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Syncing multiple WooCommerce Stores to a single QuickBooks Online Company

Our WooCommerce Sync for QuickBooks Online plugin 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 the plugin for this type of scenario.

Connecting to QuickBooks Online

When initially activating the plugin 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 plugin allows complete two-way sync between WooCommerce and QuickBooks Online, for data types like Products, Inventory and Categories.

This ability changes slightly when you’re connecting more than one WooCommerce store to a QuickBooks Online company. In this scenario, you will not be able to accept web hooks from QuickBooks Online to multiple WooCommerce stores (which is how two-way sync from QuickBooks Online > WooCommerce is accomplished). However, we still have a solution to allow the two-way sync of inventory levels, effectively enabling real-time inventory sync among all connected stores AND QuickBooks Online.

In order to do so, you must install our additional Inventory Auto-Pull plugin for WooCommerce. This queries QuickBooks Online every 5 minutes for updated inventory levels in the last 5 minutes, and updates the local WooCommerce store with any inventory changes for mapped products. If this plugin is installed on all your connected WooCommerce stores, this will allow for perfect inventory level sync across all platforms. Please contact us for assistance installing this plugin.

 

Updated on August 22, 2017

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