WooCommerce QuickBooks Integration: 6 Easy Steps to Setup

WooCommerce QuickBooks integration is mainly connecting your store with QuickBooks CRM to automatically sync sales, inventory, customer data, and expenses from your WooCommerce store to QuickBooks. 

But why Quickbooks for WooCommerce?

QuickBooks is the most advanced built, well-developed tool and comes with almost everything you need to manage your online store. And WooCommerce is fully compatible with QuickBooks to manage all accounting cash flow, even with invoices.

Again, this Quickbooks woocommerce integration provides many benefits, such as easier order and inventory management, automatic bookkeeping, and better financial reports.

Because of the functionality of QuickBooks, it is already leading the market with 80% of the market share only in the US. 

In this article, we are going to cover the WooCommerce QuickBooks integration process both desktop and online. Again, you’ll also get to know about the top QuickBooks plugins for your store.

So let’s start.

How to Integrate WooCommerce with QuickBooks Online Account?

There are two different methods of integrating QuickBooks and WooCommerce. These are – 

1. QuickBooks Online &
2. QuickBooks Desktop

We’ll go through each method so that you can better pick the right one for your Woocommerce Quickbook integration.

Woocommerce Quickbooks online integration

Before starting the integration process, let’s take a quick look at the system requirements for this integration process. 

What are the minimum requirements to sync Quickbooks with WooCommerce?

• WordPress version 4.4 or above
• WooCommerce version 3.5 or above
• Pretty permalinks &
• Domain and URL

You might already understand the domain, WordPress, and WooCommerce requirements. However, you have to set up the pretty permalinks from the WordPress dashboard. 

Navigate to WordPress dashboard > Settings > Permalinks and select the custom structure.

Note: You can choose any option from here other than the ‘Plain’ one. The rest of the options are considered pretty links. However, we will suggest you to choose the custom structure.

Again, QuickBooks Online is best compatible with Google Chrome as the default browser. While other browsers like Firefox, Safari, Internet Explorer, and Opera can also handle QuickBooks functions.

Here are the steps to connect WooCommerce to QuickBooks Online in just 6 steps:

As you might already know, QuickBooks seamlessly integrates with WooCommerce. You can complete the integration process only in 6 steps. 

1. Login or create a QuickBooks account
2. Connect WooCommerce and QuickBooks
3. Configure the integration process
4. Sync Woocommerce Products with QuickBooks 
5. Set up Quickbooks payment gateway for WooCommerce
6. Create invoices in QuickBooks online for orders (Bonus step)

That’s all!

Let’s describe all of these steps briefly.

Step 1: Login or create a QuickBooks account

If you already have a QuickBooks official account, visit the QuickBook Sign In page and proceed to step 2. Otherwise, let’s create an account for QuickBooks altogether. 

First, visit the QuickBooks pricing page and choose a package first. You can either purchase that package or start your 30-day free trial. 

Every package of QuickBooks online comes with a 30-day free trial. We will create a trial account for the “QuickBooks Essentials” package.

After that, choose your country and provide the required information to sign up for the trial account. Here’s the list of the required information –

After signing up, you have to share your business details with QuickBooks. Always provide the legal information here to avoid any kind of inconvenience with QuickBooks accounts in the future.

Provide all of this information and click on that green Next button. It will forward you to the page where you have to choose the tasks you want to accomplish with QuickBooks. These are: 

• Send and track invoices
• Pay your employees
• Manage your inventory
• Track your retail sales
• Track the sales taxes 
• Organize the expenses and
• Track your other bills.

Click on all of the tasks you want to do with QuickBooks.

Only choose the basic functions here and you can always add more later.

After choosing your preferred options, click on the All set button, and your account creation is done here. 

Step 2: Connect QuickBooks to Woocommerce

Now, let’s connect WooCommerce and QuickBooks altogether. Here, I’ll connect WooCommerce to QuickBooks Online with QuickBooks Connector (OneSaas).

