If your business website runs on WordPress and you use WooCommerce as your ecommerce platform of choice, you may be wondering how to enable the WooCommerce QuickBooks integration to sync your sales information with your accounting software.
While there’s no built-in integration for Quickbooks and WooCommerce, you can use a third-party solution to connect the two. There are different ways to get the job done, including one-way transfers from WooCommerce to QuickBooks and two-way syncs that send data across both platforms. The best solution depends on your business needs.
For example, Zapier is a third-party tool that enables one-way connections like sending order and customer data from WooCommerce to QuickBooks. MyWorks is a tool that supports a more complete two-way data sync for updating customers, orders, inventory, order status, and shipment data between QuickBooks and WooCommerce.
Understanding WooCommerce QuickBooks Integrations
Before digging into these third-party solutions, let’s first examine the differences between one-way and two-way integrations and pinpoint the best fit for your needs. This will help you decide whether one-way Zapier or two-way MyWorks is the best WooCommerce QuickBooks integration tool for you.
One-Way WooCommerce Quickbooks Integrations
Many WooCommerce users simply need a way to automatically record their WooCommerce orders, customers, and sales data in QuickBooks. This is easy to do using one-way data transfers from WooCommerce to QuickBooks.
These are considered one-way transfers since no data is being returned from QuickBooks back to WooCommerce. Essentially, the data originates in WooCommerce and is downloaded to QuickBooks, and that’s the end of the task.
Using a one-way WooCommerce QuickBooks integration, you can:
- Record new WooCommerce orders as sales receipts in QuickBooks
- Record new WooCommerce customers as QuickBooks customers
- Send new subscription or membership signups from WooCommerce to QuickBooks
- Update WooCommerce subscription and membership renewals in QuickBooks
- Record a WooCommerce order status change (like a canceled order) to the QuickBooks sales receipt
Automating these data transfers through a WooCommerce QuickBooks integration can be a real time-saver. It completely eliminates the need for manual entry or manual downloads and uploads of this information between platforms. It also ensures your QuickBooks sales and inventory records are updated with each WooCommerce order you receive.
This one-way integration updates QuickBooks data as WooCommerce changes, but it doesn’t update WooCommerce data when QuickBooks changes.
For example, when you receive a purchase order in QuickBooks, your QuickBooks inventory is updated. However, that inventory update isn’t “pushed” to WooCommerce. You must update your WooCommerce inventory manually or use time-consuming CSV downloads from QuickBooks and upload them into WooCommerce.
This generally doesn’t matter to sellers who don’t track inventory, like those selling digital goods or dropship items. However, maintaining inventory and other product data manually on two platforms can be a real headache for an inventory-driven business. This is where two-way data integrations shine.
Two-Way WooCommerce Quickbooks Integrations
Two-way WooCommerce QuickBooks integrations “handshake” data between the two platforms. Make a change to one, and it’s reflected on the other, and vice-versa—it’s that simple.
WooCommerce sellers generally use two-way integrations to efficiently manage inventory counts across WooCommerce and QuickBooks. A two-way sync also streamlines other housekeeping and sales needs as well, like product SKU changes, bulk price updates, and sale pricing.
Using a two-way WooCommerce QuickBooks integration, you can:
- Sync inventory counts between QuickBooks and WooCommerce
- Automatically update product information, like SKUs or item variations, on both platforms
- Change customer data on one and automatically update the other
- Record order shipment methods and tracking data to WooCommerce orders and QuickBooks
- Maintain and update subscription and membership customers from either platform
- Sync WooCommerce orders and QuickBooks sales receipts so each platform mirrors the other, regardless of where the order originated (helpful if you use WooCommerce for label printing)
Clearly, a two-way WooCommerce QuickBooks integration provides a far more robust data connection. Not every WooCommerce QuickBooks user needs this level of data sync to work effectively. However, those managing product collections and fast-moving inventory can save loads of time and avoid many headaches by fully connecting the two platforms.
Now you know the difference between one-way and two-way integrations and how each solves specific business needs. Next, let’s explore how to enable each of these WooCommerce QuickBooks integrations using Zapier or MyWorks.
Use Zapier to Enable a One-Way WooCommerce QuickBooks Integration
Zapier is a tool that you can use to connect hundreds of online platforms, including WooCommerce and QuickBooks Online. Currently, Zapier only supports one-way data transfers from WooCommerce to QuickBooks. You can’t send data the other way.
Also, Zapier doesn’t work with QuickBooks Desktop; it only supports a QuickBooks Online WooCommerce integration. To integrate WooCommerce to QuickBooks Desktop or QuickBooks POS, you’ll need MyWorks, which we’ll explore next.
Zapier is very economical and has a free basic account plan; however, you do have to pay for the WooCommerce extension that connects WooCommerce to Zapier, as shown below. There’s no added fee to connect Zapier to QuickBooks Online.
- Zapier Extension for WooCommerce: $59 per year
- Zapier Account: Free account for basic small business needs, plus several paid plans, as shown below
Zapier’s free plan is ideal for startups as it supports up to five Zaps, so you can send new WooCommerce orders, customers, and subscriptions to QuickBooks Online under the Free plan.
