What is QuickBooks?

QuickBooks is a set of software solutions that are designed to manage payroll, inventory, sales and other needs of a small business. It helps small business owners stay organized. QuickBooks is compatible with all your devices, and provides an easy setup for small businesses.


What can QuickBooks do for you?

With QuickBooks you have a user friendly way of Reporting your sales invoice, checking your Expense billing and an efficient way to manage money for your business.


Signing up for QuickBooks:

To be able use QuickBooks with webShaper, you must already have a Quickbooks Account. QuickBooks has three packages that you can sign up for, the Simple Start, Essential and Online. These packages have their own unique benefit. Follow this link to learn more about signing up for QuickBooks and their Pricing plan. Choose which one suits you and your business best.


QuickBooks and webShaper:

QuickBooks is now integrated with webShaper. You can now do so much more to keep track of your growing business.


You can pull all your stores inventory, including your Products SKU, Name, Category, Price and Stock. You can also create customers from QuickBooks, check if they exist, push name, email, phone number and address. Furthermore, with QuickBooks, you can also push orders, customer information, items information, shipping information and costs.





QuickBooks and webShaper: The Basics of Integration


1. Logging in


In order to start using QuickBooks with webShaper, you will need to login to your QuickBooks from webShaper control panel.

1. Go to Settings.

2. Click on Accounting.

3. Move your mouse to Intuit.

4. Click on Manage Settings.

5. Click on Connect to Quickbooks icon.



6. Once you are connected to Quickbooks from webShaper, you should be able to see the “Connected!” message.



Note that : The login used is only valid for six months. Therefore, you will be required to refresh your login when you are notified to do so. If you do not do this, the integration between webShaper and Quickbooks will discontinue and you will be required to login to your Quickbooks account from webShaper control panel again.



2. Configuring your Settings


1.  Click on the button “Load QBO Settings” to load your Quickbooks preferences.



Note that : You must click Load QBO Settings every time you Login or whenever you make changes to your Settings in Quickbooks.



3. Filtering Categories


This is where you add only categories you want to include or exclude from Quickbooks products list.


1. Go to Settings.

2. Click on Accounting.

3. Move your mouse to Intuit.

4. Click on Manage Import Product.

5. Click on Filter Categories.



6. Enter Categories from Quickbooks that you would like to exclude or include during the sync. 

7. Click Save.




4. Importing Locations


Besides inventory, you can also sync orders from your webShaper store to QuickBooks. Before you begin the sync, you will need to map the locations.

1. Go to Settings.

2. Click on Accounting.

3. Move your mouse to Intuit.

4. Click Departments Mapping to import your locations.

5. Click Import Departments to import your locations from Quickbooks.



6. Next, map the location to the marketplaces available so that any orders your webShaper store push to Quickbooks will be mapped to the chosen location. Click the black Quickbooks icon to start mapping to your Quickbooks location.



7. The image below shows an example of how a webShaper store marketplaces are mapped to the respective locations in Quickbooks.



5. Importing Product Items


To create your product items, go to Quickbooks.

1. Click on the Settings icon.

2. Click Products and Services.



3. Click New.



4. Click Inventory to create your physical product. You also can create Services.



5. Enter your product details such as:

  • Name: Your product item name.
  • SKU: Your product item SKU.
  • Category: Your product item category.
  • Initial quantity on hand: Your product item initial stocks.
  • As of date: Date of you start tracking the quantity on hand of product item.
  • Sales Information: Your product item description.
  • Sales Price/Rate: Your product item price.
  • Tax: Your product item tax. (if any)
  • Purchasing information: Variation product item details. (Refer note below)
  • Cost: Your product item cost.


Note that :

1. To create single item inside Quickbooks, you must put sync:1 on “Purchasing Information” section.



2. To create variation item inside Quickbooks, please copy the text below and paste them at Quickbooks Inventory – “Purchasing Information” section. Make sure to insert the information correctly because they are case-sensitive.

productitem: Dress Name (Product Name)
parentsku: Dress SKU (Parent SKU)
option1: Color (Product Option 1)
attribute1: Black (Product Attribute 1)



6. Click Save and Close.

7. To check your imported product(s) from Quickbooks to webShaper, you can go to your store control panel > Products.



6. Exporting Product Items


Once you have completed the steps above, you can now sync orders from your webShaper store to QuickBooks.

1. Go to Orders.

2. Click Sync.

3. Under Manage Sync.

4. Click Add Orders For Export.


5. Select QBO as your Accounting System.

6. Enter your order reference number.

7. Save your settings.



8. Click Log to view the history of the Order Sync.



Note that : All discounts, shipping and handling charges are set as item line in your Quickbooks invoice.

To check your invoice, go to your Quickbooks account > Sales > Invoices.




Distributing Credentials (OPTIONAL)


If you have more than one webShaper store, you will need to proceed with the following steps in order for all webShaper stores to use the same Quickbooks account:

1. Go to Settings.

2. Click on Accounting.

3. Move your mouse to Intuit.

4. Click on Manage Settings.

5. Click on the button “Distribute Credentials” and enter your second webShaper store’s URL.



6. Once credentials distribution is successful, you will be notified.



Checking Product Logs (OPTIONAL)


You can view your product logs in the webShaper control panel.

1. Go to Settings.

2. Click on Accounting.

3. Move your mouse to Intuit.

4. Click on Manage Import Product.

5. Click on View.