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[Music] my name is David and I'm part of the team here at my work software today I'll be showing you how to set up our WooCommerce sync for QuickBooks Online the setup process is quite simple and by the end of it your WooCommerce and QuickBooks will be completely in sync and you'll be able to sync your WooCommerce orders customers products inventory and more with QuickBooks in real time as a reminder everything I'll review here in the video is already available in our documentation site you can also review these documentation articles for the same step-by-step instructions you'll see here today to get your sync all set up as well as some additional best practices and documentation on other features of our sync we also include a complimentary setup call or screen share with all of our plate paid plans so you can schedule that within your account with us if you like extra help with setup or if you just have questions we'll get started by reviewing our before you install dock this breaks down the very basic requirements you'll need to have before getting set up which is simply an active WooCommerce store in an active quickbooks online company with admin access you'll notice we also include a couple commonly pre a set up questions here below the most common one of these is regarding your products about where they should be set up the great thing about our sink is that it this is very flexible if all of your products are in Moot commerce that's great you'll be able to sync them to quickbooks if you'd like right through our sink if all of your products are in quickbooks that's fine as well you'll be able to pull them into WooCommerce through our sink as well if you're just getting started setting up both WooCommerce and QuickBooks that's fine also you can add your products in WooCommerce or in QuickBooks and we can can automatically sync them to either platform you'll be able to configure this and our automatic sync settings as well you'll notice we also include a couple other questions about banking taxes and teaming access you'll want to review as well now that we're ready to get started will we view our initial setup and configuration documentation this doc article is going to cover what we're going to review on our video today so if you'd like step-by-step instructions or if you'd prefer to just read our documentation article this is the one you can review let's get started with the first step that we'll be installing our helper plug-in on your site the first thing you'll do is go to plugins on the left of your WooCommerce admin and click add new then in the top right you'll search for my works QuickBooks and you'll see our helper plugins show up you'll click Install Now and click activate to activate it now you'll see a new tab in the top left of your commerce admin called my work sink this is where you'll be able to configure our sink connect to QuickBooks set any settings and mappings and control horror sink works it's all very conveniently placed right inside of your commerce admin so the first thing we'll do is go to our connection menu at this point you'll want to make sure that you've already signed up for an account with us either a free or played plan you'll also want to make sure you've signed up for the correct plan based on the version of QuickBooks that you have this setup video is for our QuickBooks Online sync but we also support QuickBooks desktop and POS and we have separate videos for those as well so make sure you've already signed up for an account and we can then continue inside your account with us you'll be able to get a license key that would also be emailed to you as well after you sign up so we'll switch to your account with us click on the plans menu in the top click on your pick on your plan with us and you'll see here on the top your license key we'll go ahead and copy that in and click enter now that the license is activated you'll see a few other steps here on the page we'll click connect here to bring your account with us up again and we'll scroll down to the bottom of your plan to the quickbooks connection section here you'll be able to to QuickBooks once you click the screen connect to QuickBooks button it will ask you to sign in to QuickBooks and choose your company once you've connected it will look like this all you have to do here is copy this access token and we'll switch back to our connection menu in your WooCommerce admin here in the last step we'll paste your access token in and click Save once you've entered in your access token and saved the page will reload and you should see that you're connected to QuickBooks here at the bottom also in the top you'll see that you're both connected to QuickBooks and the second step of saving your default settings may already be filled out this is because we automatically set a few defaults for you let's move to the Settings menu on the left to take a look at them in the settings page you'll see there's we break our tap our settings out into a few different tabs right now we'll review the default settings here because these are the only required settings in our settings panel you can see we we may have already preset a few accounts for you here will automatically create a product in your QuickBooks called default for unmatched products and this is only used when we're syncing in order into QuickBooks that contains a WooCommerce product that is not mapped to a QuickBooks product so as long as all