This article is part of a larger series on Accounting Software.
Although there is no native integration between WooCommerce and QuickBooks, there are third-party plugin solutions. Each plugin works differently—some offer two-way data transfer—and each supports different versions of QuickBooks, so you need to choose the right one for your business’ needs. The four most popular plugin options for integrating WooCommerce with QuickBooks are:
We’ll walk through how to choose the best one for your business and steps to set up each integration:
1. Choose One-Way or Two-Way Data Transfer Between WooCommerce and QuickBooks
Data transfers work differently depending on which plugin you choose. There’s one-way data transfer, which moves data from one app to another, and two-way data sync, which offers real-time updates and data transfer from and to both apps.
One-way data transfer
This is an affordable solution for new ecommerce business owners who don’t mind doing manual data entry. So, if all you need is info about sales, expenses, and income in QuickBooks, the one-way transfer of WooCommerce orders to QuickBooks should be all you need. The biggest issue is that it’s hard to scale. If you have plans to grow your business, it’s best to skip one-way and opt for two-way data sync.
Two-way data sync
A two-way data sync 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. Choose a WooCommerce and QuickBooks Plugin
QuickBooks recently acquired OneSaaS, a third-party plugin that formerly charged for its service. Now it’s free to use, but it only integrates with QuickBooks Online. Zapier only offers one-way data transfer, and there’s a monthly fee ranging from free to $49 for small businesses.
MyWorks and Webgility both offer two-way data sync 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.
WooCommerce and QuickBooks Integration Pricing
*Based on an annual plan
3. Integrate WooCommerce With QuickBooks Using Your Chosen Plugin
Choose Zapier, OneSaaS, MyWorks, or Webgility from the dropdown below for step-by-step integration instructions.
How to Integrate WooCommerce With QuickBooks Using Zapier
Zapier connects two systems—like QuickBooks and WooCommerce—using mini-integrations called Zaps. Each Zap includes a Trigger and an Action. For example, a Trigger can be a new order being placed on WooCommerce, and an Action would automatically create a QuickBooks Sales Receipt with that order information.
The free option gives you five Zaps, or integrations, so you can set up Zapier as a one-way data transfer 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 to set up WooCommerce with QuickBooks using Zapier:
1. Sign Up for a Zapier Account
All you need to get started with Zapier is an email address, first and last name, and a password. It’s free to get started.
2. Choose Your First Trigger
Data transfers move one way only, so choose the app you want to share data, and then the trigger you’d like to use, such as order.
3. Pick the Action You Want Zapier to Make
Choose QuickBooks Online here, and then the action you want the integration to make, such as create an invoice. Now whenever an order comes through in WooCommerce, QuickBooks gets a command to create an invoice based on that order.
4. Log in to Both WooCommerce & QuickBooks
Once you’re logged in to your WooCommerce and QuickBooks accounts, you simply follow any other instructions to ensure the data transfers seamlessly. And that’s it.
How to Integrate WooCommerce With QuickBooks Using OneSaaS
If you use QuickBooks Online and need two-way data sync 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. Sign In to Your QuickBooks Account
Once you’ve signed in, you can download the OneSaaS app. Your preliminary steps is to connect WooCommerce and QuickBooks to OneSaaS. You can connect both from the OneSaaS dashboard.
- From the Connections tab in the OneSaaS dashboard, choose “Add Connection” and then scroll down to the Accounting section to choose QuickBooks Online.
- Click on Connect to QuickBooks
- Sign in to QuickBooks (if you aren’t already logged in)
- Click Connect to allow QuickBooks to share data to OneSaaS
The process for connecting WooCommerce is similar, except you’ll look for the app in the ecommerce section of apps. And you’ll need to add your domain URL before signing in to WooCommerce to set up the connection with OneSaaS.
2. Configure Workflows Between WooCommerce & QuickBooks
Once you have both apps sharing data to OneSaaS, click on the Manage tab where you should see the two apps set up for syncing. You’ll want to configure your workflows now. Choose as many of the workflows as you’d like, so data regarding orders, inventory, and products update in real time.
3. Adjust Advanced Settings Carefully
There are a lot of settings in OneSaaS you can adjust so you get exactly the data you want to share between WooCommerce and QuickBooks. One of the most important things to do is make sure you have both apps set up the way you want before transferring data using OneSaaS, or you may run into issues.
Example: Stock level data from QuickBooks to WooCommerce is possible, but you need to make sure you have your inventory data set up in QuickBooks before you integrate and enable this function. If you don’t, you may zero out your stock levels in WooCommerce.
How to Integrate WooCommerce With QuickBooks Using MyWorks
MyWorks is a third-party plugin that works similarly to OneSaaS with two big differences: It comes with a monthly fee, and it integrates with all of QuickBooks accounting solutions. So, if you’re using the desktop version of QuickBooks or the point of sale, then you may want to choose MyWorks for data syncing with WooCommerce.
1. Install & Activate the MyWorks Plugin
Install and activate the MyWorks plugin into your WordPress/WooCommerce dashboard. Then connect the MyWorks plugin to your QuickBooks account using the license and connection information from your MyWorks account.
Follow the setup wizard to finish connecting WooCommerce and QuickBooks to MyWorks.
2. Configure Settings for QuickBooks
Adjust your settings for QuickBooks, as needed. You can change the time zone and currency, among other settings.
3. Set Up Automatic Sync Settings
Click on Automatic Sync at the top right and then change settings for the data types you want to sync between WooCommerce and QuickBooks. In the bottom half of the screen, you can adjust settings for data sync from QuickBooks to WooCommerce.
If you get stuck at any time, you can find helpful guides from MyWorks’ support center online.
How to Integrate WooCommerce With QuickBooks Using Webgility
Webgility connects your WooCommerce with either QuickBooks Online or the desktop version. The third-party plugin creates a seamless sync between the programs, so your information in both QuickBooks and WooCommerce are always aligned. Webgility is a pricier solution than MyWorks, but integrates with other sales channels, such as Amazon, Shopify, and BigCommerce.
1. Install & Activate Webgility on WordPress
Sign up and pay for your Webgility plugin, and then download the file. Log in to your WordPress account and go to Plugins, and then click on “Add New.” Upload the file you’ve downloaded, and then find Webgility in your list of installed plugins. Click on “Activate.”
2. Add the Generated URL to Webgility Dashboard
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. Connect Webgility to QuickBooks
You’ll find the needed company file a little differently depending on which version of QuickBooks you’re using. For QuickBooks Pro, Premiere or Enterprise, log in with your admin credentials and then find the company file using the browse button. If you’re using QuickBooks POS, log in as the SysAdmin and find the company file name in the upper left corner of the QB POS interface. Then in the Webgility desktop, add the company file name, along with the version of QuickBooks you’re using.
4. Allow Webgility to Access QuickBooks Data
You may see a screen like this, which is asking you to approve Webgility as an app to access QuickBooks data. Once you’ve granted access and QuickBooks is connected to Webgility, you’ll be able to sync the data between WooCommerce and QuickBooks through the Webgility plugin.
WooCommerce acts like a virtual cash register, credit card processor, and inventory tracker in one. It’s where you have all the information about your products, sales, and returns. QuickBooks is one of the most popular small business accounting platforms that helps you track your sales, invoices, income, expenses, and purchasing. If you use these two programs separately, you’ll have to do quite a bit of manual entry to reconcile your business data.
The best solution to save you time and sanity is to connect WooCommerce to QuickBooks with a third-party plugin.
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 two-way data sync. Webgility can be useful for connecting multiple stores to one QuickBooks account.
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