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 solution in this market has: automatic real-time syncing. ?
So, how does it work? Our plugin syncs in two different methods – Automatic Real Time and Manual. But first, a quick note about triggers, and what happens as soon as you activate our plugin.
Upon Plugin Activation
Once our plugin is activated and configured – nothing will be forced to sync. Unlike other solutions, our plugin doesn’t automatically push random data into QuickBooks Desktop – creating a confusing mess of duplicate and inaccurate data.
Once our plugin is activated and configured – automatic real time syncing will be activated. This means that any data created from that point on will be automatically real-time synced to QuickBooks Desktop. It’s as easy as that! 🙂
How Syncing Works
Since QuickBooks Desktop doesn’t have an API for us to use, we pair our proprietary WooCommerce plugin with the Intuit QuickBooks Web Connector to accomplish near-realtime connectivity with QuickBooks Desktop. In order to do so, we structure syncing activity on a queue basis using our plugin in WordPress.
In short, this means syncing is a two step process:
- Ensure your automatic sync settings are set correctly, and add any desired data to the queue (either automatically, or manually in our push/pull pages).
- Once your settings are set / data is added to the queue, click Update Selected in the Web Connector. This is what actually processes/runs the sync to sync the data currently in the queue.
This means that when an order, customer or product is added or updated in WooCommerce, a syncing activity is added to our plugin queue. Our queue can be viewed at any time in MyWorks Sync > Queue.
Once added to the queue, this activity will be synced into QuickBooks Desktop the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to “AutoRun” every X minutes. A recommended value for this is every 10-60 minutes.
Once the QuickBooks Web Connector runs, it will capture the queue activity and sync it into QuickBooks Desktop. The queue will then be emptied, however you can view Previous queue activity by searching this on the top of the Queue page – or by visiting MyWorks > Log to see the log of syncing activity that has taken place.
Syncing – Automatic Real Time
You can control real time sync in MyWorks Sync > Settings > Real Time Sync. Once realtime sync has been turned on here, our plugin will automatically sync the below data types in real time to QuickBooks Desktop.
When a customer is created or updated in WooCommerce, it will be created or updated in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur.
When an order is created or updated in WooCommerce, it will be created in QuickBooks Desktop / its corresponding invoice will be updated in QuickBooks Desktop. If an invoice for this order already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur.
When a product is created or updated in WooCommerce, it will be created or updated in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur.
Depending on the settings in Settings > Automatic Sync, when an inventory level is updated in WooCommerce, its inventory will be updated in QuickBooks Desktop when the web connector runs. This also occurs for QuickBooks Desktop to WooCommerce, if inventory sync is turned on in our Automatic Sync Settings.
When an order payment is made in WooCommerce (typically occurs at time of checkout), it will be synced to QuickBooks Desktop.
Syncing – Manually (push)
Now that you have Automatic Real Time Syncing setup, you’re ready to rock and roll from here on out! Congrats! But…how about all the customers, orders or even products that are in WooCommerce that haven’t made it into QuickBooks Desktop?
That’s where our Push pages come in. Using these pages (explained in detail in our documentation) – you can manually select and push any historical WooCommerce data into QuickBooks Desktop.
To access, simply visit MyWorks Sync > Push. Or, read more on our push pages here!