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WooCommerce + QuickBooks Online setup guide

Overview of WooCommerce + QuickBooks Online integration

Connect WooCommerce and QuickBooks Online to start syncing your daily sales transactions and managing settlements.

  • Sales sync
    • On a daily basis, the integration will find and sync settlements deposited on the integrated payment gateway or nonintegrated payment gateway into QuickBooks Online generating an invoice.
    • You can customise your preferred sales summary view choosing from a wide array of formats.
    • Transformation to single invoice with sales information including seller fees, subscription, refunds, and shipping charges in the line items and no payment applied to the final invoice pushed to the accounting package.
    • Easily match the outstanding invoices to the deposit. The outstanding amount of the invoice would be consistent with the deposited amount.

How to set up WooCommerce + QBO integration

  1. Register or sign in to the Amaka dashboard to get started.

  2. Click the New integration button and select WooCommerce + QuickBooks Online from the integrations list to commence the setup.

  3. Sign in to your WooCommerce account by clicking the Connect new account button underneath WooCommerce logo. Follow the guided authentication process to grant all relevant permissions.

    Ensure pretty permalinks are enabled in WooCommerce. Learn how to enable pretty permalinks in WooCommerce.

    Confirm that your WooCommerce version is 5.8 or higher, and WordPress version is 4.4 or greater. See how to check your WooCommerce and WordPress version.

  4. Authenticate your QuickBooks Online account following the guided authentication process, then click Save + Continue.

  5. Follow the wizard to choose your preferred configuration method, invoice breakdown, invoice format, mapping and scheduler options to complete the setup of the integration.

  6. Click Save + Continue to finish and activate the integration.

If you have selected today’s date as your scheduled sync start date, your transactions will not appear in QuickBooks Online until tomorrow.

Configuration methods

At the beginning of your setup wizard, you’ll be able to choose your preferred configuration method from the options listed below.

Express configuration

Every day, an invoice with your daily sales summary will be created in QuickBooks Online.

The integration will automatically map sales and payments from WooCommerce into QuickBooks Online by creating the following default accounts:

Transaction type mapping
Transaction Type Account Name Account Type
Sales WooCommerce Sales Sales
Coupons WooCommerce Coupons Sales
Shipping/Delivery Fee Revenue WooCommerce Shipping/Delivery Fee Revenue Sales
Transaction Fees WooCommerce Fees Expense
Adjustments Adjustments Sales
Advanced configuration

The advanced setup will allow you to choose your own custom mapping in relation to sales and payments in WooCommerce.

Recommended for professional bookkeepers and accountants.
Guided setup

Schedule a call with one of our Integration Specialists that will help you decide on the best configuration method for you and guide you through the setup.

Schedule a call now

FAQ on how to set up WooCommerce + QuickBooks

Find answers to the most frequently asked questions about this integration.

Your WooCommerce version needs to be 5.8 or higher, and your WordPress version needs to be 4.4 or higher. You will need to validate this during the authentication step of the setup wizard. Due to the technical limitations (the integration is retrieving orders based on the filtering parameters introduced in WooCommerce 5.8), the user will not be able to proceed through the wizard – we will block it explicitly. See how to check your WooCommerce and WordPress version.

Amaka’s WooCommerce accounting integration works on Simple Start, the lowest tier plan available for QuickBooks Online.

Yes, the integration is available globally.

As of the moment, support for foreign currency transactions is not available for QuickBooks Online.

For Amaka’s WooCommerce + QuickBooks Online integration, you can choose to sync sales to a summarized invoice or to a categorized invoice. With a summarized invoice, total sales are synced into a single income account in QuickBooks Online. If you select a categorized invoice, you can map each WooCommerce product or category to a specific income account.

Of course! If you would like to request a walkthrough or discuss the capabilities of the integration in more detail, you may schedule a support session with one of our integration experts.

You can set it when the WooCommerce + QuickBooks Online integration runs a daily sync. As a default, it’s set to 3 am in your local time. Additionally, you can back sync your data by up to 12 months depending on what plan you’re on. Our support team can help you with this process.

The integration filters the accounts for each transaction and payment type. If you cannot find the account that you are trying to map, try checking the account category of the account. You can refer to default accounts mapping for the account categories appropriate to the transaction or payment type.

In case the account category is appropriate to the transaction you are trying to map, try checking the visibility of the account. You may need to tick the visibility for Sales, Other Payments and Other Receipts. Find out more.

Sure, you can select the date that you wish the data to be synced from through the integration scheduler page.

In case you have revoked the access or changed credentials of an account used for an integration, you can easily reconnect it by expanding the options menu and clicking the Reconnect (or Edit) button in the Connected accounts page.

At any time, you can access your Amaka dashboard and disable an integration by either turning it OFF or deleting it entirely. You can follow the instructions here.

What’s next?

Woocommerce accounting eBook

Learn how to automate your Woocommerce accounting and spend less than an hour on your books every month.

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