To connect Quickbooks to WooCommerce, log in to your QuickBooks customer account >> Apps option >> search for WooCommerce Connector by Intuit app and install it. Now, hit the Connect button, and in the connection tab, click on Connect to Woocommerce. 

So, how to integrate apps with QuickBooks Online?

To integrate app with QuickBooks Online, go to Quickbooks dashboard, search for  WooCommerce Connector by Intuit app and click on the Get app now button to install it.

After installing this WooCommerce plugin, you have to accept the terms and conditions of QuickBooks. It basically asks for the following information – 

• Your company information
• Data about your suppliers, employees, and/or customers
• Phone Number
• Profile Information
• Email Address
• Address etc.

If you are okay with sharing data with QuickBooks, click on the Connect button. After clicking on that, you will be redirected to the Connections tab like below –

In this WooCommerce account area, there are two different options. One is for the existing users, and the other one is for the new users. 

If you don’t have a WooCommerce store account, create one first. Then click on the Connect to WooCommerce button for WooCommerce & QuickBooks sync. 

It will trigger a new window where you have to enter your valid website URL. 

Note:

Don’t input the admin panel URL, which includes the “wp-admin” part. Enter the plain URL of your online store.

If you have done everything right, your WooCommerce store will be connected with QuickBooks by now.

Bonus:

You can connect multiple stores with QuickBooks. So, connect every store and automatically sync WooCommerce and QuickBooks data from a single dashboard.

Step 3: Configure the WooCommerce and QuickBooks Integration Process

So, you have already connected your WooCommerce store with QuickBooks. It’s time to configure these. There are multiple steps of this configuration process. Let’s start with the management process.

1. Manage WooCommerce and QuickBooks

Click on the very first tab which is the Manage tab. The manage tab will be shown as below –

2. QuickBooks Online Sync Options

To sync data between QuickBooks and your eCommerce store, you must provide timezone-related information. For instance, it will ask for the following information – 

• Account Timezone
• Integrations Starting Date
• Sending sync reported email

From here, you’ll get all the options for field mapping. The date and timezone are the mandatory fields. You must add those. Rather than that, the customized email report is an optional field. Use it only if you want automatic sync data directly into your inbox.

3. Sync Workflows for WooCommerce and QuickBooks Orders

Now, it’s time to set up WooCommerce Orders sync. We have to set up the workflows to retrieve orders from WooCommerce. Check the image below to get the available orders to retrieve.

Again, you’ve manual data syncronizing option here. So, you can manually select which orders you want to send to QuickBooks online as sales receipts or  invoices. 

4. Manage the Canceled WooCommerce Orders

Thousands of online-bought products are returned for several reasons. A report of Shopify says that the product return rate becomes 20%. So, it’s pretty common that your customers will also return products for several reasons.

So, if your products are returned, you have to adjust those with QuickBooks sales orders. To do that, you should use Create Credit Notes in QBO.

As you can see in the picture, you have to input three different pieces of information here. These are –

• Fallback account information
• Full/partial refund information and
• A prefix of refund order numbers

There are mainly two different issues (refund or canceled order) that trigger the refunds. So, it will be better to use two different prefixes for these. It is recommended to use “R” for refunded orders and “C” for canceled orders.

5. Setting up WooCommerce Tax

Now, you can set up automated sales tax with QBO. Simply log in to your QuickBooks account, and find out the Tax mapping option from the left panel. 

Please follow the official QuickBooks video about setting up sales tax from your QBO account.

How to set up sales tax in QuickBooks Online

Well, this is a totally automated process. Once you are done with the setup process, you don’t need to opt for manual data entry. It will easily sync tax value and rate syncing for your online shop.

6. Sending the Online Payment to QuickBooks

The QuickBooks app also allows sending payments from WooCommerce to QuickBooks. To do so, you have to select the ‘Send Payments from WooCommerce to QuickBooks Online’ option.

