QuickBooks Online for WooCommerce — invoices, customers, sales tax and payments from orders

Accounting Sync with QuickBooks for WooCommerce sends shop orders to QuickBooks Online as invoices: with the customer, addresses, product, shipping and fee lines and the sales tax WooCommerce charged. No duplicates, and retries when QuickBooks is down. Pro adds payments, refunds, QuickBooks items by SKU and stock levels from QuickBooks.

Version 1.0.0 is for QuickBooks Online companies in the US.

Before you install: every shop connects through its own Intuit app, created in the developer portal at developer.intuit.com. The step-by-step guide and the redirect address are in the plugin settings. Development keys work only with an Intuit sandbox company; the shop needs production keys.

What the buyer sees

The buyer sees nothing new: the checkout does not change. The QuickBooks invoice appears when the order reaches the chosen status, and its total equals the order total.

What the admin gets

WooCommerce → Accounting Sync: Connection, Mapping, Queue, Log and License tabs. Connection holds the keys of your Intuit app (development or production), “Connect to QuickBooks”, the statuses that send an invoice, a prefix and payment terms.

On Mapping you choose the QuickBooks products and services for products, shipping and fees and the sales tax code, and in Pro the account for payments, a payment method for each shop payment method and SKU matching. Queue shows every document, its QuickBooks number and the reason it stopped.

How it works, step by step

1. At developer.intuit.com you create an app with the Accounting scope, add the redirect address from the settings and copy the Client ID and secret into the plugin.
2. “Connect to QuickBooks” opens the Intuit sign-in, and you choose the company.
3. On Mapping you choose products and services, the sales tax code and, in Pro, the accounts for payments.
4. An order in the chosen status joins the queue and the invoice goes to QuickBooks; before creating it the module looks for an existing one.
5. In Pro a payment follows the invoice, a refund becomes a Refund Receipt or a Credit Memo, and stock levels come from QuickBooks by SKU every hour.

Under the hood

• The secret and tokens are stored encrypted; the token refresh runs under a database lock.
• Every document carries an order marker in its memo and is looked up before creating; requests carry a requestid, so a retry never makes a second invoice.
• The queue retries for up to two days, 429 pauses it, 401 refreshes the token and tries once more.
• Lines WooCommerce taxed are marked taxable and the others not, and the tax amount comes from WooCommerce, so QuickBooks does not calculate it again.
• Stock from QuickBooks (Pro) overwrites WooCommerce stock only for products with the same SKU, and only when you switch it on.
• All the sales tax of an order goes to one chosen tax code: if you collect tax in several states, choose the code with your accountant.
• Compatible with HPOS, the block and the classic checkout; plugin language: English.

How to install

1. Plugins → Add New → Upload Plugin: choose the zip and activate.
2. WooCommerce → Accounting Sync → Connection: create the Intuit app as the guide says.
3. Paste the Client ID and secret, press “Connect to QuickBooks” and choose the company.
4. Fill in Mapping and run a test order against an Intuit sandbox company.
5. For Pro: paste the key or start the 7-day trial on the License tab.

The “Download free” button gives the free version, the same one that goes to wordpress.org. Pro is the full archive; it appears in your account after a purchase or a trial.