Setting Up WooCommerce QuickBooks Integration: 3 Easy Steps

on Accounting Software, Data Integration, e-commerce, Marketing, QuickBooks, Sales, WooCommerce • December 9th, 2021 • Write for Hevo

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WooCommerce is an Open-Source WordPress E-Commerce plugin that enables businesses to set up an online marketplace to sell their items easily. It has a lot of customizability and can handle all of an E-Commerce website’s fundamental requirements. QuickBooks, on the other hand, is one of the most widely used Accounting and Bookkeeping software, with a variety of functions that assist businesses in managing their finances. Using WooCommerce QuickBooks Integration, you can automate your WooCommerce store and Accounting by synchronizing orders, payments, customers, taxes, items, inventories, and more.

In this article, you will gain a better understanding of WooCommerce and QuickBooks. You will also explore the key features of these platforms. Moreover, you will learn the 2 main methods to sync your data from WooCommerce to QuickBooks – one-way sync and bi-directional sync. In addition, you will understand the steps to set up WooCommerce QuickBooks Integration. At the end of this article, you will also understand the key benefits of integrating WooCommerce QuickBooks offers to your business.

Table of Contents

Introduction to WooCommerce

WooCommerce QuickBooks - WooCommerce Logo
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WooCommerce is a WordPress E-Commerce plugin that allows businesses to rapidly construct an E-Commerce website to sell their products. It is free and Open-Source and fulfills all of the basic E-Commerce website prerequisites.

WooCommerce customers can exploit WordPress’s SEO flexibility to rank high in search results without putting in a lot of effort. The WooCommerce plugin is used by over 90% of WordPress-based E-Commerce sites. WooCommerce Themes are also available for purchase from a variety of template sellers and platforms.  Furthermore, the attractive Dashboard and Reporting capabilities provide you with a comprehensive picture of your business’s Sales and progress.

Key Features of WooCommerce

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WooCommerce has made it easier for every business to offer items and services online. The following are some of WooCommerce’s significant features:

  • Easy Installation: WooCommerce is built to make it as simple as possible to get started, with a quick installation and setup wizard to get your E-commerce store up and running with your WordPress theme.
  • Data Control: Customer history and transactions, as well as shop performance, are crucial for the proper running of an E-commerce website. As a result, WooCommerce gives you total data control at all moments.
  • SEO Friendly: A successful online company requires excellent SEO (Search Engine Optimization). As WooCommerce is a WordPress plugin, it comes with outstanding SEO features and provides value to your website by default.
  • Customizable: WooCommerce is an Open-Source platform, which means you can modify and tweak it to your liking. You can add an endless number of items and users, as well as accept an unlimited number of orders since you have total control.
  • Plethora of Extensions: When it comes to WooCommerce extensions, you can customize your business in practically endless ways with over 450 extensions.
  • Dynamic Pricing: Based on the customer’s location, WooCommerce automates the process of determining tax rates and delivery charges. As a result, clients can leverage dynamic pricing to their advantage.

To explore more about WooCommerce, visit the WooCommerce HomePage.

Introduction to QuickBooks

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QuickBooks is an Accounting management software that aids businesses with Bookkeeping, Accounting, Payroll, Inventory Management, and other financial tasks. It is a well-known platform that is used by tens of thousands of all business sizes throughout the world. QuickBooks was created by Intuit, a California-based company, to automate typical operations and save time on bookkeeping and paperwork.

Custom reports in QuickBooks can be created based on your company’s needs. It also assists in the creation of an accurate profit and loss statement, which shows whether or not the company is profitable at any given time. It can be easily customized to represent a person’s unique requirements and preferences, making it appropriate for a wide range of businesses.

QuickBooks gives you a full picture of your Sales, including information on customers, products, projects, and locations. It can also be used to retrieve GST rates and instantly compute tax dues. This can assist you in precisely calculating your taxes and avoiding tax filing problems, allowing you to pay your taxes on time. Integrating your bank and credit card accounts with QuickBooks allows you to automatically track your payments and expenses.

