How to use QuickBooks Desktop with ShippingEasy

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NOTICE: ShippingEasy support for Quickbooks will end on May 1st.

We recommend customers using QuickBooks integrate their ShippingEasy data into Quickbooks using Webgility. A partner of ShippingEasy, Webgility develops and supports Unify, a multi-channel ecommerce solution. Unify connects revenue and expense data to give merchants better perspective for smarter decision making and streamlined operations.

Intuit's QuickBooks is a leading application for managing all financial aspects of a business.  ShippingEasy's integration with QuickBooks Desktop is designed to make it easy to move data into QuickBooks from ShippingEasy. This article answers the most common questions about ShippingEasy's integration with QuickBooks Desktop.

Does the integration support QuickBooks Desktop and QuickBooks Online?

This guide addresses our QuickBooks Desktop integration. We are also offering a limited access beta test of our QuickBooks Online support. 

What does the QuickBooks Desktop integration do?

The integration supports moving order data from ShippingEasy to QuickBooks, where through configuration options you can have the integration create one of three types of financial transactions:

  • Sales Receipts
  • Sales Orders
  • Sales Invoices

So just as orders flow from your various stores into ShippingEasy, the ShippingEasy integration with QuickBooks can pull that order information from your ShippingEasy account into QuickBooks.

What are the system requirements?

ShippingEasy's integration with QuickBooks works with QuickBooks Desktop editions for Windows: Pro, Premier, and Enterprise. Must be QuickBooks 2007 or newer.

The integration program requires a simple one-time installation on the same system that is running QuickBooks.

Do I need to use QuickBooks Web Connector?


Do I need to backup my QuickBooks company file?

YES! There are several different options for mapping data from ShippingEasy to QuickBooks.  Before using the ShippingEasy integration with QuickBooks, back up your QuickBooks company file.

As you configure the integration, always back up your QuickBooks company file until you have verified that the mapping matches your expectations.

How do I install the integration program?

To get started with the ShippingEasy integration for QuickBooks, read installing the ShippingEasy integration for QuickBooks Desktop.

Do I have to grant permission for the integration to access my QuickBooks company file?

Yes. Learn more about providing ShippingEasy access to your QuickBooks data.

How do I configure the accounts I want the integration to use and then get the integration to read the data from ShippingEasy?

To select QuickBooks accounts and other options, read our guide on mapping data from ShippingEasy to QuickBooks.

To have the integration copy data to QuickBooks, follow the instructions in syncing data from ShippingEasy to QuickBooks.

Which orders from ShippingEasy get copied to QuickBooks on the first run?

On the very first run of the integration, you will be prompted to select a date. Orders that are in ShippingEasy back to and including that date will be brought into QuickBooks. On the second and all subsequent requests for syncing, the integration will copy orders from ShippingEasy that have been created since the previous time the integration ran.

The integration also allows for you to limit which stores' orders are copied to QuickBooks, as well as whether only shipped orders are copied.

To customize which stores' orders and statuses are sent, select Setup >> ShippingEasy.

Can I schedule the integration?

Yes. Leave the integration program running and check the option for Automatically sync again. You can specify a number of minutes before the next sync occurs.

How do I know that I am using the latest version of the integration? And how do I get updates?

Each time you start the integration program, it will check for any available updates. If an update is available, it will be automatically downloaded and installed. Learn more.

Can I send orders from QuickBooks to ShippingEasy?

Not at this time, but we are very interested in adding that support. Please contact our Customer Success team so that we can better understand your requirements.

Can I create transactions in QuickBooks myself or with another application and then have ShippingEasy's integration with QuickBooks just add shipment information to those existing transactions?

Not at this time, but this is a feature we are interested in adding. Please contact our Customer Success team so that we can better understand your requirements. 

Does the integration support subitems in QuickBooks?

Yes, but only to look up an existing item in QuickBooks. If you configure the integration to create items (products) in QuickBooks, those items will always be created at the top level of the QuickBooks item hierarchy.

When the integration searches for subitems in QuickBooks, it will use the first subitem found in QuickBooks that matches the SKU of the line item in ShippingEasy.

Also note: the integration does not support QuickBooks Inventory Assemblies.


Related articles:

What do I need to know about Quickbooks?
Overview: QuickBooks Desktop integration


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