Squarespace QuickBooks Integration

QuickBooks, the leading choice of accounting software for many businesses, integrates with Squarespace, provides software as a service for website building and hosting. Integrate QuickBooks with Squarespace gives you more flexibility and automatic process for your complex tasks.

The powerful Squarespace QuickBooks Integration provides you with a robust understanding of your business; acts as an effective measure to find the components which need improvement. This guide will provide you an easy way to set up your complete integration between Squarespace and QuickBooks using a simple setup process with OneSaas.

How does it work with QuickBooks?

Connect Squarespace with QuickBooks to streamline your accounting. Never enter invoices, customers, or items by hand again. You can save up to 160 hours each month with this method!

Key Benefits 

  • Automatic data sharing between Squarespace and QuickBooks saves time and money.
  • Connect numerous sales channels to QuickBooks to keep track of stock levels.
  • Remove manual data entry and shortcuts, which frequently lead to human error.

When you use OneSaas to connect QuickBooks and Squarespace, you’ll never have to manually enter data again, saving you hours every day!

OneSaas by Squarespace will automatically:

  • QuickBooks and Squarespace can both update stock levels.
  • From Squarespace to QuickBooks, share any new or updated products.
  • Create or edit a sales invoice or receipt in QuickBooks and share when an order is made in Squarespace.

With OneSaas: Squarespace QuickBooks Integration

Below is the step by step walkthrough, highlighting some useful key points throughout the process: 

Step 1: Connect 

Begin with connecting the systems that you’re looking to integrate. Below you’ll find guides on how to connect Squarespace and QuickBooks. Select “Manage” to proceed further.

Step 2: Configure 

The steps below will walk you through the configuration process, which will show you several options for how you want your Squarespace-QuickBooks integration to work. You are advised that in order to ensure that the integration settings are matched to your business and accounting procedures, you do require some basic accounting expertise.

  • The first thing you’ll see is a list of major workflows. Because these are all optional, read each option carefully. In most cases, sync will allow you to do the following:
    • Squarespace sales will be automatically sent to QuickBooks
    • Squarespace products that will be imported into QuickBooks
    • OneSaas can read and update Squarespace if you have QuickBooks inventory switched on.
  • Next, start the configuration process by choosing the first workflow in order to sync Squarespace orders into QuickBooks

This set of configuration settings help you determine some basic integration actions:

  • Select the “Squarespace order statuses” from which application will retrieve sales from to sync into QuickBooks 
  • Now, select how Squarespace orders appear in your QuickBooks. In the case QB, you can choose if you want Squarespace orders to be sent to QuickBooks as Sales Receipts or Sale Invoice
  • Choose an appropriate option for your business 
  • In your next screen, there are advanced settings named “Default Product and Advanced Options”
    • Order Number Prefix: All orders retrieved from your Squarespace account will be prefixed with the prefix you choose here. Consider the following scenario: If you have order ‘1234’ in Squarespace and add the prefix ‘SQ-‘ to the setup, your order will be retrieved into OneSaas and transmitted to QuickBooks with the order number ‘SQ-1234’.
    • Use Shipping Item: It’s possible that you’re overcharging your customers for shipping. If this happens, the integration may allow you to attribute these shipping expenses to a certain “Item.” This will make it simple to trace any revenue made by shipping fees.
    • Discount Product: You can define a distinct discount ‘Item’ similar to the Shipping item option above to track your discounts on sales.
    • Gift Card Product: You can choose a specific gift card ‘Item’ to track your gift card on sales, similar to the Shipping and Discount item options above.
    • Original Customer/ Customer’s Organization/ Generic Online Sale Customer: When creating a sales invoice, most accounting systems demand that a client record be given. This option allows you to specify the type of customer record that will be produced. The default choice is Original Customer, but if your Squarespace customers provide a company name and you’d rather have that appear in your Accounting system, you can change it, The Customer’s Organization choice is then available.

If you don’t want any customer records in your Accounting system, you can choose the Generic Online Sale Customer option, which implies that all sales will be synchronized to your Accounting system against a generic “Squarespace” customer record.

  • Assign Sales to class / Access Sales to Location: Within QuickBooks, you may set a default Class or Location using these two options. This is a QuickBooks-only feature that you can use if you’ve set up Classes or Locations in your QuickBooks Company file.
  • Automatic Invoice Numbers: This option allows you to ignore the Squarespace order number entirely and instead use your accounting system’s sequential numbering method.
  • Due Date Offset: If a transaction does not have a due date, a due date will be assigned to it. The transaction date and the Due Date Offset are used to determine this. If not set then the transaction date is used as the due date. 
    • Now, you’ll be taken to the “Tax configuration page”, you must pick the relevant sales tax in your Accounting system for each tax created/defined in Squarespace.
    • Enable the “Create credit notes in QuickBooks” option, if you plan to sync refunded orders from Squarespace to QuickBooks
      • The account from which the payment money is refunded 
      • Refund the Number Prefix 
      • Partial Refund Product
    • After that, match Squarespace products with QuickBooks 
    • Enable the option, if you’d like OneSaas in order to create new items in QuickBooks
      • You must specify the Income and Expense Accounts to be utilized for Inventoried and Non-Inventoried items on the Items Settings setup page.
    • Payment configuration settings allow you to choose whether or not you want Squarespace payment data to be recorded against your sales in QuickBooks
      • You can use the “Map Individual Payment Methods” feature to map individual payment methods to different clearing accounts
      • Make sure that click on the “Save” button once you’re done with modifications 
    • Enable the option to send the “order payment fees” that were proceeded via Squarespace
    • The following workflow option allows OneSaas to read all of your Squarespace items and add them to QuickBooks. Some users would prefer that only things used in actual sales be created (which is covered above). Others, on the other hand, prefer to take all Squarespace stuff and send them through
    • Once you’re satisfied with your changes, click Save
    • Finally, you can pick this option and hit Save if you want stock level updates from QuickBooks synchronizing back to Squarespace
    • Once you’ve made all of your changes, make sure to click Save.

Step 3: Sync

  • After you’ve completed creating your integration workflow options, you can move on to customizing your sync settings. This may be located under the Manage tab at the top of your workflow settings
  • To ensure that your account is in sync with your store’s time zone, click the configure option to set your account’s time zone
  • The Integration Starting Date option applies a filter to the date of your Squarespace order. Any orders placed prior to the stated date will not be synced
  • You can turn on the automated hourly sync once you’ve agreed to the OneSaas user terms and conditions.

Winding-Up!

Hopefully, the above information will be helpful for you in setting up this integration process. Squarespace QuickBooks Integration is a key factor for better marketing automation and in managing all your tasks more effectively. 


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