Key Features of QuickBooks

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Some of the key features that make QuickBooks popular among small businesses are listed below:

  • Accounting Reports: Custom Reports in QuickBooks make it much easier to keep track of your company’s progress. It gathers all of your information in one place and makes it accessible whenever you need it. The Accountant will evaluate and verify all transactional information and bank statements, making the tax filing process straightforward and accurate.
  • Multiple Users Access: You can grant several levels of access to QuickBooks Online to your employees. This greatly facilitates collaboration among your company’s various teams.
  • Payments and Cash Flow Management: If you give your client an invoice or statement and let them pay you using a credit card or a bank transfer through the QuickBooks Online Payment System, you can ensure faster payments. You can also pay your bills online and receive your monthly statement from a partner bank for further convenience.
  • Online Banking: When you link your bank account to QuickBooks Online, your bank transactions are instantly uploaded and categorized. You won’t have to worry about data input problems since QuickBooks will manage everything for you.
  • Support: QuickBooks Professionals respond to all of your questions and provide you unrestricted free help. It provides seminars, videos, an online community, and other tools to help you become a QuickBooks expert.

To explore more about QuickBooks, visit the QuickBooks HomePage.

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2 Methods of WooCommerce QuickBooks Integration

QuickBooks and WooCommerce can integrate and transfer data to one other in 2 different ways:

1) One-Way Integration of Data from WooCommerce to QuickBooks

QuickBooks Single-Action Integrations are the ideal tool for the task if you want to save time and money. These interfaces allow you to move particular data from one system to another, such as publishing a WooCommerce order to your accounting software as a Sales receipt.

For this method of Data Integration, there is usually a one-time cost. This is a convenient approach to manage order and receipt processing, as well as other routine duties. It’s simple to automate typical processes like adding new orders or customers with this low-cost solution.

2) Two-Way Data Integration

These integrations allow for complicated Bi-Directional Sync between WooCommerce and QuickBooks in real-time. When inventory counts, product descriptions, customer information, order, and tax data change, two-way sync updates both systems. However, having all of your data in one location is considerably easier for company owners with this more expensive choice.

Your organization’s demands will determine the best type of data integration. For example, sole proprietorships and startup firms may use one-way WooCommerce QuickBooks sync to update order information for a minimal one-time cost. On the other hand, a two-way sync link would likely assist larger organizations that deal with bigger sales volumes. This can support them in staying on top of updating client, order, and invoice information. However, these bi-directional WooCommerce QuickBooks syncing integrations will also be more expensive than one-way integrations.

Steps to Set Up WooCommerce QuickBooks Integration

You can build up comprehensive connectivity between WooCommerce and QuickBooks Online (QBO) in minutes using WooCommerce QuickBooks Connector. The following step-by-step guide will help you set up your WooCommerce QuickBooks Integration easily.

Step 1: Connect WooCommerce with QuickBooks Online

Please ensure that the following prerequisites are completed before setting up the WooCommerce QuickBooks connector:

  • WooCommerce version 3.5 or above.
  • WordPress version 4.4 or above.
  • To ensure custom endpoints are supported, use pretty permalinks in Settings > Permalinks

Follow the steps below to connect your WooCommerce with QuickBooks Online:

  • Log in to your QuickBooks Online account. You can refer to this link – Login Page.
  • Now, navigate to the App section and search for WooCommerce Connector as shown below. Then click on Install.
WooCommerce QuickBooks - WooCommerce Connector
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  • After installing, click on Connect. This will redirect you to the QuickBooks connector – Connections page. Click on Connect to WooCommerce as shown below.
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  • Next, enter the Domain URL  in the pop-up and click on Connect to WooCommerce.
  • Now, you will be asked to enter your WooCommerce credentials to connect your account. Enter the username and password as shown below and then click on Login.
WooCommerce QuickBooks - Login to WooCommerce
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  • After logging in, click on Approve to allow access to the connector to read/write and manage your WooCommerce data. You will be able to see that you have successfully connected your WooCommerce account with QuickBooks as shown below.
WooCommerce QuickBooks - Connected
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Step 2: Configure WooCommerce QuickBooks Integration

Now that you have connected your WooCommerce QuickBooks connector, in this step, you will configure your integration. Follow the steps below:

  • On your QuickBooks Connector page, click on the Manage tab on the top of the page as shown below.
WooCommerce QuickBooks - Manage Connector
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  • Next, you will configure your synchronization settings such as Account Timezone, Integrations Starting Date, and Email Sync Report options as shown below.
WooCommerce QuickBooks - Synchronization Options
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  • Now, you can set up your workflows and select the workflow you want to set up as shown below.
WooCommerce QuickBooks - Manage Workflow
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  • After selecting the workflows, you can now choose the WooCommerce order field you want to retrieve from WooCommerce as shown in the image below. In addition, you need to also choose the option of whether you want to send your orders to QBO as Sale Invoice or Sales Receipts.
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WooCommerce-QuickBooks-Advanced-Options
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  • In case your WooCommerce order gets refunded or canceled, you can select the Create Credit Notes in QuickBooks Online and configure the options as shown below.
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  • Now, you need the option between Name or SKU to match your WooCommerce products with QuickBooks Online. The Name option will match the WooCommerce products SKU field to the QuickBooks Online Name field. On the other hand, SKU will match the WooCommerce SKU field to the QuickBooks Online SKU field.
  • Next, you need to select the tax code in QBO corresponding to the tax created in WooCommerce. Refer to Configuring Tax With QuickBooks Connector to configure this option.
  • To create new items in QuickBooks Online, you can check the Create New Items in the QuickBooks Online box as shown below. You should also fill in the income and expense detail fields.
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  • Now, if you wish to send your payments from WooCommerce to QBO, then check the Send Payments from WooCommerce to QuickBooks Online box as shown below. Otherwise, you can also set up another payment method in the Advanced Options.
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  • Next, if you want to read all your WooCommerce items data and create then in QBO then check the When a Product is created in WooCommerce, create a new Item in QuickBooks Online workflow box. 
  • If you want to update your WooCOmmerce stock levels automatically if any stock level is updated in QBO, then check the required box as shown below and click on Save.
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Step 3: Sync WooCommerce and QuickBooks

After configuring your WooCommerce QuickBooks Integration, you can Turn Auto Sync On as shown below. This will sync your accounts every hour. You can also manually change the sync frequency from the Synchronization Options.

WooCommerce QuickBooks - Turn Auto Sync On
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Hurray!! You have finally set up your WooCommerce QuickBooks Integration. Read along to explore the amazing advantages of integrating WooCommerce QuickBooks offers.

Benefits of WooCommerce QuickBooks Integration

Now that you have configured and synced your WooCommerce QuickBooks, let’s unravel some of the key benefits this Integration provides:

  • Efficient and Cost-Effective: WooCommerce QuickBooks Integration helps manage your inventory easier than ever before, allowing you to manage it all in one location and automate things like creating purchase orders if necessary. This will save your time and money, allowing you to focus on the most important aspect of your business such as Marketing.
  • Auto Sync and Centralized Management: WooCommerce QuickBooks connector is an efficient solution to keep track of your inventory, whether you’re a Marketing Manager, an E-Commerce business owner, or simply someone who wants to keep track of their inventory. It will help you to keep track of your inventory and client orders in one location rather than switching between two distinct applications or systems.
  • Track Stock Levels: You’ll be able to view how much stock is available as well as what consumers have requested. It will be easier for you to ensure that your items are always in stock when a client places an order with you if you have this information.
  • Detailed Report Analysis: If you’re running an eCommerce store using WooCommerce, you’ll need the means to keep track of your data. This is simple to accomplish using QuickBooks for WooCommerce. WooCommerce QuickBooks Integration has outstanding data reporting and analysis features that will provide you with the information you need to make informed business decisions.

Conclusion

In this article, you gained a better understanding of WooCommerce and QuickBooks. You also explored the key features of these platforms. Moreover, you learned the 2 main methods to sync your data from WooCommerce to QuickBooks – one-way sync and bi-directional sync. In addition, you understood the steps to set up WooCommerce QuickBooks Integration. At the end of the article, you also understood the key benefits of WooCommerce QuickBooks Integration offers to your business.

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