1. Home
  2. WooCommerce Sync for QuickBooks Online
WooCommerce Sync for QuickBooks Online

WooCommerce Sync for QuickBooks Online

Getting Started

Install & Upgrade Instructions

Installation Instructions Backup your WooCommerce files & database. This module is fully tested but nothing is more important than the safety of your data! Download the plugin from your MyWorks Client Area or the email you received. Upload PluginUpload.zip file to WordPress  (WooCommerce must already be installed) If uploading directly to WP...

Configuration

Activate Plugin Congratulations – now that you’ve installed the WooCommerce Sync for QuickBooks Online, you can move on to activate and configure it! If you haven’t installed it, please visit the Installation Connect to QuickBooks Online Go to the MyWorks Dashboard > Connection Enter your license key (found in email/ MyWorks Client...

Push Pages

The push pages allow you to manually push data from WooCommerce into QuickBooks Online. Normal use for these pages is to 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 Online. Customers In this tab, you can...

Pull Pages

The pull pages allow you to manually pull data from QuickBooks Online into WooCommerce. Normal use for these pages is to pull over historical data that existed before our plugin (or your WooCommerce store) was installed, or to pull over data that encountered an error when pulling in previously to WooCommerce. If you don’t see the...

Common Questions

How are mappings handled on an ongoing basis?

Once you install our WooCommerce Sync for QuickBooks Online plugin and begin configuration, you’ll just need to map EXISTING data (customers, products, etc) to complete the initial setup. Once syncing is active, all new records created in WooCommerce, will be synced to QuickBooks Online. In the case of Customers and...

What does "Mapping" mean, and why do I have to Map my customers and products?

After installing our WooCommerce Sync for QuickBooks Online plugin, one of the final configuration steps is mapping, or linking – existing WooCommerce data to corresponding QuickBooks Online data. The two main data types that need to be linked are customers and products. This is accomplished by visiting MyWorks Sync > Map, and clicking...

How do I switch to connect to a different QuickBooks Online company?

Sometimes in the course of using our integration – you may need to connect to a different QuickBooks Online company – whether you’re switching from sandbox to live, or you simply are changing QuickBooks Online companies. Here’s the steps to do so. Go to MyWorks Sync > Connection in your WordPress Admin. Scroll...

Moving/migrating WooCommerce stores with our integration

Sometimes in the course of using our integration – you may need to move your site to a different host, or copy a staging site you’ve been working on to the live instance. When doing so, all of your plugin-side settings & mappings will be saved, as long as the...

Orders

Should I push WooCommerce orders as a Sales Receipt or an Invoice?

A common question we hear as our WooCommerce Sync for QuickBooks Online clients consider syncing their orders to QuickBooks Online is the decision of whether to sync an order as a Sales Receipt or as an Invoice, when using our WooCommerce Sync for QuickBooks Online. This setting can be changed...

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

When considering using an integration like ours to sync your orders from WooCommerce to QuickBooks Online – 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 Online company. If your QuickBooks Online company is brand...

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

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...

Customers

Should I pull QuickBooks Online Customers into WooCommerce?

Our WooCommerce sync plugin does allow you to pull certain QuickBooks Online data from QuickBooks Online to WooCommerce. The most popular data types this is intended for is Products and Inventory, allowing you to ease double entry by pulling products or inventory levels into WooCommerce instead of manually entering them....

What is the "Auto Mapping" feature, and how can I use it?

After installing our WooCommerce Sync for QuickBooks Online plugin, one of the final configuration steps is mapping, or linking – existing WooCommerce data to corresponding QuickBooks Online data. Read more about mapping here.   The mapping process is very simple, and only needs to be completed once. However, for stores with hundreds –...

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...

Payments

Batch Deposit Support Overview

What is Batch Support? Batch Deposit Support is a method of grouping together payments in QuickBooks Online to help you account for processors who batch all payments for a day and deposit them in a lump sum into your bank account – making it hard to match individual order payments to this...

Batch Support for pre-existing orders

Batch Support will only create a bank deposit for the current day’s sales, at the end of every business day – after you enable it for a gateway in Map > Payment Methods.  If you need to push old orders over to QuickBooks Online (aka any order placed in WooCommerce before...

Handling Transaction Fees with PayPal

If you have PayPal enabled as a gateway in WooCommerce, you’ll have the option in our Map > Payment Methods to enable transaction fee syncing, where we sync the transaction fee for the payment over to QuickBooks Online as a separate journal entry. You can read more about this in our...

Transaction Fee Syncing

When syncing payments to QuickBooks Online from WooCommerce, we support syncing transaction fees for any WooCommerce gateway that records them in the WooCommerce order. Stripe and PayPal are both well-known for doing an excellent job recording fees in the WooCommerce Order. Transaction Fees are normally synced to QuickBooks as a separate journal...

Products

What is the "Auto Mapping" feature, and how can I use it?

After installing our WooCommerce Sync for QuickBooks Online plugin, one of the final configuration steps is mapping, or linking – existing WooCommerce data to corresponding QuickBooks Online data. Read more about mapping here.   The mapping process is very simple, and only needs to be completed once. However, for stores with hundreds –...

Variation Support

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...

Bundled Product Support

Overview Our integration is fully compatible with WooCommerce bundles, which are a separate product type (vs simple, variable or grouped.) It’s important to note that you need the Woocommerce.com Product Bundles plugin to build a bundled product in WooCommerce. In QuickBooks Online, it’s entirely possible to create a Bundled product...