However, you can also add another online payment method via Advanced Settings. QuickBooks will automatically sync order notes and payments data with your online business store.

7. Automatic Sync of Stock Levels

As a QuickBooks user, you can enjoy the real-time sync of the stocks between WooCommerce and QuickBooks software. To do so, you will need the product Name or SKU information.

If you choose the SKU option, the WooCommerce SKU field will match the SKU field of QuickBooks. On the other hand, the product name field will also match both places. 

That’s how you can configure the QuickBooks account for your WooCommerce store. Now, it’s time to sync QuickBooks data with WooCommerce.

Step 4: Sync Woocommerce Products, customers & orders with QuickBooks 

Data sync between QuickBooks and WooCommerce isn’t a big deal if you configure QuickBooks properly. 

To sync Woocommerce Products with Quickbooks, simply go to Quickbooks >> Connector. There, select the Manage tab and enable the Turn auto sync on option there to run automatic syncronization of Quickbooks with your Woocommerce data.

And, from now, all your Woocommerce data like products, orders will be automatically linked up with Quickbooks online.

Again, you can automatically sync the customer information between WooCommerce and QuickBooks using Quickbooks auto sync mode.

But, how to import existing order to Quickbooks from WooCommerce?

To import previous order data in bulk to Quickbooks, go to Settings > Import data and select Purchased orders. There, you’ll have options to upload an order with a CSV, an Excel file, or a Google Sheet. 

Here, you’ve the full Woocommerce inventory in Quickbooks.

Again, you can set rules of product feed, customer feed, invoice feed for Quickbooks Woocommerce integration. It’s like SKU with all products, customer email with proper data, mapping invoice with accurate payment method, etc.

Step 5: Set up Quickbooks payment gateway for WooCommerce

Now, your Quickbooks and Woocommerce are fully integrated to manage the cash flow of your store. 

But, can you use QuickBooks as a payment gateway for your WooCommerce store?

Yes, you can use Quickbooks for Woocommerce payments for a hassle-free and smooth transactions.

To set up Quickbooks payment gateway for WooCommerce, you need just 2 steps.

1. Install a QuickBooks Payment Gateway Plugin for Woocommerce
2. Connect your WooCommerce store to Intuit Payments

However, which payment gateway is best for WooCommerce?

Well, WooCommerce Intuit Payments is a great choice as the payment gateway for your store. It supports key subscription features like payment date adjustments, subscription start date changes, and more. This compatibility provides full support for subscriptions or pre-orders and even provides a better checkout experience for your customers.

So, first install the WooCommerce intuit payments gateway plugin from your WordPress dashboard.

Now, to connect your WooCommerce store to Intuit Payments, navigate to WooCommerce > Settings > Payments > Intuit Credit Card in your dashboard. 

From there, select Connect to QuickBooks, and enter your Intuit credentials. Once logged in, your QuickBooks and WooCommerce accounts will be linked for payment processing through Intuit Payments directly from your WooCommerce store.

Now, your payment integration with Quickbooks and WooCommerce is done. Again, if you want, you can easily refund directly in WooCommerce without logging into your Intuit account.

Step 6: Create invoices in QuickBooks online for orders (Bonus step)

QuickBooks helps you stay on top of cash flow and handles your invoices with ease. It tracks orders, collects payments, and keeps your records organized—all in one place. This way, you can keep finances clear and build trust with your customers through easy, accurate invoicing.

So, to create invoice in Quickbooks online for your Woocommerce orders;

First, go to Sales >> All sales >> Select the particular order.

Then, in the Action menu, if the status shows “Declined“, update it to “Pending” or “Accepted” in the drop-down menu.

If the status shows “Accepted“, proceed.

Now, to create invoice in Quickbooks menu, click “Convert to invoice” in the “Action” column. If the status is “Pending“, select “Convert to invoice” from the drop-down menu to sync invoices automatically.