In Zapier, you get more “tasks” on higher plans and each task equals a data transfer.
For example, If you use Zapier to send new WooCommerce orders to QuickBooks, you can do 100 orders per month on the Free plan. Or, if you’re sending new WooCommerce orders and creating new customers in QuickBooks, you can do 50 orders and 50 new customers per month on the Free plan.
Once you’re selling over 100 orders per month, you’ll need Zapier’s $19.99 per month Starter plan or higher.
How to Use Zapier to Connect WooCommerce and QuickBooks Online
Start by purchasing and installing the Zapier extension for WooCommerce. Next, you’ll connect your WooCommerce and QuickBooks Online accounts using “Zaps,” which define your data connections.
To do this, simply enter the platforms you want to connect in the setup screen search boxes, as shown below.
Zapier makes it easy to automate all types of data transfers from WooCommerce to QuickBooks; however, it doesn’t send data from QuickBooks to WooCommerce. Image source: Zapier
Once you’ve entered WooCommerce and QuickBooks into these fields, you’ll see the most popular Zaps used to connect these platforms. You can start with these by simply clicking “Try This.” A screen will pop up, as shown below. Here, you’ll be directed to a few buttons to connect your WooCommerce Zapier extension and your QuickBooks Online accounts. Then you’re done.
Zapier’s Zap wizard walks you through its simple setup and platform connection steps for each Zap.
You can also create your own Zaps by selecting a specific “Trigger,” like a “Subscription Renewal” and an “Action,” like “Create QuickBooks Online Sales Receipt,” as shown below.
Zapier lets you customize your WooCommerce QuickBooks data transfers to fit your business. Image source: Zapier
That’s it! Enabling one-way WooCommerce Quickbooks integrations really is that simple with Zapier.
However, you can’t send data from QuickBooks to WooCommerce. For example, when you update inventory in QuickBooks Online, you can’t automatically push your updated inventory counts out to WooCommerce using Zapier. For that, you’ll need the two-way data sync power of MyWorks.
Use MyWorks to Enable a Two-Way WooCommerce QuickBooks Integration
MyWorks is one of several SaaS solutions that help you create a two-way WooCommerce QuickBooks integration. You can also check out OneSaaS, Webgility, Connex and a few more in the QuickBooks apps store.
MyWorks is one of several tools that support a two-way WooCommerce QuickBooks integration. Image source: QuickBooks
We’re using MyWorks as our example here because it’s the only solution that conveniently works within your WordPress dashboard. It also connects to all QuickBooks products—QuickBooks Online, Desktop, and POS—unlike other competitors which are limited to QuickBooks Online.
MyWorks is also a very economical solution. Its WooCommerce extension is free, unlike Zapier’s, which has a $59 annual fee. Like Zapier, it also offers a free basic plan. However, to access two-way sync power of MyWorks for inventory and product updates, you’ll need a paid plan, which starts at $39 per month.
- MyWorks QuickBooks Sync for WooCommerce Extension: Free
- MyWorks Account: Free account for basic small business needs, plus several paid plans, as shown below
MyWorks offers three plans, one free and two paid. Paid plans support full inventory sync which is worth every penny for sellers with fast-moving stock. Image source: MyWorks
How to Use MyWorks to Connect WooCommerce and QuickBooks
To enable this integration, simply upload and install the MyWorks QuickBooks Sync for WooCommerce extension to your WordPress dashboard. This extension brings MyWorks entirely into your WordPress dashboard, so you can handle right within WordPress.
MyWorks QuickBooks Sync for WooCommerce installs into your WordPress dashboard and from there, you control all of your data-share settings. Image source: MyWorks
After installation, the MyWorks wizard walks you through a few steps to connect your WooCommerce store to QuickBooks using API keys. Once connected, the wizard leads you through your default setup and a step called data mapping.
Data mapping sounds complex, but MyWorks makes it easy. Essentially, this is how you define what data automatically syncs between WooCommerce and QuickBooks, and how it’s handled.
Set automated data sync rules that fit your business using simple on/off toggles within your MyWorks dashboard in WordPress. Image source: MyWorks
For example, you can elect to send things like orders and customers one or both ways between the platforms. You can also set rules to sync updated inventory numbers and product SKUs across both platforms, but not affect other data, like product titles or prices. You have plenty of controls that you can set to fit your unique needs.
During your MyWorks setup, you can also send a one-time download of past orders and customers into QuickBooks from WooCommerce, or from WooCommerce to Quickbooks. This is a handy option if you’re just starting to use one of the two platforms.
The Bottom Line
Nowadays, enabling a WooCommerce QuickBooks integration is quite easy, thanks to software tools like Zapier, MyWorks, and other players on the market. You simply need to decide if a one-way transfer or two-way sync is right for your business.
If you want to simply record your new WooCommerce orders and customers in QuickBooks, Zapier’s one-way tool can do that with minimal setup and low ongoing costs. However, when it comes to managing critical inventory and product data across both platforms, the time-saving advantages of MyWorks two-way sync is worth the higher monthly fee.
The good news is, whichever method you choose will ultimately save you time, eliminate manual-entry mistakes, and increase your overall efficiencies.