How to Integrate WooCommerce with QuickBooks

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If you’re running an ecommerce business using WooCommerce and want to integrate your accounting automatically, you’ve probably wondered how to integrate WooCommerce with QuickBooks?

As you may already know, WooCommerce is one of the most flexible ecommerce software suites around. But to take it to the next level, it’s time that you automated your routine business accounting tasks by integrating WooCommerce with QuickBooks.

If you’re not currently using QuickBooks software for your ecommerce accounting, it’s something to strongly consider. After all, QuickBooks is well-known for being an easy and efficient small business accounting suite.

And what’s best, you can quickly and easily integrate WooCommerce with QuickBooks by employing a few quality third-party tools.

Let’s take a look at how this process is done and why you should consider doing it.

How to Integrate WooCommerce with QuickBooks Using Third-Party Tools

If the term “third party” has you hesitant, there’s no reason to be concerned. This won’t be the same as an outsourced job.

Remember that WooCommerce is what’s known as open-source software. This means that the coding for WooCommerce is open to various independent developers who also create plugins and extensions for more general integrations and use.

With QuickBooks as popular as it is, some of the best independent developers have worked to integrate the software with WooCommerce.

Four of the best third-party extensions developed for this purpose are:

  • OneSaaS
  • MyWorks
  • Zapier
  • Webgility

Many reviewers have rated Webgility as the simplest tool to use for this purpose, with Zapier requiring the most effort. This is especially true in setup.

Keep in mind, however, that in general WordPress and WooCommerce developers typically know how to keep their tools as simple as possible. They already understand that the users of WooCommerce require intuitive, straightforward tools that can be learned and implemented quickly.

The biggest benefit of learning how to integrate WooCommerce with QuickBooks is that it will deliver 100% error-free data transfers. This frees you from extremely time-consuming sessions of data entry and the manual errors that come along with it.

How Does Zapier Work to Integrate WooCommerce with QuickBooks?

Using Zapier gives you a way to access hundreds of services that don’t connect directly with your WooCommerce suite. Zapier offers a free, though limited, membership after downloading the extension.

For $59, you’ll have access to five “Zaps,” which are apps that you can use to integrate different tools.

The Zap for QuickBooks automates a bunch of different tasks, like sales receipts or creating a new customer record. You’ll also be able to create triggers that inform QuickBooks how it should react to specific events.

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Zapier is especially economical and useful if you only need one-way data transfers from your WooCommerce suite into QuickBooks.

If Zapier works for you, you’ll be able to sign up for a paid subscription after your free 14-day trial. At that point, you’ll have access to important three-way triggers and premium-level customer support.

Both Webgility and MyWorks offer free WooCommerce extensions. OneSaaS sells its solution for $29.

Each of these services charges monthly fees for transactions and offer unlimited plans for eCommerce businesses that require continuous data transfers due to a high amount of sales and activity.

Is It Best to Use QuickBooks In the Cloud or Locally?

You can use QuickBooks as a download installed to your local workstation or through the cloud.

The cloud version of QuickBooks offers a 30-day free trial. Approximately 70% of QuickBooks users opt for this solution.

It’s important to note that some functions of QuickBooks are only available in the cloud version. Desktop users will still need to make a cloud account to have access to the full suite.

There are some benefits to using desktop software, however. For example, if you’re operating a B2B, you may find the desktop version of QuickBooks more useful because of its ability to generate sales orders.

The cloud version doesn’t have this functionality.

Beyond that, the Enterprise desktop package will:

  • Track serial numbers
  • Handle bar code scanning
  • Work with shipments arriving from different warehouses

This page breaks down the comparison of using QuickBooks in the cloud versus on your local desktop.

The choice really is up to you and the needs of your eCommerce business.

More About the Quickbooks – WooCommerce Integration

As you may already know if you’re presently using WooCommerce, it’s not a stand-alone software solution. Rather, WooCommerce is a plugin that was developed to work within the WordPress platform.

Because of this, you’ll need access to the WordPress plugin function to add tools for WooCommerce, including the integration tool for QuickBooks that you decide to use.

In WordPress, third-party WooCommerce tools are typically called extensions rather than plugins. This helps differentiate them from plugins used for other purposes.

Before making the integration between QuickBooks and WooCommerce, you’ll first need to buy and install the QuickBooks desktop software or purchase a cloud plan.

Remember that a lot of integration solutions will only work with current QuickBook versions. If you’re still running an old 2010 version of QuickBooks on your workstation, you may have problems integrating it to WooCommerce.

Once you’re running a current version of QuickBooks and have WooCommerce in place, decide if you want to use Zapier, Webgility, MyWorks, or OneSaas for the integration.

When downloading your chosen solution, it’s always easiest to direct the download to your desktop and go from there.

After the extension is downloaded, head to your WooCommerce-powered WordPress site and log into your dashboard.

Click the plugins menu and the upload button. Find the extension you downloaded on your workstation, click on it and walk through the step-by-step setup guide.

Remember that you can always change your setting later if you need to.

Some extension downloads can take up a lot of hard drive space on your local machine. As such, make sure to delete the extension file or upload it to a cloud service after you’ve uploaded and activated it in your WordPress dashboard.

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Accessing WooCommerce Directly Through QuickBooks

For those that already have QuickBooks accounts and want to connect it to a WooCommerce WordPress site, you’ll be able to access all four of the integration tools we’ve covered, along with several others, right in the QuickBooks app store.

All you need to do is type in the word “WooCommerce,” or any tool name you’re looking for, right in the search bar. You’ll immediately be connected to all of the features you need, including the available free trials.

Syncing WooCommerce and QuickBooks Helps Save Your Sanity

Syncing data is one of the biggest benefits of learning how to integrate WooCommerce with QuickBooks. Rather than entering data separately and manually into each resource, the data you enter into one system can automatically be shared with the other.

Some of the major benefits you’ll get by syncing data between WooCommerce and QuickBooks include:

  • The ability to view channel-specific, comprehensive data
  • More accurate inventories
  • Fully accurate customer data
  • The ability to stay on top of all of your taxes

But how important is it to your individual business to sync data between systems such as WooCommerce and QuickBooks?

Do you typically need to sync data every hour? More than every house? Do you only need to sync once per day or less?

Keep in mind that different plans offer a wide array of syncing options. Make sure that you choose the one that best fits your needs and budget.

For example, MyWorks will offer 100% unlimited real-time syncing on all plans, which is extremely valuable if you sell a lot of items in short amounts of time, or sell bulk products.

Webgility offers a highly affordable plan that offers one sync per day. If you need hourly syncing, you’ll need to move up to their next plan. With Webgility’s Premium plan, syncs can be run every five minutes.

OneSaaS will allow you to manually schedule syncs when they work best for you.

Now You Know How to Integrate WooCommerce with QuickBooks

If you’re running a WooCommerce store and are looking to help make your accounting easier, one of the best solutions is to integrate WooCommerce with QuickBooks.

Not only will you save a lot of time, but you’ll have accurate accounting reports that you can trust not to be tainted by human error.