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Connecting QuickBooks Online with the Webgility QuickBooks Connector

This article explains how to connect QuickBooks Online (QBO) with the Webgility QuickBooks Connector, the essential first step for syncing Shopify data seamlessly. It provides detailed instructions for both new and existing QuickBooks Online users, including how to sign up for a QBO account, verify prerequisite settings, and authorize the secure connection. The article also highlights the key configurations needed in QuickBooks Online, such as enabling sales tax, discounts, shipping, and inventory tracking, to ensure data sync accuracy. Once connected, users can proceed to configure sync settings for orders, products, customers, and payments, enabling automated posting of Shopify transactions directly into QuickBooks Online.

Overview

Connecting your QuickBooks Online (QBO) account is the first and most important step to start syncing your Shopify data using the Webgility QuickBooks Connector. This secure connection allows Webgility QuickBooks Connector to automatically post your Shopify sales, refunds, fees, and payouts directly into QuickBooks Online, ensuring your books stay accurate and up to date without manual effort.

Sign Up for QuickBooks Online (If You Don’t Have an Account)

  • Visit the site : https://quickbooks.intuit.com/
  • Navigate to Plans & Pricing, review the different QuickBooks Online plans and select the one that best fits your business needs.
  • Click on the option to "Choose plan" or "Start free trial". 
  • Create a new Intuit account 
  • Provide the required billing information, review the terms, and confirm to start your 30-day free trial. 
  • Follow the on-screen prompts to go through the initial setup wizard for your company file.

Before You Connect – QuickBooks Online Prerequisites

To ensure a smooth connection and accurate data sync, make sure the following settings are configured in your QuickBooks Online account:

  • Sales Tax should be enabled, if you record tax in your Shopify transactions. Kindly refer to the article
  • Discounts should be enabled, if you record discounts on your sales. In QuickBooks Online, go to Gear icon > Account and Settings > Sales. Under the "Sales form content" section, click the pencil icon to edit and turn on the Discount field. Save and click Done.
  • To handle inventory-type items, enable the following options under Products and Services settings:
    • Track quantity and price/rate
    • Track inventory quantity on hand

Kindly refer to the article

  • Shipping should be enabled, if you record shipping and handling charges. In QuickBooks Online, go to Gear icon > Account and Settings > Sales. Under the "Sales form content" section, click the pencil icon to edit and turn on the Shipping field. Save and click Done.
  • If you already have products created in QuickBooks Online, ensure they auto-match with your corresponding products in your Shopify store. The default matching criteria will be used SKU (Shopify) to Product Name (QuickBooks Online)

Steps to Connect QuickBooks Online

  1. Access the Onboarding Page
    • After installing the Webgility QuickBooks Connector from your Shopify Admin panel, you’ll be directed to the onboarding page.
  2. Connect QuickBooks
    • Under Connect your Accounting System click on the Connect button and then  Connect to QuickBooks.
  3. Sign In to QuickBooks Online
    • A secure Intuit login window will appear.
    • Enter your QuickBooks Online admin credentials to authorize the connection.
  4. Grant Access Permissions
    • Review the access request and click Connect or Authorize to allow Webgility QuickBooks Connector to sync data with your QuickBooks Online account.
  5. Enable Sales Tax (If Prompted)
    • If your QuickBooks Online account has sales tax disabled, you’ll be prompted to enable it.
    • You can either enable sales tax at this point or choose to continue without enabling—it won’t stop your setup.
  6. Connection Confirmation
    • Once connected, you’ll see a confirmation message, and your QuickBooks Online account will now be linked to the Webgility QuickBooks Connector.

Next Step

After connecting QuickBooks Online, proceed to configure your sync settings (Orders, Products, Customers, and Payments) to begin posting your Shopify transactions seamlessly.