Follow

Overview: QuickBooks Desktop integration

Created:   |   Updated:

NOTE: This article pertains to ShippingEasy’s QuickBooks integration software and is useful if you installed ShippingEasy's QuickBooks software before July 26, 2017.
Starting July 26, 2017, new QuickBooks integrations with ShippingEasy will be provided by our partner Webgility via their Unify software. To integrate QuickBooks with your ShippingEasy account, please provide your information to Webgility here and they’ll call you directly.

ShippingEasy integrates with QuickBooks Desktop for seamless operations. If you would like to view a live demo of the integration, please submit your contact information in this form.

We are also offering a limited access beta test of our QuickBooks Online support. If you would like to participate, please submit your contact information in this form and leave a note in the comments that you are interested in beta testing the QuickBooks Online integration.

Chocked full of features, read through to learn more about our favorites:

  1. Convert orders into financial transactions.

    When order data is transferred from ShippingEasy to QuickBooks Desktop, create one of three types of financial transactions:

    • Sales Receipts
    • Sales Orders
    • Sales Invoices

    To configure type type of financial transaction that is created, select Setup >> QuickBooks.  
    Toggle the Create QuickBooks transaction type >> Done

  2. Sync your orders manually or automatically.

    Take control over when and how you would like your order data transferred into QuickBooks Desktop from ShippingEasy. Some shippers prefer the extra oversight allowed with manual updates, while some prefer to set it and forget it with automatic updates.   

    Manually sync orders by selecting the Sync Now button. Automatically sync orders by checking the box by Automatically sync again in ... mins and enter the time-lapse between each sync.  

  3. Choose which orders placed before integrating will sync to QuickBooks.

    Specify a date for how far back you want to sync orders the first time you use the integration. This ensures that transactions are created for orders that were already in your ShippingEasy account when you begin using the integration with QuickBooks Desktop.

    Once the first set of orders are synced, all subsequent orders will be sent from Shippingeasy to QuickBooks Desktop.  

  4. Seamless addition of stores as you grow your business.

    If the QuickBooks Desktop integration program is configured to read orders from all stores in your ShippingEasy account, when you add a store platform, the integration will automatically recognize the addition the first time you click “Sync” in the integration after adding a new store.

    Otherwise, you will be prompted to ask if the new store should be added to the list of stores that are read by the integration.

    This ensures that orders from new platforms are sent to QuickBooks Desktop.

  5. Pick & choose which stores' orders will sync. 

    Omit a store from the integration if you do not want to create transactions for those orders - a popular option for Amazon merchants and those who use QuickBooks Desktop to track inventory.

    • Amazon merchants: as a result of the temporary e-mail address created by Amazon, the transactions created for Amazon orders do not allow for correctly recognizing returning customers. 
    • Inventory tracking: each platform's inventory may be managed in different programs, so omitting certain stores' orders ensures correct inventory tracking. 

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

  6. Pick & choose which QuickBooks transaction type to create for each store.

    This allows you to use, for example, invoices for one set of orders and receipts for another.

    To select the transaction type for a store, select Setup >> ShippingEasy >> Store Setup 

  7. Only sync shipped orders. 

    This ensures that your inventory is always correct by not creating the transaction until you've shipped the order. 

    To control the status that syncs, select Setup >> ShippingEasy.
    Check Only sync shipped orders

  8. Custom mapping of shipment data to transactions. 

    Each merchant is going to configure their stores and QuickBooks a little differently. To ensure that the shipment data translates from ShippingEasy to QuickBooks in a way that means the most to your business, you can custom map the data fields.  

    The following fields can be mapped from ShippingEasy: 

    • Shipping Charges (what your customer paid)
    • Discount Amount
    • Handing Cost
    • Wrapping Cost
    • Store Order ID
    • Store Platform
    • Order Status
    • Carrier
    • Carrier Service
    • Shipment Date
    • Package Tracking Number
    • Shipping Cost (what you paid)

    To custom mapping settings, select Setup >> QuickBooks.
    Click the Configure Transaction Data button.

  9. Create new customers or assign orders to existing customers. 

    In order to add a transaction into QuickBooks Desktop, the integration will need to specify a customer. Each customer is identified by an email address.

    If the order comes from a repeat customer, the transaction will be automatically assigned to the customer.  However, as most shippers routinely receive orders from new customers, you can opt to automatically create new customers. 

    To automatically assign create new customers, select Setup >> QuickBooks.
    Check the box by Automatically create customers.
    When left unchecked, only transactions from existing customers will be added. 

  10. Assign all of a store's orders to a single customer.

    Some marketplaces, such as Amazon, assign platform specific emails to orders. You can keep these transactions more organized by associating all orders from a store to a specific customer.

    To assign all orders from a store to a single customer, select Setup >> ShippingEasy.
    Under Individual Store Configuration, toggle the Store menu.
    Check the box by Map all orders from store to QB customer and specify the customer in the adjacent field.

  11. Create new products automatically.

    When creating a transaction in QuickBooks Desktop, the integration will specify one or more products (items) by referencing the SKU specified in the ShippingEasy order.  If the product does not already exist in QuickBooks Desktop, the integration can automatically create it.

    To automatically create new products, select Setup >> QuickBooks.
    Check the box by Automatically create products >> Done.

  12. Enable tax handling.

    When creating a customer in QuickBooks Desktop, the integration can create those customer entries with a sales tax or sales tax group, depending on the address on the order. The integration uses the ShippingEasy shipping address for the tax mapping. In the event that a shipping address is not found, the integration will use the billing address instead.

    For full details, refer to How To: Setup Sales Taxes with QuickBooks Desktop.

    To configure the integration to setup taxes, select Setup >> QuickBooks.  
    Check the box to Enable Tax Handling >> Done.

  13. Automatically apply the item price from ShippingEasy to transactions.

    As the item price displayed in ShippingEasy will match the price from the store platform, the integration will always apply the price from ShippingEasy to transactions in QuickBooks. This allows you to just change a price in their store and not bother with having to also change it in QuickBooks. The price for that product in QuickBooks Desktop is not used. 

  14. Easily search for a customer or transaction in QuickBooks Desktop.

    Pick from one of three search options:

    • Order#
    • Email address
    • Tracking number
  15. Review orders that do not pull into QuickBooks Desktop.

    After you sync, log information is displayed. See which orders synced successfully as well as orders that encountered errors updating to QuickBooks Desktop.

    The errors dialog will present you with a list containing the store order identifier, a brief description of the error, the date it was entered and the ShippingEasy Transaction ID for the order. From this screen, you can choose to reprocess the individual transaction, remove it from the error queue, or remove all the errors from the queue. 

    To view the error queue, select File >> View Errors.  

  16. Update the integration in a snap.

    Just close it down and open it back up again! Learn more about upgrading your QuickBooks Desktop integration.

 


Related articles:

What do I need to know about QuickBooks Desktop?
How to use QuickBooks Desktop with ShippingEasy
FAQs: Product Catalog

Comments

Please sign in to leave a comment.

Community browse

COMMUNITY FORUMS

Questions & Answers

Issues & Bugs

Beta Feedback

FEATURE REQUESTS

Productivity: Features, Interface & Settings

Partners: Integrations, Carriers & Stores

Shipping: Orders, Labels & Shipments

Inventory: Products, Purchase Orders & Suppliers