WooCommerce QuickBooks – How to Manage Your Sales and Accounts
Setting up and running a business online has never been easier, thanks to technologies like WooCommerce, MyWorks Software, and Quickbooks integration.
WooCommerce, the biggest online e-Commerce software powering over 28% of online stores, has made it easy for just anybody to set up a shop online. With it, you can add products, create product descriptions, generate sales receipts, etc.
But WooCommerce, though very robust, isn’t enough to get the job done if you run a big business online. You need to perform bookkeeping, manage inventory levels, income, and track your expenses – tasks you can’t do all by yourself.
Even more, there are financial forecasts to be made if growing your business means a thing to you. And WooCommerce can’t help in this area.
This is where WooCommerce Quickbooks online integration comes to play. In this guide, we will walk you through how QuickBooks works on WordPress sites. Also, we will be sharing with you some of the WooCommerce extensions you can use to connect WooCommerce and Quickbooks seamlessly.
- Quickbooks: A brief Overview
- WooCommerce and Quickbooks Integration Solutions
- Woocommerce and Quickbooks Integration Using Plugins
Quickbooks: A Brief Overview
Quickbooks, as the name suggests, is a bookkeeping and accounting software that lets you manage your business efficiently.
Bookkeeping is a necessary evil that many entrepreneurs grapple with. Even if you had the skill, putting in the needed time to take accounts for your business can be nightmarish. It’s worse if you lacked the bookkeeping skills; you would have to pay someone else to get it done.
For this reason, Intuit app created Quickbooks, an accounting software solution specifically created for small businesses looking to automate their bookkeeping.
With Quickbooks, you can do everything a human accountant can do for you. For example, you can gain insights about your business, manage stock levels, automate your accounting, track and manage your payroll, accept online payments, manage local and global tax, etc.
And the best part is that you don’t have to be an accountant or an experienced bookkeeper to use it.
There are different versions of Quickbooks, with each unique in its own right. The popular ones are Quickbooks Online, Quickbook Desktop, Quickbooks Self-employed, Quickbook Mac, Quickbooks POS (point of sale), etc.
Quickbooks Online is a cloud-based solution best suited for businesses that are service-based. To use, you will need to sign up for an account. The monthly subscription fee ranges between $12 and $75, depending on your business needs.
But if you would like to own the software for life without having to pay monthly subscriptions, Quickbooks desktop is your best bet.
You can learn more about Quickbooks here.
WooCommerce and Quickbooks Integration Solutions
At the early stage of your WooCommerce business, you might find it easy to perform all tasks by yourself. But as your business grows, more tasks are added and your responsibilities grow bigger than you can handle. At this stage automating your processes becomes needful.
There is where Quickbooks sync becomes essential. Basically, what this program does is pull data from your WooCommerce store. Then, as the need may be, perform real-time synchronization.
At the end of the day, you are saved the time you would have spent manually pushing data or pulling it.
If you have multiple stores, WooCommerce and Quickbook integration make it possible to have your accounting and historical data all in one place.
The immediate benefit of this is improved accuracy in your inventory management. Errors are more likely to occur when data is managed manually. But when automated, there’s a heightened level of accuracy.
Most importantly, connecting WoCommerce to Quickbooks frees your time to focus on what’s important: growing your business.
Unfortunately, WooCommerce and Quickbooks do not interface directly. For that to happen, you will need a third-party plugin or extension to establish a connection between both platforms.
Some of the popular extensions for integrating WooCommerce and Quickbooks include Zapier, MyWorks, Webgility, Primaseller, and OneSaaS.
We will be looking into a few of these WooCommerce extensions in this guide.
WooCommerce Extensions for Integrating Quickbooks
There are quite a number of plugins out there that can help you hook WooCommerce to Quickbook. However, not all of them are cost-effective, and some only have limited features.
To get the biggest bang for your bucks, here are the ones to consider.
Zapier takes away the need to know how to code when looking to connect your apps. Coupled with their beginner-friendly user interface, you can get up and running on Zapier with zero coding experience.
To get started with Zapier, first, create an account, then purchase and install the WooCommerce Zapier plugin to your WooCommerce site. For single-site installation, they will charge you $59.
After installing Zapier, the next step is to connect WooCommerce with Quickbook via what is known as Zap. a Zap is a two-way connection established between two apps that get fired up when a certain action is triggered.
For instance, let’s say you wish to automatically generate a receipt and send it to your customer’s email each time a customer makes an order, you will have a create a Zap for that.
Basically, with Zapier, you can sync data between WooCommerce and Quickbooks in three ways:
- Generate Online Receipt in Quickbook whenever a customer makes an order
- Add the order as a new data entry to Quickbooks
- Save renewed subscriptions (for subscription-based businesses) to Quickbooks.
To learn more about Zaps and how to set them up, check out this documentation on Zapier’s website.
There are lots of features about MyWorks that easily make it the go-to option for connecting WooCommerce to Quickbook.
Firstly, it has an efficient system that ensures your inventory on WooCommerce is synced to Quickbooks at all times.
