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With WooCommerce and QuickBooks, the goal is to integrate seamlessly so that you can import orders from one platform into another.
Although WooCommerce and QuickBooks do not have a native connection, there are third-party plugins that can help. Each plugin works differently—some even enable two-way data transfer—and supports various versions of QuickBooks, so you’ll need to choose the best one for your requirements.
We’ll go through how to choose the right one for your company and how to set up each integration:
1. Determine whether you want a one-way or two-way data transfer
Depending on whatever plugin you use, data transfers function differently. Data transport in just one direction sends data from one app to another, whereas Data synchronization in both directions provides real-time updates and data transmission between both applications.
Data transport
This is a cost-effective alternative for novice e-commerce company owners who don’t mind manually entering data. So, if all you need in QuickBooks is information about sales, costs, and revenue, the one-way transfer of WooCommerce orders to QuickBooks should suffice. The main difficulty is that scaling is difficult. If you want to expand your firm, Data synchronization in both directions is preferable to one-way data sync.
Data synchronization
Data synchronization in both directions plugin supports data transfer from WooCommerce to QuickBooks and QuickBooks to WooCommerce. So, this is a great solution for eCommerce businesses that want product info, inventory counts, customer info, and orders to change in both apps simultaneously. It’s a more expensive solution, depending on which plugin you choose, but it scales for growth (and reduces manual entry).
2. Find a WooCommerce and QuickBooks plugin that works for you.
QuickBooks recently acquired OneSaaS, a third-party plugin that was formerly charged for its service. Now it’s free to use, but it only integrates with QuickBooks Online. Zapier only offers Data transport in just one direction, and there’s a monthly fee ranging from free to $49 for small businesses.
MyWorks and Webgility both offer Data synchronization in both directions and integrate with both online and desktop versions of QuickBooks. You’ll have to pay $39 monthly for MyWorks and $79 monthly for Webgility, if you opt for an annual plan.
3. Integrate WooCommerce With QuickBooks
Zapier uses mini-integrations called Zaps to link two systems, such as QuickBooks and WooCommerce. A Trigger and an Action are included in each Zap. A new order made on WooCommerce, for example, might be a Trigger, and an Action would automatically produce a QuickBooks Sales Receipt with the order details.
The free option gives you five Zaps, or integrations, so you can set up Zapier as a Data transport in just one direction from WooCommerce to QuickBooks for free. However, you’re also limited to 100 tasks, so each order that transfers from WooCommerce to QuickBooks would be a task.
Here’s how you use Zapier to connect WooCommerce and QuickBooks:
1. Create a Zapier account.
Zapier just needs an email address, first and last names, and a password to get started. To get started, it’s completely free.
2. Select the First Trigger
Data transfers are one-way only, so choose the app with which you wish to exchange data and then the trigger, such as order.
3. Select the action you’d want Zapier to do.
Here, choose QuickBooks Online, then the action you want the connection to do, such as creating an invoice. When a WooCommerce order is received, QuickBooks receives a command to construct an invoice based on that order.
4. Log in to Both WooCommerce & QuickBooks
Once you’ve signed into your WooCommerce and QuickBooks accounts, all you have to do now is follow the rest of the steps to guarantee that your data is transferred correctly. That’s all there is to it.
Integrate WooCommerce with QuickBooks.
If you use QuickBooks Online and need Data synchronization in both directions for real-time updates in both your accounting software and WooCommerce, OneSaaS is a great plugin to choose. It’s free, easy to set up, and offers helpful support in the app and through email. Once you have it all set up, your syncs will happen hourly.
1. Go to your QuickBooks account and log in.
You may download the OneSaaS app once you’ve logged in. Connecting WooCommerce and QuickBooks to OneSaaS is the first step. From the OneSaaS dashboard, you may connect to both.
- Choose “Add Connection” from the Connections menu in the OneSaaS dashboard, then slide down to the Accounting area and choose QuickBooks Online.
- Connect to QuickBooks by clicking the Connect button.
- If you haven’t previously done so, log in to QuickBooks.
- To authorize QuickBooks to exchange data with OneSaaS, click Connect.
Connecting WooCommerce is similar, only you’ll hunt for the app in the eCommerce area of the app store. In order to connect with OneSaaS, you’ll need to enter your domain URL before logging in to WooCommerce.