Finally, review the invoice, make any necessary updates, and click “Save“. 

Note: 

If you have QuickBooks Payments and requested a deposit on your estimate, it will automatically convert to an invoice when the deposit is paid.

How to integrate QuickBooks Desktop with WooCommerce?

QuickBooks Desktop doesn’t have a direct, built-in connection with WooCommerce; you’ll need a reliable integration tool or plugin for WooCommerce Quickbooks desktop integration.

To integrate WooCommerce with QuickBooks Desktop, go to woocommerce Quickbooks integration connector >> create an app to get the API key. Then, paste the key to the Quickbooks desktop. And finally, customize the settings for syncronizing WooCommerce for Quickbooks desktop.

Now, let’s dive into the detailed steps.

Step 1: First, you’ve to install a woocommerce Quickbooks integration connector like MyWorks Sync software and set up your account there.

Step 2: Then, you’ll need to create an set up API credentials in QuickBooks Desktop. This may involve creating an app in the QuickBooks Developer portal to get the OAuth keys.

Step 3: Once you get the Quickbook desktop API key, go to the plugin settings. There’s no cost of these desktop API.

Now, simply enter your QuickBooks API credentials and connect your WooCommerce store to QuickBooks Desktop. 

Step 4: Next, customize the WooCommerce sync for Quickbooks desktop settings based on your needs.

You need to connect, such as syncing products, inventory, orders, and customers between WooCommerce and QuickBooks.

Step 5: Finally, transfer data to Quickbooks from your woocommerce store and check if all the relevant data for orders and customers are accurately syncronized.

And your Woocommerce store is fully connected to the Quickbooks desktop.

How much does it cost to integrate with QuickBooks?

Woocommerce Quickbooks integration isn’t totally free. You can use free Quickbooks downloadable plugins, but there’s still a cost of account for integration access.

Generally, the Quickbooks subscription fees, plugin cost, and payment transaction cost are included in the total cost for integrating WooCommerce with QuickBooks. 

• QuickBooks Subscription Cost:

QuickBooks Online: $49 to $92 per month, depending on the plan.

QuickBooks Desktop: $350 to $1481 per year, depending on pro, premium, and enterprise.

• Integration Plugin Cost:

The Quickbooks integration plugin cost is optional. If you use a free QuickBooks sync plugin like QuickBooks Sync for WooCommerce, then there will be no cost.

But if you use tools like WooCommerce Connector by Intuit with QuickBooks, then it may cost $17 to $117 per month, depending on features and transaction volume.

• Transaction Fees:

Generally, there are no additional transaction fees specifically for syncing WooCommerce payments to QuickBooks. 

However, if you use other transaction mediums like PayPal or Stripe for the payment process, it typically costs around $0.25 to $0.3 per transaction.

The overall Quickbooks for Woocommerce integration cost depends on the plans and features you select. However, it roughly cost $42.25 to $1599 to integrate WooCommerce with Quickbooks 

Top 5 Plugins for WooCommerce & QuickBooks Integration

Here is a list of the top 5 most common and popular WooCommerce and QuickBooks WordPress Integration plugins.

1. Zapier

Zapier is a free plugin that works in a one-way data sync method. It works by using Zaps. Zaps are basically used to automate the task between QuickBooks and WooCommerce. 

Every Zap contains two different tasks. The first one is called Trigger, and the second one is called Action. Suppose someone places a WooCommerce order in your shop. So, the trigger will be the order, and the action will be a sales report with that order including inventory counts.

A point to remember, Zapier supports only the online version of QuickBooks. If you purchase the QuickBooks desktop pro, you have to check the other integration plugins. 

Key features of Zapier

• Automatic real-time sync between WooCommerce and QBO
• Supports online version of QuickBooks
• Automatically sync detailed order data
• Supports multiple sales channels etc.