In addition to its seamless data syncing, MyWorks offers a lot of flexibility. It gives you the power to control how and when you sync your data. You will better appreciate this feature if you run a large WooCommerce business.
Other Features of MyWorks Worth Noting
- Automatic Real-Time Sync: You don’t have to waste time entering customers’ data to Quickbooks when they make an order. MyWorks handles the data sync automatically.
- Manually push and pull data: Let’s say you wish to extract the previous year’s sales record and upload it to Quickbooks, manually. MyWorks software lets you do exactly that. And you don’t have to be a developer to do it.
- Bank deposit support: MyWorks also works for businesses that use Quickbook for financial transactions. The currency you use isn’t a problem because it supports all currencies.
- 24/7 Customer Care support: Though easy to use, you could encounter technical challenges when looking to set up the software just the way you want it. MyWorks is fully aware of this, and that’s why they offer free set-up call sessions for their customers.
- In addition to that, the Software company also offers round-the-clock technical support. So you always have someone to talk to when you run into technical problems.
Unlike Zapier which works mostly with the online version of Quickbooks, MyWorks allows you to sync data from WooCommerce with Quickbook Desktop and Quickbook online.
If you receive less than 20 orders per month, then you can use the free version of MyWorks. But anything more and below 1000 orders attract a subscription fee of $39/month.
You can test run the software for 14 days to know if it is worth putting your money into.
Primaseller makes it easy to sync data from many different WooCommerce stores at a time. So, if you run multiple online shops and want to synchronize your inventories at the same time, Primaseller might be your best bet.
Even if other platforms like Amazon, eBay, and the likes host your store, you can have all your inventory synced with Quickbooks.
And that’s not all; Primaseller can do a whole lot more. Here are some more features that might interest you:
- Supports Point of Sale (POS) transactions.
- Manage your suppliers right within the app. That means you don’t need another third-party plugin to make your supply chain function effectively.
- Supports multiple currencies. As such, selling overseas will never be a problem.
For pricing, Primaseller has four plans you can choose from, as shown in the screenshot below.
Considering the value it has to over, the price may be worth it for you.
OneSaas is yet another extension that lets you connect WooCommerce to Quickbooks online.
Some of the things the app can do for you include:
- Generating an invoice when a customer makes an order and pushing the data to Quickbooks
- Adding new items to Quickbook once a product is created on WooCommerce
- Updates your stock levels on Quickbooks the instant they get updated on WooCommerce
- Automates your workflows so you don’t have to spend time doing boring stuff.
The app comes with a 7-day free trial period, which is for you to decide whether or not to go with the app.
WooCommerce and Quickbooks Integration using Plugins
Let’s perform a walkthrough on how to integrate WooCommerce and QuickBooks using a WordPress plugin. For this guide, we will use WooCommerce Sync for QuickBooks online plugin.
The team behind this plugin is MyWorks Software. So if you decide to use their solution, this plugin provides an easy way to integrate both services.
To start, you need to install and activate this plugin on your WordPress dashboard. For this, go to Plugins >> Add New. On the search box, type “QuickBooks”.
Next, click on Install Now next to the WooCommerce Sync plugin as seen in the image above. Activate the plugin after the installation completes.
How to Configure MyWorks Sync Plugin
To configure this plugin, click on MyWorks Sync to open the plugin’s Settings page. Next, select the Connect to QuickBooks Online! button.
After that, you will need to enter the license key from your MyWorks account into the License Key text box. Select the Enter button after pasting the key.
Note: You need to have an account with MyWorks Software before you can have a license key. Also, you can sign up for a free or premium account from their website.
After adding the license key, you will receive a success notification. Next, you need to connect your MyWorks account to Quickbooks. For this, head back to the MyWorks Sync’s settings page and then click on the Connect button as seen below.
This would take you to your MyWorks account page. Here, click on the Connect to Quickbooks button.
On the popup window, click on the Connect button to complete the setup. You may need to login to your Quickbooks account to complete this final step.
Now, the integration is complete, head back to your WordPress dashboard and begin using QuickBooks to manage your WooCommerce store. You can click on the Default Settings button to configure some defaults for this plugin.
Choose from the options in the dropdown. After making your selections, click on the Save All button.
This completes the setup for the MyWorks Sync plugin. You can browse through MyWorks documentation for more information on how to use the software.
WooCommerce Quickbooks – Conclusion
For the success and growth of your WooCommerce business, you must keep an eye on your sales metrics. To make this happen, you need an efficient system to track your data.
You can create this system by integrating Quickbooks with WooCommerce. This system in place saves you the trouble of manually entering your sales record to an excel sheet. A task that is boring and time-consuming.
Quickbooks, like we earlier pointed out, comes in different versions. In the interest of your e-Commerce store, we recommend you go for Quickbooks online due to its ease of integration with WooCommerce.
We’ve shared with you four different integration solutions you can try your hands on. They all work, but it’s up to you to determine which will suit your business the most.