2. Configure Workflows Between WooCommerce & QuickBooks
Once both applications are exchanging data with OneSaaS, go to the Manage page and look for the two apps set up for synchronization. Now is the time to set up your processes. Select as many processes as you like, and data on orders, inventories, and goods will be updated in real-time.
3. Carefully adjust the advanced settings
There are many parameters in OneSaaS that you can tweak to obtain the data you want to communicate between WooCommerce and QuickBooks precisely as you want it. One of the most crucial things to perform before utilizing OneSaaS to transfer data is to make sure both applications are configured correctly. Otherwise, you may have problems.
For example, transferring stock level data from QuickBooks to WooCommerce is feasible, but you must first set up your inventory data in QuickBooks before integrating and enabling this feature. If you don’t, you may zero out your stock levels in WooCommerce.
Integrate WooCommerce with QuickBooks.
Webgility integrates WooCommerce with QuickBooks Online or QuickBooks Desktop. The third-party plugin enables a flawless sync between the applications, ensuring that your data is always in sync between QuickBooks and WooCommerce. Webgility is more expensive than MyWorks, but it interfaces with other sales platforms including Amazon, Shopify, and BigCommerce.
1. Install & Activate Webgility on WordPress
After you’ve signed up and paid for your Webgility plugin, you may download it. Go to Plugins, then “Add New” after logging in to your WordPress account. After you’ve uploaded the file, look for Webgility in your list of installed plugins. Select “Activate” from the drop-down menu.
2. Go to Webgility Dashboard and paste the generated URL there.
Once you’ve activated your Webgility plugin, you should see a unique URL. Copy that and then switch over to your Webgility dashboard. Go to Integrations > Stores > Add. A screen will pop up where you add your store type—in this case, WooCommerce—a nickname for your store, and the URL you just copied from WordPress. Log in with your WooCommerce credentials to connect your store to Webgility. Then you’ll add your business contact information, such as address, phone number, and website.
3. Make a connection between Webgility and QuickBooks.
Depending on whatever version of QuickBooks you’re using, you’ll have to look for the required business file in a different way. Log in with your admin credentials for QuickBooks Pro, Premiere, or Enterprise, and then use the browse button to locate the business file. If you’re using QuickBooks POS, log in as the SysAdmin and look in the top left corner of the UI for the company file name. Then, on the Webgility desktop, enter the business file name as well as the QuickBooks version you’re using.
4. Give Webgility permission to access QuickBooks data.
You could get a page like this, requesting you to authorize Webgility as a QuickBooks data access app. You’ll be able to sync data between WooCommerce and QuickBooks using the Webgility plugin after you’ve given permission and QuickBooks is linked to Webgility.
Conclusion
WooCommerce combines the functions of a virtual cash register, credit card processor, and inventory tracker into one convenient package. It’s where you keep track of all your product information, sales, and returns. QuickBooks is a popular small company accounting software that allows you to keep track of your sales, invoices, revenue, spending, and purchases. You’ll have to perform a lot of manual entering to reconcile your company data if you utilize these two products individually.
Connecting WooCommerce to QuickBooks via a third-party plugin is the greatest way to save time and sanity.
Choosing the right WooCommerce and QuickBooks integration depends on a few things. Aside from the version of QuickBooks you’re using, you should consider how many orders you receive each month. If it’s less than 100, and you don’t track inventory or products in QuickBooks, Zapier’s free option can work for you. Otherwise, opt for the free OneSaaS or the affordable MyWorks plugin to get Data synchronization in both directions. Webgility can be useful for connecting multiple stores to one QuickBooks account.
Frequently Asked Questions
How do I link WooCommerce to QuickBooks desktop?
In order to link WooCommerce with QuickBooks Desktop, you will need the CSV file that has your orders. You can find this by logging into your website and going to Admin > Monetization. Then click on the button next to the box labeled Order Export File under Product Orders.
You must download this CSV file and then upload it into a folder in which WooCommerce allows one-way linking (such as /products/orders).
How does QuickBooks integrate with WordPress?
QuickBooks integrates with websites by using a plugin.
Does QuickBooks Online integrate with WooCommerce?
Yes, QuickBooks Online integrates with WooCommerce.
