Overview
After setting up your Webgility QuickBooks Connector and integrating your QuickBooks Online account, you can either continue with the default sync settings or customize them to match your business needs.
To customize, go to the Default Settings page and click Customize Advanced Settings at the bottom. You can configure detailed settings for Orders, Refunds, Products, Customers, Sales Tax, Payment Gateways, Payouts, and Automation.
Note 1: Click on Refresh to refresh the latest accounting data on each tab if required.
Orders & Refunds
Note2: Only Fully Paid Shopify Orders are posted into QuickBooks
Transaction Type
- By default:
- Orders → Posted as Sales Receipts in QuickBooks Online.
- Refunds → Posted as Refund Receipts in QuickBooks Online.
Sync Orders From
- Displays the date when Webgility QuickBooks Connector was first integrated with your Shopify channel.
Sales Receipt Number Assignment
- Choose which system assigns the transaction numbers:
- Shopify
- QuickBooks Online.
Email Mapping
- Choose which email address to use while creating transactions:
- Sales Channel Customer Email
- Accounting Customer Email
- None (to leave blank).
Tax Settings
- Mark items as taxable when orders are taxed:
- If enabled, items will be marked as taxable on transactions.
Discounts and Shipping
- Discounts → Posted to the Discount Amount field in Sales Receipts.
- Shipping Amount → Posted in the Shipping field of the Sales Receipt.
Click Save to store your selections.
Products
These settings determine how new Shopify products are created in QuickBooks Online.
QuickBooks Item Type
- Choose Inventory or Non-Inventory based on your business needs.
Income, Expense, and Asset Accounts
- Income Account: This will provide you with a list of all the income accounts from your QuickBooks Online so you can configure the required one. If not configured, then by default, Webgility QuickBooks Connector will create a new account with the name "Shopify Income Account By Webgility".
- Expense/COGS Account: This will provide you with a list of all the COGS type accounts from your QuickBooks Online so you can configure the required one. If not configured, then by default, Webgility QuickBooks Connector will create a new account with the name "Shopify Expense Account By Webgility".
- Asset Account: This will provide you with a list of all the Asset type accounts from your QuickBooks Online so you can configure the required one. If not configured, then by default, Webgility QuickBooks Connector will create a new account with the name "Shopify Asset Account By Webgility".
Other Product Options
- Sales Description: Uses the Shopify product description by default.
- Set new items to be taxable: If enabled, this will create items as taxable or vice versa.
- Set Item Quantity: Here you can select either Sales Channel quantity OR None(0) and the same will be used while creating item in QuickBooks Online.
Click Save to apply the changes.
Customers
Customer Matching Options
- Create and Match Individual Customers (Recommended):
- Matches customers based on First Name and Last Name between Shopify and QuickBooks Online.
- Creates a new customer if no match is found.
- Post All Orders to a Single Default Customer:
- All transactions are created under “Shopify Customer by Webgility.”
- All transactions are created under “Shopify Customer by Webgility.”
Click Save to apply the changes.
Sales Tax
Use QuickBooks Automated Sales Tax Rate
- If enabled, QuickBooks Online will automatically apply the correct tax rate based on the buyer’s location.
- The tax amount from Shopify will be ignored.
- If this feature is not enabled, tax posting may not work properly.
Click Save to apply the changes.
Payment Gateways
Mapping Gateways to Accounts
- Map all Shopify payment gateways to their corresponding QuickBooks Online chart of accounts for accurate payment posting.
- Configure a default “Everything else” condition for any unmapped/other gateways.
Click Save to apply the changes.
Shopify Payouts
Shopify payouts include both fees and deposits.
- Fees → Posted as Expenses in QuickBooks Online.
- Deposits → Posted as Transfers.
Settings
- Sync Payouts From: Displays the date when Webgility QuickBooks Connector was first integrated with your Shopify channel.
- Set the Payee for Fees As: This will provide you with a list of all the vendors from your QuickBooks Online, so you can configure the required vendor against which you are making the expenses, i.e., Shopify. If not configured, then by default, Webgility QuickBooks Connector will create a new vendor with the name "Shopify Payouts By Webgility"
- Expense Account for Charge Fees: This will provide you with a list of all the expense type accounts from your QuickBooks Online, so you can configure the required one under which you are creating the expenses. If not configured, then by default, Webgility QuickBooks Connector will create a new expense account with the name "Shopify Payment Fees By Webgility"
- Shopify Payout Bank Account: This will provide you with a list of all the bank-type accounts from your QuickBooks Online so you can configure the required one for posting Deposits as transfers. If not configured, then by default, Webgility QuickBooks Connector will create a new Bank account with the name "Shopify Payout Deposit Account By Webgility"
Click Save to apply the changes.
Automation
Default Schedule
- Automation runs nightly by default.
Order and Refund Sync
- If enabled, all pending orders and refunds are auto-posted to QuickBooks Online.
- New products and customers are automatically created as needed.
Fees and Deposits Sync
- If enabled, all pending fees and deposits are automatically posted to QuickBooks Online.
Click Save to apply the changes.
Summary
By customizing sync settings in Webgility QuickBooks Connector, you can tailor how orders, refunds, customers, products, and payments are posted between Shopify and QuickBooks Online. These flexible configurations help ensure your accounting is precise, automated, and aligned with your business workflows.