By the way, the Zapier free version offers 5 single-step zaps with 15 minutes update time. If you need more zaps, you have to go for the premium plans.

2. OneSaaS by QuickBooks

If you need two-way support with real-time QuickBooks sync for WooCommerce websites, the OneSaas app will be your perfect choice. 

When you connect OneSaaS with your WooCommerce store, you can control almost all business actions from here. This QuickBooks plugin for 

WooCommerce stores comes with lots of functionalities such as – 

• Automatically create connections for QuickBooks POS platforms
• Connect to popular sales and marketing channels
• Supports popular accounting and billing software etc.

To get all of these features from a single plugin, you just need to purchase, install and set up the OneSaaS app. Check the image below which presents the Manage tab of OneSaaS.

Key benefits of OneSaaS by QuickBooks

• Track inventory in real-time
• Supports both one and two-way data types
• Easily sync stock levels
• QuickBooks sync in real-time etc. 

Above all of this, this OneSaaS plugin isn’t free. You have to purchase a package before using it. The price starts from $29 per month.

3. MyWorks QuickBooks Sync

If you want to save time and money on your accounting section, the MyWorks sync can do that for you. This plugin is packed with lots of potential features. Let’s talk about some of those. 

First of all, it supports Smart Bank Deposit. It accurately groups the transaction fees and WooCommerce order charges altogether and matches the final price with your bank accounts. Even it calculates the taxes for multiple currencies.

You can collect tax either manually or via automated services. MyWorks sync supports most of the automated tax services like TaxJar, Avalara, WooCommerce Tax, etc. 

While managing the accounts, you can also add some custom fields to ease the management process. These custom fields support field mapping for line item metadata, delivery dates, tracking numbers, PO numbers, etc.

Above all of these, the MyWorks software store a large amount of historical data. So, you can catch up with every WooCommerce customer, old orders, and products too.

And, all of these features of MyWorks Sync are backed up by the support team of MyWorks software. Their documentation is very user-friendly and allows the 24/7 free setup call with unlimited support responses. 

Key features of MyWorks Sync

• 2-way realtime support
• Multi-currency support
• Automated tax calculation
• Historical data storage
• Supports quick setup

This plugin is completely free to use if you have less than 20 orders per month. If you have more orders, you have to update their paid plans. It costs $69 per month for unlimited orders.

4. SureTriggers

SureTriggers offers a robust automation platform that bridges the gap between WooCommerce and QuickBooks, enhancing operational efficiency. 

This plugin can also help in customer management. When a new customer is added in WooCommerce, the integration can initiate the creation of a customer profile in QuickBooks. Furthermore, as payments are received in WooCommerce, SureTriggers can generate corresponding transactions in QuickBooks, ensuring financial records are up-to-date.

With SureTriggers, businesses can synchronize customer data, sales, and financial information seamlessly between WooCommerce and QuickBooks.

5. Webgility

The Webgility accounting management software is made by the eCommerce specialists for the eCommerce owners. 

Webgility comes with two different applications. These are – 

• Webgility online and 
• Webgility desktop

The online version is suitable for the QuickBooks cloud, and the desktop version is built for the desktop version of QuickBooks.

This accounting application tracks every order individually and creates a summary on a daily, weekly, monthly, or custom date based. Even you will get the list of all the invoices with the transaction details. 

Key features of Webgility 

• Forecast and track multiple inventories
• Supports automatic real-time sync
• Automated tax filling with Avalara
• Record all of the transaction fees
• Support multiple currencies

The price for Webgility Online starts from $39/month (billed annually), and Webgility Online starts from $99/month (billed annually). But, you can customize the pricing based on your monthly orders, sales channels, and the number of users.

6. QuickBooks Integration for WooCommerce

If you want an all-in-one type software to manage your WooCommerce accounting, the WP Swings QuickBooks Integration software is for you.

It comes will all of the handy accounting management features like expense tracking, bulk data sync, revenue management, manually created custom field management, asset, deposit management, etc.

