Among 2 million users, QuickBooks is the most popular accounting software in every aspect from big jobs to small accounting tasks. It is pretty understandable why QB and its related products are so popular. This program makes it simple to keep accurate records, which are required for some of your most critical tasks being a business owner, such as obtaining financing and filing taxes.
You can automate accounting processes instead of manually inputting data, just by integrating QuickBooks with BigCommerce. That means you’ll have more time and energy to focus on the other aspects of running a successful business. Continue reading this article to learn everything about Bigcommerce QuickBooks Integration setup.
How to set up Bigcommerce QuickBooks Integration
- Make sure you have the following options configured in your BigCommerce account before connecting it to QuickBooks:
- Configure your payment options (you will need to resync the app whenever you add new payment methods in the future).
- Configure your tax settings (QuickBooks Online by OneSaas supports both manual and automatic taxes).
- SKUs will be required for all products and variants. When you set up the app, you may match existing SKUs in your BigCommerce catalogue to the SKU field in QuickBooks by OneSaas, and there’s also an option to automatically produce SKUs in QuickBooks by OneSaas.
- In your QuickBooks account, you should also set up the following options:
- Configure your tax options
- Create a chart of accounts
- Turn on “Shipping” and “Discounts”
- “Track Quantity by Hand” should be enabled
- Select “Store Setup” from your BigCommerce dashboard.”
- After that, select the “Accounting” option
- Click “Install” which you find next to the “QuickBooks”
- Next, select the “Confirm” tab
- Once done with that then select “Connect to QuickBooks” (If you don’t already have a QuickBooks Online account, you can get a free trial by visiting this website)
- Finally, click “Connect” to finish this setup process.
When you first logged in to QuickBooks from BigCommerce, you’ll have two options for your first workflow: “When an Order is created in BigCommerce, produce an Invoice in QB” and “When stock levels are changed in QuickBooks, update stock levels in BigCommerce.”
Importing BigCommerce Order to QuickBooks
The following choices are available in the process “When an Order is created in BigCommerce, Create an Invoice in QuickBooks Online”:
- Orders with Statuses can be retrieved: Choose whether the order statuses will be synchronized to QuickBooks as a Sales Invoice or a Sales Receipt.
- Order Number prefix: This prefix will be applied to all orders imported into QuickBooks from your BigCommerce account.
- Use Shipping Item: For your shipping line item, you can provide a “product” that assists you in tracking your shipping expenditures/charges.
- Discount Product: To keep track of discounts, specify a “product” for discount line items.
- Default Gift Card Product: To keep track of gift cards, specify a “product” for gift card line items.
- Assign them to the following: In QuickBooks, specify the type of customer record that will be created. The Sale Invoice will be assigned to the person who placed the order, the Customer’s Organization will be assigned to the person who placed the order’s company, and the “Generic Online Sale Customer” will be assigned to all Sale Invoices.
- Automate Invoice Numbers: Instead of using invoice numbers from BigCommerce, enabling this option will generate sequential invoice numbers in QB.
- Refunded Orders /Retrieve Canceled from BigCommerce: When orders are cancelled, refunded, or partially reimbursed in BigCommerce, determine whether QuickBooks will produce refunds. You’ll need to go into QuickBooks and manually alter the partial returns to the correct amount because they’ll be registered as full refunds by default.
- Refund Order Number Prefix: You can use the same prefix for refund order numbers as you do for ordinary order numbers.
- Match QuickBooks Items By: You can check whether existing QB items are matched to BigCommerce products by name or SKU, if you have them.
- Create New Items As: You must pick whether new items in BigCommerce are created as “Non-Inventoried Items” or “Inventoried Items”, if you want them to be created automatically in QB. Non-Inventoried Items will not allocate information to Income, COGS, or Asset Accounts, but Inventoried Items will.
- Use Income Account: The account you select here will be the default income account for all items sold.
- Use Expense Account: The account you select here will be used as the default expense account for all purchases.
- Use Income Account for Inventoried Items: This account will be used as the default income account for all inventory items.
- Use COGS Account for Inventoried Items: This account will be used as the default COGS account for all inventory items.
- For Inventoried Items, Use Inventory Asset Account: The account selected here will be the default Inventory Asset account for all items.
- Inventory Starting Date: The day you begin tracking the quantity of Inventoried Items on hand in QuickBooks. Set this at least one day before the current date to ensure that sales are produced from items created by the integration.
- Map Tax Codes: Select appropriate QB tax codes for your BigCommerce tax codes. If the appropriate tax code isn’t available in the dropdown menu, you’ll need to create it in QuickBooks and then reload the app. If you have QuickBooks’ “Automated Sales Tax” setting enabled, you won’t need to map anything.
- Deposit Payments into Account: By default, all payment methods that have not been individually mapped will be delivered to the account selected here.
- Map Payment Methods: Match BigCommerce payment methods to specific QuickBooks accounts using the dropdown menu.
Updating BigCommerce Stock Levels with QuickBooks
If your products were manually generated in QuickBooks with stock levels that match your BigCommerce stock levels, “When stock levels are updated in QuickBooks, update stock levels in BigCommerce” workflow should be activated.
Even in that situation, you should only utilize the “When an Order is created in BigCommerce, create an Invoice in QB” workflow for the first or second synchronization. You won’t have to manually create products or change their stock this way.
If you decide to adopt this approach, the next step is to decide whether to match current QuickBooks products by name or by SKU. Then click “Save.”
Setting Up your Sync Settings
Set your time zone, choose an integration start date, and tick the box to agree to the OneSaas user agreement terms and conditions after you’ve finished setting up your processes.
The only thing left to do is press the “Turn Integration On” button.
How to set up QuickBooks Payments
You might want to use QB Payments as a payment gateway in addition to using QB for BigCommerce bookkeeping. However, BigCommerce’s default payment gateway is PayPal, but QuickBooks Payments is a good choice. It accepts Visa, Mastercard, American Express, Apple Pay, and Discover. Moreover, it offers premium features like invoicing and fraud prevention.
Follow these steps to set up QuickBooks Payments as a payment method to your BigCommerce store:
- Go to the “Store Setup” and then select “Payments” from your BigCommerce dashboard
- Move to the section “Online Payment Methods” and then click “Set up” which is next to the “QuickBooks Payments” option
- Now, click the button “Connect to QuickBooks”
- After that, a pop up window appears on your screen asking you to sign in with your QB account
- Finally, end the integration set up by entering the credentials and choose “Sign-in”.
So, Bigcommerce QuickBooks Integration is not only the add-ons, but also enable you to save your quality time with the automation process. Take the advantages of additional applications in order to save time so that you can focus on other productive to run a successful business.