of your products are mapped to a QuickBooks product which we'll review here in the next step this setting would never be used but we just set it as a fallback in that event the rest of these settings are default QuickBooks accounts for new products these are only used if we're syncing new products into QuickBooks for you from WooCommerce there's a default Sales Account a default inventory asset account and a default cost of goods account normally they're largely preset but if they're not you can simply set them here on the right these lists are a list of your QuickBooks chart of accounts so you just choose an appropriate income account either current asset account and cost of goods sold account once these have been set we you can go ahead and hit save now we'll move into the next step of your mappings we'll click the map menu here on the left under my work Sync and that will bring us to our map dashboard we'll see a few different types of data across the top like customer product payment method if you have default sales tax setup in QuickBooks you'll see the tax rate menu here if you have the new QuickBooks tax called automated sales tax you won't see the tax rate mapping here because we handle that automatically for you so no need to worry if you don't see tax rate let's go ahead and jump into our customer mapping menu here this will show you a list of all of your WooCommerce customers and allow you to map them to your QuickBooks customers here on the left you can see a list of all of your commerce customers here on the right you'll see a list of all of your QuickBooks customers here in the drop-down if you don't see the QuickBooks customers or you see you you aren't saying something that you may know that maybe in QuickBooks you can use the refresh QuickBooks customers button at any time to make sure that this list is up-to-date also as a quick reminder if you're seeing that you may be missing some WooCommerce customers here on the left that may be because you're using custom roles in QuickBooks or in WooCommerce you can always verify this by going to the all users tab here in roomers if you have different roles here on the top like custom roles of wholesale etc you can easily set those in our sync to be recognized because by default will only recognize customers and the customer role you can easily do that by going to my work sink clicking into the settings menu and then going to the mapping menu on the top of the page here in mapping we'll see at the bottom we can set a setting to recognize other WordPress roles as a customer here you'd select your custom role and click Save now back to our customer mappings the only requirement that we have for mapping your customers during setup is that they simply any customers that exist in both WooCommerce and QuickBooks should simply be mapped together if you have customers that just exists in WooCommerce or customers that just exist in QuickBooks those wouldn't need to be mapped and you can leave those alone that's because any new orders that we sink into QuickBooks for you will automatically sync a customer into QuickBooks if needed and when we do that we'll always automatically map that customer here on this page so to summarize the only requirement here during setup is simply to map any customers that are already in both WooCommerce and QuickBooks there's a couple different ways we can do that first we can manually choose a match here by clicking the drop-down searching for the customer and clicking on it this is easy to do if you have a few customers but it can be quite a pain if you have quite a few customers and either root Commerce or QuickBooks so we have a few different ways that you can set the you'll notice our automap customers button here in the top this is a tool that lets you automatically match together any customers that are already in WooCommerce and QuickBooks but if they have a matching field this field could be an email address a display name a first and last name just a last name or even a company name so let's try going mapping them by email address we'll choose email address in both these fields and click automatic once the page loads we can see it's picked up to customers for us Jason and Jenna this is because they had matching email addresses in both their WooCommerce and QuickBooks customer accounts now we could try mapping by just last name for example we'll click the last name field in both of these options and this time we'll click the but the box that says only apply to unmapped customers so we don't disrupt Jason and Jenna's mapping if we clicked Auto map it would run a scan through just the auto map the unmapped customers here and if it finds any customers with just a last name matching it would match those together we could also try a mapping by company name or by even first and last name combined it really is up to you depending on who your existing customers are in both WooCommerce and QuickBooks and if they share any matching fields and just as a recap or a summary we only match together any customers that are in both WooCommerce and QuickBooks as any new customers will be synced into QuickBooks as we sync and order into QuickBooks now that we've set our mappings let's go ahead and move on to the product mappings we'll click the product menu here in the top of the page and that will bring us to our product mappings tab mappings look very much like our customer mappings if we scroll down here in this page we'll see a list of our WooCommerce