Setting up the QuickBooks Online app

Intuit QuickBooks Online app icon Go to the app store to install Intuit QuickBooks Online

To use the QuickBooks Online app, you need an active QuickBooks Online account. You can sign up for a free trial while setting up the QuickBooks Online app in your Shopify admin.

Set up your sales tax settings in QuickBooks Online

Before you connect your QuickBooks Online account with Shopify, you need to set up the required sales tax settings from your QuickBooks Online dashboard.

Note

The Shopify QuickBooks Online app requires that you enable taxes and choose a tax or tax agency in QuickBooks Online, even if you are not actively charging tax through your Shopify store.

To set up the required tax settings in QuickBooks Online:

  1. From your QuickBooks Online dashboard, click Sales Tax.

  2. Click Edit sales tax settings.

  3. In the Do you charge sales tax? section, click Yes:

    Qbo sales tax modal

  4. Click Save.

  5. If your QuickBooks Online account is registered in the U.S., then you can now go ahead and set up the QuickBooks Online app in Shopify.

  6. If your QuickBooks Online account is registered in Canada, Australia, or the United Kingdom, then you might need to add a tax rate manually. From the Sales Tax page in your QuickBooks Online dashboard, click Add/edit tax rates and agencies:

    Qbo add tax rate

  7. Click New.

  8. From the New Sales Tax Rate dialog, create a new tax, then click Save:

    Qbo new sales tax dialog

  9. Continue to set up the QuickBooks Online app in Shopify.

Install the QuickBooks Online app in Shopify

Tip

If you signed up for Shopify at shopify.com/quickbooks, then your Shopify admin comes pre-installed with the QuickBooks Online app.

To install the QuickBooks Online app in your Shopify admin:

  1. Download the app from the Shopify App Store or click here.

  2. On the Install QuickBooks Online page in your Shopify admin, click Install app:

    Install qbo app

    Note

    After you've installed the QuickBooks Online app, you can open it from the Apps page in your Shopify admin.

  3. Now that you've installed the Shopify QuickBooks Online app in your Shopify admin, you need to connect it with your QuickBooks Online account. If you already have a QuickBooks Online account, then click Connect to QuickBooks. If you don't, then click Sign up for a free QuickBooks Online trial, create a new QuickBooks Online account, and then click Connect now:

    Connect create account
    If you sign up for QuickBooks Online at this step, then make sure you update the required tax information in QuickBooks Online before continuing with the setup in your Shopify admin.

  4. On the Sign-in dialog, enter your QuickBooks user ID and password, and then click Sign In:

    Intuit sign in

    Note

    If you want to use QuickBooks Payments, then make sure that you enter the QuickBooks user ID that's associated with your QuickBooks Payments account.

  5. Click Authorize to allow Intuit to share data with your Shopify admin:

    Intuit authorize dialog
    When the authorization is complete, the QuickBooks Online app's Settings page appears.

After you've installed the app and connected your accounts, you need to configure the QuickBooks Online app settings.

Configure the QuickBooks Online app settings

From the QuickBooks Online app's Settings page, you can choose where and how the information that you export from Shopify appears in QuickBooks Online.

To configure your export settings:

  1. From the QuickBooks Online app's Settings page, enter the required account information in the Select your QuickBooks accounts section:

    Qbo app settings
    Product sales An income account that records completed orders as sales receipts.
    Gift cards A liability account that records purchased gift cards. When gift cards are redeemed, the corresponding liability is subtracted from this account. This account does not track gift cards that were issued manually. Learn more ›
    PayPal deposits A bank account that records payments received for purchases made using PayPal.
    Payment deposits An asset account that records payments received for all sales in Shopify. The name of this account as it appears in Shopify reflects your settings in QuickBooks Online at the time of your last export.

    You can review your existing accounts and create new ones on the Chart of Accounts page in QuickBooks Online:

    Qbo chart of accounts
  2. If you want to export payouts and fees from your Shopify account to QuickBooks Online, then select Export your payout fees and adjustments from Shopify Payments, and then choose your payout and adjustments accounts:

    Qbo payouts sync

  3. In the Tax Settings section, select the relevant tax agency or create a new one using the available drop-down menus:

    Qbo tax agencies
    When you export your orders, the tax agencies that you choose here will appear in the Sales Tax Center in QuickBooks Online, and the name of each new tax rate will begin with "Shopify":
    Qbo tax agencies detail

    Tip

    The Shopify QuickBooks Online app requires that you enable taxes and choose a tax agency in QuickBooks Online, even if you aren't actively charging tax through your Shopify store.

  4. In the Product export settings section, choose how you want your products to appear in QuickBooks Online:

    Qbo product export settings

  5. In the Customer export settings section, choose how you want your customer records to appear in QuickBooks Online:

    Qbo app settings customer
    By default, the QuickBooks Online app creates separate customer records in QuickBooks Online for each of your Shopify customers. If you select Do not export customers to QuickBooks Online, then the QuickBooks Online app assigns all exported orders to a single Shopify - Customer record in QuickBooks Online.

  6. In the Export settings section, choose if you want to schedule automatic daily exports or receive export notifications by email:

    Qbo export settings customer

    Note

    If you notice that an order is missing from an automatic export, then you can add it by creating a new export with a date range that includes the date of the missing order.

  7. When you're done, click Save or Complete setup.

Next steps

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