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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.

Connecting to QuickBooks Online

When initially activating the sync and connecting to QuickBooks Online, the process remains the same as our install instructions relate, with one change. In the Connection Number dropdown on the MyWorks Sync > Connection tab, the value for the dropdown must be unique among all of your WooCommerce stores you wish to connect to QuickBooks Online. For example, the first site can use Connection #1, the second would then need to use any Connection number besides #1, so #2-5. And so on – until all of your stores are connected.

NOTE: the connection number must be set before you connect to QuickBooks Online in Step 2 on the Connection tab.

Order number conflicts

Now that orders from multiple sites are being synced into QuickBooks Online, there is a greater possibility for conflicting order numbers – for example: order number #545 existing on both systems, and attempting to sync to QuickBooks Online from both. In this case, the sync would error out in the second install that attempts to sync this order over to QuickBooks Online, as it already exists in QuickBooks Online under a different client – as a different order.

To mitigate this possibility of conflict, we have several best practices to choose from and adhere to:

  1. Using our WooCommerce Sequential Order Numbers Pro compatibility addon. By using this plugin combination in each WooCommerce store, you can add a store-specific prefix to each order number, which our plugin will sync over to QuickBooks Online accurately. Read more here.
  2. Syncing orders over as Invoices VS Sales Receipts. If you have only two WooCommerce stores connected to QuickBooks Online, a very simple solution is to set one store to sync orders over as Invoices + Payments, and the other store to sync orders over as Sales Receipts – and they will never conflict. Read more here.

Two-Way Sync compatibility

Normally, our sync allows complete two-way sync between WooCommerce and QuickBooks Online, for data types like Products and Inventory.

When connecting two WooCommerce stores to one QuickBooks company, the only data type effected is how the automatic sync of Products from QuickBooks > WooCommerce will work.

If the product switch is enabled in Setting > Automatic Sync for the QuickBooks > WooCommerce direction, only the WooCommerce store set to Connection #1 will be able to receive new products from QuickBooks. Other connected WooCommerce stores would not have a new product synced from QuickBooks to WooCommerce when it’s created in QuickBooks.

Inventory levels will still sync from QuickBooks to each connected WooCommerce store as normal, if enabled in Settings > Automatic Sync. This sync happens automatically every 5 minutes.

Updated on September 27, 2018

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