products on the left and a drop down of our QuickBooks products here on the right if our WooCommerce products have asked you will also see that here in the column in the middle although we recommend having unique SKUs in both WooCommerce and QuickBooks it's not required you're perfectly fine having no SKUs or simply having some of your products have asked you do to howler mappings are so the purpose of this page is to map your WooCommerce products to your QuickBooks products there's two reasons you want to make sure your products and variations are mapped together firstly that ensures that when we sync and order from WooCommerce into QuickBooks that the correct products are in the line-item and that will in the order in QuickBooks secondly if you turn our inventory sync on that ensures that we're syncing inventory levels correctly for you between both of the products let's go ahead and try mapping a few of these products together there's a few different ways we can do it first we can click in this drop down of our QuickBooks products search or scroll to the correct product and choose it here to match it together then we click Save in the bottom there's also an automatic way to match your products together as well if they have the same name or the same SKU let's click to the automat products button here in the top will choose SKU in both fields and click auto map what this will do is scan your WooCommerce and QuickBooks products and if there's any products with the matching SKU it will automatically match them together in this page this makes it easy to match many products together without having to review them one by one as you can see here it matched two of them together for us one note here is that mapping is only for products that you already have in both commerce and QuickBooks if you have products that are just in WooCommerce or just in QuickBooks you can visit our push menu here on the left to push them from WooCommerce into QuickBooks let's try mapping a few more individually for example my work socks we can choose a matching product here in QuickBooks if the name doesn't have to exactly match nor does ask you we can just select it here in the drop-down and click Save once all of your products are mapped together go ahead and click Save one quick note here is that you do want to make sure that all of your existing products and both systems are mapped together before you try pushing products from root Commerce to QuickBooks this will ensure that we can let you know which products are already mapped together and easily indicate which products have not been pushed to QuickBooks so you can easily sync them into QuickBooks you'll notice here in this page we're only showing you your simple products if you have bundled or group products you'll see those here as well but if you have variable products you'll be able to visit this variations tab here on the top to manage the mappings for those variations individually if you don't manage variable products or variations in commerce you can skip this step here in the variations tab you'll see the same type of layout a list of your variations here on the left and the drop down of QuickBooks products on the right this is because QuickBooks doesn't actually support variable of variation products so you'll be able to map each of your variations in WooCommerce to a single product in QuickBooks or if your variations don't yet exist in QuickBooks you'll be able to push them into QuickBooks through our push tab here on the left but first let's make sure that any variations that are already in QuickBooks are mapped together you can see if some of them have asked you if they don't you would want to manually match them to a QuickBooks product let's scroll up to the top click auto map variations and try matching them together by SKU here after it reloads we can see it's matched a few of them together for us that's because they had matching SKUs in both who Commerce and QuickBooks now that our product mappings are finished we're all set to go this ensures that existing products have been mapped together and this will easily let us know when we're pushing products or variations which ones are already in QuickBooks and which ones need to be pushed now let's go ahead and move on to the payment menu before we go there one quick note if you add new products and QuickBooks manually you can always get them to show in this drop down here by clicking the refresh QuickBooks products button here moving on to payment method mappings this is the last final step step of setup and this will ensure that when we sync an order in to QuickBooks we're correctly depositing the payment for you into the correct QuickBooks bank account this keeps reconciling nice and easy and lets us do all of the hard work for you here in this page you'll see a few different sections there'll be one section for each gateway that you have active in WooCommerce so for example in this demo store we have cash on delivery PayPal and stripe enabled but on your store you'll see one section for each gateway that you have activated and maybe one it may be a few like this that's perfectly normal so what we'll do is click the enable payment syncing switch and go ahead and choose a QuickBooks Online payment method and bank account that would be associated with this gateway in WooCommerce that ensures that when we're syncing in over order into QuickBooks like an order paid by PayPal for example that we're correctly associating with a payment method