBooks Desktop Pro, Premier and Enterprise – 2015 or later. We’re also compatible with Advanced Inventory in QuickBooks Desktop Enterprise, but since Advanced Inventory doesn’t exist in all versions of QuickBooks Desktop, we support Advanced Inventory with an additional sister plugin...

Customers

Setting custom Roles to be recognized as Customers

In WooCommerce, the role “Customer” is the default role that all customers are added into when they register. This is the role that our integration reads by default to determine which users to map/sync, and which to ignore (Shop Managers, Administrators, etc). However, it’s common practice to separate different types...

How we handle syncing new vs. existing customers to QuickBooks

One of the well-refined features of our QuickBooks sync is the way in which our integration handles determining the sync of new customers in QuickBooks, and if they exist already in QuickBooks. In this article, we will discuss how our integration handles the logic of syncing customers.  Logic When we...

Compatibility Addons

Advanced Inventory Compatibility

Our WooCommerce Sync for QuickBooks Desktop is fully compatible with QuickBooks Desktop Pro, Premier and Enterprise – 2015 or later. We’re also compatible with Advanced Inventory in QuickBooks Desktop Enterprise, but since Advanced Inventory doesn’t exist in all versions of QuickBooks Desktop, we support Advanced Inventory with an additional sister plugin...

WooCommerce Sequential Order Numbers Pro

This compatibility add-on for our WooCommerce Sync for QuickBooks Desktop plugin enhances our plugin to sync WooCommerce orders over to QuickBooks Desktop using the custom order number set by the WooCommerce Sequential Order Numbers Pro plugin from WooCommerce.com – instead of the default WooCommerce order ID. This is most useful if you need to...

Avalara Avatax

This compatibility add-on for our WooCommerce Sync for QuickBooks Desktop plugin enhances our plugin to sync WooCommerce orders over to QuickBooks Desktop with the correct tax rate assessed to the order by Avalara’s Avatax service. This is usually used as an alternative to local WooCommerce tax rates, typically to alleviate the pressure of having...

Troubleshooting

WP Engine Known Compatibility Tweaks

Quite a few of our users are hosted with WP Engine, and we recommend WP Engine as a robust hosting platform for any wordpress site. In fact, you can get 20% off your account with them as a MyWorks user. One of the only issues we’ve seen with our users...

Error:QuickBooks found an error when parsing the provided XML text stream.

Keep getting this error when pushing customers or orders to QuickBooks Desktop? Error Error Number:0x80040400 Error:QuickBooks found an error when parsing the provided XML text stream. Cause The data being sent to QuickBooks Desktop most likely includes a special character that QuickBooks Desktop does not support, or a field being...

Error 3140: There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode ""

Keep getting one of these error when pushing orders to QuickBooks Desktop? Error Error Number:3140 Error:There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode "" in the Invoice line. Error:There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode "10000-1162485497" in the Invoice line. QuickBooks error message: You can't set taxable...

Error: QuickBooks Customer Not Found

Keep getting this error when pushing orders to QuickBooks? Error QuickBooks customer Not Found Cause The most common issue here is when this error is paired with a “Duplicate Name Exists” error – when pushing an order to QuickBooks. This signifies that the customer for this order already exists in...

Advanced Topics

Using the Web Connector with QuickBooks closed or multiple companies

Normally, we recommend that when syncing with MyWorks, the QuickBooks company you’re syncing with be open, and the QuickBooks Web Connector be open as well.  There are a few advanced scenarios where you can sync with multiple QuickBooks companies, or sync with your QuickBooks company even if it’s closed.  There...

Pre-Sales Questions

How Syncing Works

Our WooCommerce Sync for QuickBooks Desktop plugin has been crafted by our team with an “it just works” goal at the center of our development. We’ve taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish something no other...