Integrating QuickBooks Desktop accounting software with Shopify

Note

As of November 7, 2023, the sync frequency between Shopify and QuickBooks Desktop via the QuickBooks Desktop Connector app changed from every 5 minutes to one time per day, at your preferred time. A manual sync option is also available.

Information on this page is applicable only to QuickBooks Desktop POS merchants that are migrating to Shopify. Learn more about QuickBooks Desktop POS migration.

If you're using QuickBooks Desktop accounting software, then you can integrate your QuickBooks Desktop app account with your Shopify POS. This action syncs all your business and accounting data, such as sales and purchases, to your accounting system.

To integrate, you need to set up your tax preferences, generate an app token, map your account, and then start the integration.

Considerations for integrating your QuickBooks Desktop accounting software with Shopify

Before you start the integration, review the following considerations:

• Make sure that you created your Shopify account with your unique ID or promo code.
• Verify that you have the newest version of the QuickBooks Desktop app installed on your desktop device.
• Confirm that you have the QuickBooks Desktop Connector app installed in your Shopify admin. If not, then go to the Shopify App Store and install it to your store.
• Make sure to start the QuickBooks Desktop accounting software integration on the same desktop device that you use your QuickBooks Desktop POS.
• If you're using the QuickBooks Desktop POS, then make sure to complete the QuickBooks POS data migration before starting the QuickBooks Desktop accounting software integration with Shopify.
• If you’re using QuickBooks Online instead of QuickBooks Desktop, then you don't need to use the QuickBooks Desktop Connector app to integrate your data with Shopify. Install the QuickBooks Online app to your Shopify store to integrate your data.
• The integration process can be completed only one time and can't be repeated. If you need to reset the integration, then contact dedicated support.

Step 1: Set up your tax preferences

Before you start the integration, you need to set up your tax preferences in the QuickBooks Desktop accounting software.

Steps:

1. From your desktop device, open the QuickBooks Desktop app.
2. Click Edit > Preferences.
3. In the Do you charge sales tax section, select Yes.
4. Select or add a sales tax item:
   • If you have the most common sales tax item, then in the Most common sales tax item field select it.
   • To add a new sales tax item, do the following:
     1. Click Add sales tax item.
     2. In the Sales Tax Name, name your sales tax item.
     3. In the Description field, enter Sales Tax.
     4. In the Tax Rate (%) field, enter 0%.
     5. Click OK.
5. Click OK.

Step 2: Generate an app token

After you set up your tax preferences, you need to generate an app token in the QuickBooks Desktop accounting software.

Steps:

1. From your desktop device, open the QuickBooks Desktop app.
2. Click File > App Management > Manage Web Apps.
3. In the Search Apps field, enter and search Shoppinpal QBD connector.
4. In the Action column, click Set up.
5. Click Generate token.
6. Click Copy to clipboard.

Step 3: Map your account and start the integration

To start the integration using the QuickBooks Desktop Connector app in your Shopify admin, you need to add the app token, map your QuickBooks data fields with Shopify categories, and add your Stocky API key.

You also need to select how you want to share data with QuickBooks Desktop accounting software. You can choose from two sync modes:

• Summary mode: Sends summarized data to QuickBooks Desktop accounting software. If you use the QuickBooks Desktop Pro or Premier version, and have more than 14,500 rows of combined data, then you need to select the summary sync mode.
• Detailed mode: Sends full details of entities, such as names and descriptions, to QuickBooks Desktop accounting software.

Learn more about QuickBooks and Shopify data mapping.

Steps:

1. From your Shopify admin, click Settings > Apps and sales channels.

2. From the Apps and sales channels page, click QuickBooks Desktop Connector.

3. Click Open app.

4. From the QuickBooks Desktop Connector app, click Start integration.

5. Review the sales tax preferences instructions, and then click Generate app token next.

6. In the D. Enter token section, add the app token, and then click Next.

7. In the Account mapping section, select your QuickBooks fields that match the Shopify categories. For example, COGS account category to match with Cost of goods sold field.

8. In the Sync scheduler section, choose either manual sync mode or automated sync mode.

   • Optional: For automated sync, choose the time of day you want the sync to occur. (Note that the sync will occur within a 15 minute time window. A manual sync can be performed at any time.)

9. In the Sync mode section, select Summary or Detailed sync mode for Customer, Inventory, and Vendor.

10. In the Enter Stocky's API key to start the sync section, enter your Stocky API key.

11. Click Start integration.

To sync your financial data and sales data to the QuickBooks Desktop accounting software, you need to keep the QuickBooks Desktop Connector app installed in your Shopify admin after integration. You can initiate a manual sync of your data any time in the QuickBooks Desktop Connector app. You can also set up an automatic daily data sync that lets you schedule the data sync.