and a bank account in QuickBooks so for example let's go ahead and choose a payment method which is just a label so we can choose anything we'd like here this list this list can be added or edited or changed in your QuickBooks account and we'll also choose a paint a bank account as well here you choose the bank account that this payment is deposited to in real life we normally won't need to set a payment method mapping for quote-unquote fake gateways like this cash on delivery bank transfer etc if an actual payment isn't being made in with commerce this is normally something you wouldn't need to set because we're intelligent enough to see if a payments actually made new commerce which we were then sync into QuickBooks for you let's go and configure the final payment mapping for our credit card or stripe gateway here we'll turn on the enable payment syncing box choose a payment method in QuickBooks and choose a bank account as well now one of the great Gateway support features that we have is called back support this is intelligent bank deposit support is built for credit-card gateways like stripe authorized.net or any gateway or card processor that batches your sales over the course of a day and dumps them into your bank account in one batch a few days later this can sometimes be tricky to match to sales in QuickBooks because you have one bank deposit in your physical bank account that you have to match to ten twenty or more orders over the course of that day but our automatic batch support takes care of all of that for you the way it handles this is by syncing orders into QuickBooks in real time as they're placed in WooCommerce but then at the end of the day automatically creating a bank deposit in QuickBooks that batches all of these orders and groups them all together deducts any transaction fees if applicable like for stripe and dumps it into your actual bank account that you choose here so that a few days later in QuickBooks when you're when your physical bank pulls that transaction that your credit card process are made in your bank account into QuickBooks you'll simply be able to match it to the bank deposit that we created in QuickBooks a few days earlier this makes it super easy to reconcile let's go ahead and turn that on for a stripe gateway we'll scroll to the top here and click show advanced options then scroll back down to stripe you'll see a few more options on this page now we can turn on enable refund syncing that ensures that if you issue a refunded new commerce for this gateway will sync that into QuickBooks as a refund receipt we can also turn on transaction fee syncing and associate it with the QuickBooks online bank account which would normally be an expense account like bank charges credit card processing fees etc as a small note you only need to turn on transaction fees thinking if you're if you're a gateway or payment gateway deducts fees out of the transactions as soon as they occur for example stripe if you are so if you're managing this for your PayPal or maybe an authorized.net account this is normally something you wouldn't need to turn on as for PayPal you can easily record those fees right inside your banking feeding books and for gateways like authorize.net they may send you an actual bill at the end of the month for your transaction fees instead of taking it out of your daily deposits so if this is the case you wouldn't need to enable transaction fees sinking you can also enable transaction fee refund syncing this is if your processor issues a refund to transaction fees to you if you when you issue a refund and we can turn on batch support this is that setting that automatically creates a bank deposit in QuickBooks for you at the end of each day and groups all those payments for the day together and puts them into your actual bank account that you choose here we'll go ahead and choose the daily batch deposit time this sets when the actual time that will create that bank deposit in QuickBooks for you for most processors this is 0 0 in UTC which is about 6 p.m. central time you'll want to check with your with your payment gateway or your card processor to determine what time this actually is but for stripe this is 0 0 UTC will choose the batch payment holding account this is where the payments are synced in when we sync them the order in payment into QuickBooks in real time during the course of your day this is always going to be called your undeposited funds account this is an account that's normally already in QuickBooks and it acts as a holding account over the course of the day to hold funds that you've received but actually haven't been deposited into your bank account yet we'll also choose a transaction fees vendor this would be called stripe authorized.net etc but just simply have been during your QuickBooks account if it's not already created go ahead and jump into QuickBooks to create it and then you can select it here we'll turn on the option if this is a stripe gateway to combine weekend payments and Mondays batch normally only have to turn this on if it's stripe and that's simply because stripe doesn't batch your sales on Saturdays and Sundays it just gives you one big batch on Monday that's a combination of all of Saturdays Sundays and Monday sales so we reflect this in the bank deposit that we sink into QuickBooks for you terms mapping is optional this is only if you'd like to assign terms or turn order when we sink it into QuickBooks for you let's go ahead and hit save now that