Inventory

How can I control 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 Online,...

Syncing Inventory with QuickBooks Online

Our WooCommerce Sync for QuickBooks Online integration support syncing inventory both ways – to and from QuickBooks Online. Syncing inventory levels between WooCommerce and QuickBooks Online 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...

Discounts / Coupons

Getting set up with Discounts

Due to recent changes in the QuickBooks Online API, there is now only one way to sync discounts into QuickBooks Online. This is very simple to ensure you have enabled, and consists of one setting you need to check in QuickBooks Online.  In QuickBooks Online, go to the gear in...

Shipping

Shipping: As a line item or a subtotal field?

Our plugin allows you to sync over the shipping cost of a WooCommerce order to QuickBooks Online in two different ways – as a line item using a product of your choice – or as a subtotal field in the dedicated subtotal field QuickBooks Online has for Shipping. Subtotal field This is...

Taxes

Mapping Taxes - Best Practices

One of the final configuration/mapping steps when setting up our WooCommerce Sync for QuickBooks Online plugin is handling how our plugin syncs orders that include sales tax. The way our plugin syncs orders with tax applied to them in WooCommerce is by reading the mappings set in MyWorks Sync >...

Compatibility Addons

WooCommerce Sequential Order Numbers Pro

This compatibility add-on for our WooCommerce Sync for QuickBooks Online plugin enhances our plugin to sync WooCommerce orders over to QuickBooks Online 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 Online plugin enhances our plugin to sync WooCommerce orders over to QuickBooks Online 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...

Why do I need a Compatibility Addon?

Like many other WooCommerce plugins – our core QuickBooks Sync plugin only supports core WooCommerce features. While this is for many reasons – the foremost reason is to ensure we’re able to consistently update and improve on our integration features based on a stable codebase: the woocommerce core. However, as...

Available compatibility addons

Like many other WooCommerce plugins – our core QuickBooks Sync plugin only supports core WooCommerce functionality and fields by default. While this is for many reasons – the foremost reason is to ensure we’re able to consistently update and improve on our integration features based on a stable codebase: the...

Advanced Topics

Syncing multiple WooCommerce Stores to a single QuickBooks Online Company

Our WooCommerce Sync for QuickBooks Online sync allows the functionality of syncing up to 5 WooCommerce stores to one QuickBooks Online company. If more connections are needed, this can be handled on a custom basis. There are a couple topics that come up when configuring our sync for this type of scenario....

Compatibility with syncing orders from Amazon, eBay and other platforms

Although our sync with WooCommerce is a direct connection between WooCommerce and QuickBooks, we do support syncing orders from other platforms into QuickBooks – by using WooCommerce as the “hub”: pulling orders from those platforms into WooCommerce, which our sync will then be able to sync into QuickBooks automatically. Recommendations...

Troubleshooting

Update Error: Customer Mismatch

Keep getting this error when you’re trying to push orders from WooCommerce over to QuickBooks Online? Cause An invoice or sales receipt already exists in QuickBooks Online with the same number as your Order# in WooCommerce – but it’s under a different customer in QuickBooks Online that it is in WooCommerce...

Error:6430: Invalid account type used, Invalid account type: You need to select a different type of account for this transaction

Keep getting this error when pushing WooCommerce payments to QuickBooks Online? Error Error:6430: [Invalid account type used, Invalid account type: You need to select a different type of account for this transaction.] Cause You have an invalid account selected in MyWorks Sync > Map > Payments. You should have a Bank...

Error:6520 - Missing Inventory Item Quantity, Quantity required for inventory item

Keep getting this error when pushing WooCommerce orders to QuickBooks Online? Error Error:6520: [Missing Inventory Item Quantity, Quantity required for inventory item] Cause You have an inventory product selected in MyWorks Sync > Settings > Defaults for Default QBO Coupon Code Product and Default QBO Shipping Product. QuickBooks Online won’t accept...

Error 6000: Business Validation Error : Unexpected Internal Error (-30004)

Cause On or around October 4th, 2017, we received numerous reports from our users that some orders were not syncing from WooCommerce to QuickBooks Online – and logging the below error in the MyWorks Sync Log: Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: Unexpected...

Tips & Tricks

PayPal + QuickBooks Online - Best Practices

One of the most popular payment processors for WooCommerce is PayPal, allowing your customers to place a WooCommerce order and pay you with PayPal. Our QuickBooks Online Sync integration has excellent support for PayPal, and when configured correctly both in our settings and in QuickBooks Online – you can achieve...

Managing Access with WooCommerce Roles/Privileges

By default, our plugin integration tab in the WooCommerce/Wordpress Admin interface is available to Administrators and Shop Managers. This access is controlled by the two following privileges: manage_woocommerce view_woocommerce_report Since these two roles already have the above privileges included, the MyWorks Sync tab will be visible when logged into the...

Pre-Sales Questions

FAQ / Pre-Sales Questions

Can I select what orders or clients are synced over? A: Absolutely. If you choose sync manually, you can easily push over the data you choose with just one click. Our sync status indicator allows you to instantly see what data has been synced over. What currencies do you support?...

FAQ

FAQ / Pre-Sales Questions

Can I select what orders or clients are synced over? A: Absolutely. If you choose sync manually, you can easily push over the data you choose with just one click. Our sync status indicator allows you to instantly see what data has been synced over. What currencies do you support?...

  • Changelog

    View the latest updates, new features, bug fixes, and more!