Most importantly, we must mention the user interface of this plugin. Its interface is probably the most user-friendly interface ever. Even eCommerce owners with no technical skills can integrate this software to boost up their online sales. 

Key features of WP Swings QuickBooks Integration plugin

• Custom field mapping
• Detailed synchronization log
• Historical data sync
• Automatic real-time sync
• Storing logged data

This plugin costs $99 (billed annually)

but, are there any limitations in the QuickBooks WooCommerce integration plugin?

Yes, there are still limitations in the QuickBooks WooCommerce integration plugin. Some common issues include potential syncing delays, restrictions on the types of data that can be transferred, and occasional difficulties with complex product types or variations. Users may also face challenges with tax calculations and customer data mapping. So, you should always schedule regular syncs or or work with a developer for custom solutions.

Which Integration Plugin Should You Choose?

All of these plugins reviewed above support QuickBooks sync for WooCommerce stores. So, if you are confused about choosing the right one, check the comparison table below to make a proper decision.

	OneSaaS	Zapier	Webgility	MyWorks
Supported QuickBooks product	Online only	Online only	QuickBooks Desktop and Online	QuickBooks Desktop and Online
Synchronization method	Two way	One way	Two way	Two way
Free trial support	No free trial available	No free trial available	15 days	14 days
Startup Cost	$0	$0	$39	$0
Ease of use	Medium	Easy	Easy	Medium

Hopefully, now we can differentiate the features of these plugins and choose the best plugin for QuickBooks sync for WooCommerce stores.

Why do we need QuickBooks?

As we’ve already described how to integrate QuickBooks with WooCommerce, let’s briefly overview some of the core benefits of QuickBooks WooCommerce integration. 

Accurate inventory management: The most useful function of QuickBooks is it can manage the product stocks accurately with full automated syncronization. So, the inventory always stays up-to-date and accurate. 

Take Control Of Expenses with Automated Accounting: After integrating QuickBooks with the eCommerce platforms, it automatically collects the sales order data and stock updates. Thus, the accounts remain updated all the time. After the integration process, it will save hours of manual entry.

Detailed report with discounts and coupons: QuickBooks analyzes the eCommerce data in an advanced way and prepares a detailed report based on that analysis. It helps to make better business decisions. You can also sync discounts and coupons data with Quickbooks.

Manage multiple sales channels with error-free calculations: There is almost no possibility of getting an error if you can connect and configure QuickBooks properly with your eCommerce store. As all of the information gets updated automatically, so there’s no room for errors.

Multi-Currency and Tax Support: QuickBooks supports multi-currency transactions and multichannel selling. It helps to grow businesses globally. It even lets you use different currencies and apply the right taxes automatically. 

These are the most common benefits of using QuickBooks for WooCommerce stores.

What are the different types of QuickBooks for WooCommerce?

There are two different methods of the QuickBooks data integration process.

1. One-Way Data Synchronization

As the name suggests, this sync method transfers data only in one direction. For example, if you want to send a WooCommerce order to QuickBooks, it will use the one-way sync method.

This synchronization method is suitable for simplified tasks like order management or sales receipt processing. It will not only save time but also be cost-effective too!

2. Two-Way Data Synchronization

The two-way sync method is a little bit more complicated than the one-way method. It updates both systems simultaneously while making transactions like taxation, inventory or order management, updating customer information, etc.

This method is comparatively more expensive than one-way transactions. It is basically used by larger businesses to handle large amounts of sales volume.

FAQ:

Conclusion

Managing business accounts is a really tough job, there’s no doubt about that!

But, the good news is you don’t need to invest manual labor in handling the accounts. Implement a robust software like QuickBooks on your WooCommerce store and manage everything automatically.

This article covers all of the aspects of the WooCommerce and QuickBooks integration process along with the tools to ease this integration process. 

Integrate QuickBooks today and grow your business!