this is saved this is the last final step of the required steps of setting up our sink you'll notice once this page reloads that the setup menu is gone from the top of your WooCommerce admin at this point any new orders customers orders or payments will be automatically synced to QuickBooks for you you can enable this and control this in our settings here in a moment and we'll visit here in a moment how to do that but once this fade page finishes loading you'll see that said that setup menus gone from the top here at this point we're finished with your mappings the only thing you can check is if you see a tax rate menu here and you do charge taxes and move commerce you can go ahead and map your tax rates here again as a reminder if you don't see a tax rate menu here this is simply because you either don't charge taxes in WooCommerce or because you have automated sales tax setup in QuickBooks in which case will automatically handle all of your tax mappings for you so there's nothing you need to do if you have tax rates and move commerce you'll see them here on this page and you would simply map them to the appropriate QuickBooks tax rate if you don't have a tax rate and setup in QuickBooks for the tax rate you have in WooCommerce now would be the right time we jumped into QuickBooks create those and come back to this page to select them here you would just want to make sure they match the rate that shows here in this row now that we finished your tax mappings let's go ahead and jump back into our settings we'll set a few other settings that can control a few different things about how our sync works and then we can test syncing a few orders and showing you how new orders will sink into QuickBooks here in the settings menu you'll remember the default tab we reviewed earlier in this video but for now let's go ahead and jump into the automatic sync menu here on the right you'll see that there's two different sections here on this page the top section is WooCommerce - QuickBooks the bottom section is the opposite direction QuickBooks - e-commerce this is where you can automate you can control what new data automatically syncs between each platform for example you'll see we've already turned on customer order and payment for you by default this means that from this point forward any new customers orders or payments that are created in commerce will automatically sync into QuickBooks for you the rest of these switches are off by default but it's very easy to turn these on for example if we want new products or variations that have been created in route commerce to sink into QuickBooks when we create them we can turn these switches on as a reminder these switches only apply to new data so this means that any existing products or any existing customers and orders and WooCommerce will not be automatically synced into QuickBooks this is to preserve the integrity of your data in QuickBooks however it's very easy to push these into QuickBooks manually through our sync if you'd like to another setting that's very popular to turn on is our inventory sync from QuickBooks into Roo commerce this and if this tab is turned on this will keep your WooCommerce inventory up to date with any changes made in QuickBooks for example if you make a manual or phone order in QuickBooks or you receive or to reduce any inventory and QuickBooks that inventory will automatically sync back into your commerce store this is the most common set up to have normally the inventory switch here in the WooCommerce to QuickBooks section can be turned off because we already automatically sync inventory changes to QuickBooks that have been made by orders and WooCommerce so for example if a orders placed for a product and it goes down from a three to two once we sync that order under QuickBooks the QuickBooks inventory will be reduced from three to two as well the only reason to turn the switch this inventory switch here on is if you're manually changing inventory in WooCommerce say for example from five to three and you would like that manual inventory change to sink into QuickBooks otherwise you're perfectly fine leaving it off one important setting we can also set is your order menu now there's a lot of settings on this page but they're already set by default they're only optional settings that allow you to change different ways about how our sink works the important setting here on this page is a top one where you can choose how to sync with Commerce orders into QuickBooks you'll see by default it's set to sales we've seen but if you'd like us to sync order books as an invoice in the payment if a payment was actually made in what commerce you can switch this to invoice it's up to you our default is sales you see it simply because that's the most common way who commerce orders are made normally if a new commerce order is placed it's already paid in your checkout either by a credit card or PayPal gateway in which case it's most efficient to sink it into QuickBooks as a sales receipt which is recording both that order and the payment that you received at the same time now let's go ahead and review a few things about our WooCommerce integration how we're deeply integrated into Moo commerce and even test pushing over an order into QuickBooks if we visit WooCommerce here on the Left this will take a look at our WooCommerce orders on this page you'll notice that we add a column here on the right called sync status this lets you very easily see if we've synced that order in to QuickBooks or not if you're just getting started to set up our sync you'll mostly see that all of the labels here on the right say not synced and that's normal because we won't automatically sync existing orders into QuickBooks for you only new orders here in this tab if you show synced because we've already synced or push them into what books if we click on this little green sync tab this will bring us to the actual order in QuickBooks now let's go to my work sync here in the top left and go to the push menu this will allow us to push existing WooCommerce data into QuickBooks here in the top we'll see a few different tabs like customer order product and inventory normally you won't have to push customers into QuickBooks because as we mentioned earlier in their mappings we automatically sync new customers into QuickBooks as needed as we sync the related to order into QuickBooks so let's go to the product menu first and try pushing over a couple products because we mapped a few of them but a few of them are still not mapped here in the product push tab we'll see again a list of our WooCommerce products here on the left and over here on the right you can see a red X or a green check mark based on if that products mapped to a QuickBooks product you can see the two products we mapped earlier show here with green checkmarks which is why you want to make sure you map any existing products before coming into this push page to push them into QuickBooks as this will easily show you which products are mapped to QuickBooks and which ones are not so for example let's try pushing my work Sox into QuickBooks we'll check the box here on the left and click push selected products this will give us a little progress window that we can track the status of how many products were pushing into QuickBooks once that reaches a hundred percent we can click close now if we went into QuickBooks we'd see that that product exists and if we reload this page we'll see a green check mark next to the my work Sox product showing that it now exists in QuickBooks as a reminder any new products that you push either through the push page or if we automatically sync them into QuickBooks will be automatically mapped so there's nothing you need to do let's try pushing a variation as well on the variation push page again we'll see over here on the right any green check marks for variations that we've already mapped to QuickBooks which will easily tell us if there's any variations that we have not mapped let's try pushing this coffee mug white variation into QuickBooks we would select the checkbox here and hit push selected variations one important note to note is that the way that we determine when we sync a product into QuickBooks whether it should be an inventory product or non inventory product in QuickBooks is based on the manage stock option in WooCommerce for example for some of these variations like these sunglasses these top two sunglasses you can see we're not managing stock in QuickBooks for them this means that we're gonna push this product in to QuickBooks as a non inventory product however the sunglasses small product here you can see we are managing inventory for in WooCommerce this means if we push this into QuickBooks it would be created as an inventory product in QuickBooks this is important to note in review before you decide to push products into QuickBooks as you'll want to make sure that your manage stock is correctly set as desired in WooCommerce so that we can sync the product correctly into QuickBooks for you now that we've pushed your products let's try pushing an order we'll go to the order menu here on the top shows you a list of all of your orders and your commerce and is a great way to catch up on pushing historical orders into QuickBooks if you need to catch up on your accounting you can see a list of all of your orders here you'll see the order ID here on the left you can filter them or search by name filter by date you even filter by a real order status let's go ahead and test pushing an order into QuickBooks we'll check the box here on the left and click the push selected orders button here on the top again we'll get this status or progress window and once it reaches 100% we can go ahead and close it now that that order is pushed if we reload the page we'll see that there's a green checkmark to the right of it this lets us easily see the status of all of our existing orders and push them into QuickBooks if we like as a reminder we'll never automatically sync old orders into QuickBooks unless you push them here from this page where you edit and edit something about them and save the order that would trigger us to sync their order into QuickBooks because if an order is ever updated in WooCommerce we'll always think that updated order into QuickBooks for you if that order exists in QuickBooks already that our sync is already synced in we'll always update the order in QuickBooks and we'd never duplicate it that takes care of our example of pushing orders now if we go back to the WooCommerce orders page we'll see a list of our WooCommerce orders and now this order shows that has been synced great job you finished your setup now that your setup is complete and orders are syncing through you're all finished we recommend you review our documentation to answer any additional questions you may have and you can always open a ticket with our 24/7 support team with any follow-up questions as well thanks for watching and happy synching you [Music]