Read first: Understanding how QuickBooks Commerce syncs data with your WooCommerce store
Read next: Module 4: Importing and Creating Relationships
QuickBooks Commerce makes it easier than ever to manage your WooCommerce store, from order to fulfillment. As your business grows, use QuickBooks Commerce to manage your price lists, inventory, orders, fulfillment, accounting sync and more for all of your sales channels.
This guide is for users using WooCommerce Version 2.4 and above. If you are using an older version, you're looking for this guide instead.
Because this is the first time you’ll be creating products in QuickBooks Commerce, the installation steps are as follows:
- Prep work within your WooCommerce store
- Installing your WooCommerce store on QuickBooks Commerce
- Reviewing and testing your integration settings
Step 1 of 3: Prep work within your WooCommerce store
Here we’ll cover:
- Reviewing your product SKUs in WooCommerce
- (Optional) Reviewing existing installed apps in WooCommerce
- Confirming your WooCommerce account settings
Reviewing your Product SKUs in WooCommerce
QuickBooks Commerce uses SKUs to identify and link inventory between WooCommerce and QuickBooks Commerce in order to facilitate inventory updates and streamline order management.
Before proceeding to the next step, go into your WooCommerce account and ensure that each product and variant has a unique SKU.
QuickBooks Commerce only works with two of four product types in WooCommerce:
- Variable Products
- Simple Products
Learn about SKUs and why you need to start using them today (click here).
(Optional) Reviewing your Existing Installed Apps
If you are using any multi-currency plugins or product bundle plugins for your WooCommerce store, let Support know by submitting a ticket here so we can advise you on the best setup approach.
One of QuickBooks Commerce’s main benefits is to provide your business with centralized inventory control and automation.
If you are currently using any apps or integrations that update your inventory levels, we recommend that you uninstall them prior to integrating QuickBooks Commerce and WooCommerce.
If you’re having trouble uninstalling them for whatever reason, contact Support by submitting a ticket here.
Confirming your WooCommerce Account Settings
Please note that you will need to have Public SSL Certificate enabled on your website to ensure a successful integration experience.
Log in to your WooCommerce account.
Enable stock management - Go into Settings and click on the Products tab.
Check the box labeled “Enable stock management.”
Next, click on the API tab. Check the box labeled “Enable the REST API.”
Now under your Settings, click the Permalinks tab.
Under Common Settings for Permalinks you will need to set your common settings to “POST NAME,” in order for your integration to work.
Step 2 of 3: Install your WooCommerce store on QuickBooks Commerce and Import your Products
Here we’ll cover:
- Connecting your WooCommerce store
- Location Mapping
- Price List Mapping
- Initial Product Import
- Review Order Import Status
- Review what will happen next
Connecting your WooCommerce store
Go into your QuickBooks Commerce account.
Go to the QuickBooks Commerce App Store by clicking Browse Apps on the left sidebar.
Click eCommerce from the menu, then click the “WooCommerce” button.
Click the 'Install App' button.
Please follow the step-by-step instructions provided in the setup wizard.
You will be redirected to the following page. Select 'Approve.'
Let’s set up your fulfillment and inventory locations in QuickBooks Commerce.
If you created all of your locations when preparing your Settings in the previous module, you’ll be able to map them now. If not, you can create a new location now.
Once you’ve mapped all of your locations, click “Continue.”
Price List Mapping
Let’s set up your price lists by either mapping to an existing price list in QuickBooks Commerce or creating a new one now by clicking the “Create New” button.
For each product price list in WooCommerce, we will create an equivalent price list in QuickBooks Commerce.
When a product price is changed in WooCommerce or QuickBooks Commerce, we will update the latest price information to the mapped price list.
Initial Product Import
From within the QuickBooks Commerce installation wizard, choose how you would like your product information to be imported from WooCommerce to QuickBooks Commerce.
What it does
Import Products Now
If selected, only during installation QuickBooks Commerce will import products from WooCommerce as new products in QuickBooks Commerce.
After installation, if you create a new product in WooCommerce, QuickBooks Commerce will import the product as a new product.
Any future updates that you want to make to your WooCommerce products should be done from within QuickBooks Commerce. This could include stock levels, prices or product information.
QuickBooks Commerce customers select this option when they have not set up any products in QuickBooks Commerce during their trial.
They will have reviewed their WooCommerce settings including inventory, product SKUs and remove any installed app that could change their product inventory and pricing.
Import Products Later
If selected, QuickBooks Commerce will not import or match any products from WooCommerce during the installation.
QuickBooks Commerce will only import and manage orders from WooCommerce.
After installation, if you create a new product in WooCommerce, QuickBooks Commerce will import the product into the system.
QuickBooks Commerce’s customers select this option when they have already created some or all of their products in QuickBooks Commerce prior to the installation process.
Some customers also prefer this option if they have existing products within WooCommerce that they don’t want to bring over to QuickBooks Commerce.
Review Order Import Status
In order to manage your WooCommerce orders in QuickBooks Commerce, you will need to:
- Select which order statuses you want QuickBooks Commerce to import
- Map WooCommerce’s order statuses with QuickBooks Commerce’s order statuses so that inventory and orders can be updated accordingly
Orders have 5 statuses in QuickBooks Commerce (details here):
Orders have 7 statuses in WooCommerce (details here):
- Pending Payment
In QuickBooks Commerce, go to the My Apps section, click on your WooCommerce store, then click the Settings tab.
Select the statuses you’d like to import and then map the appropriate order statuses to QuickBooks Commerce’s order statuses.
Review what will happen next
When you complete the installation, depending on the sync options selected, QuickBooks Commerce will begin to:
- Import your products from WooCommerce into QuickBooks Commerce
- Import your orders based on status mapping from WooCommerce into QuickBooks Commerce
- Update product inventory levels, prices and product information
With the installation complete, QuickBooks Commerce will now be your business’ master of inventory. QuickBooks Commerce will update your WooCommerce products whenever there are changes made to stock levels, prices or product information.
If your store has a large number of products (>10,000 variants), it may take between 3-6 hours for the import process to complete. Do not change any settings until the import process has completed - you will receive an email when the import is completed.
Step 3 of 3: Reviewing & Testing your Integration Settings
Once your installation and import has completed, you’ll want to review and test the integration.
Reviewing your Products
Go to the My Apps section, click on your WooCommerce store and click the Products Listing tab and select Show “Unlinked Only” from the drop-down menu to highlight if there are any products that were not imported successfully, matched, or linked.
If there are any unlinked products, please submit a ticket here to contact Support.
Reviewing your Orders
To see any unfulfilled orders that were imported into QuickBooks Commerce, click here: https://go.tradegecko.com/orders
To see if there are any orders that were not imported successfully, go to the My Apps section and click on your WooCommerce store and click the Orders Listing tab. Support can help you fix this issue if you submit a ticket here.
(Optional) Create a test order from your WooCommerce store
To test the order sync between WooCommerce and QuickBooks Commerce, let’s create a test order from your WooCommerce Store.
From within WooCommerce, create a draft order for one of your products.
Mark the draft order as paid.
Go into QuickBooks Commerce. Navigate to the Sales Orders section to locate your order. You can search for it by entering the draft order number into the search bar.
Once identified, go back into your WooCommerce store to cancel the draft order.
(Optional) Updating a product’s price
To test the price sync we recommend that you complete this test with a product that is not marked as “available” within your WooCommerce store because the integration between QuickBooks Commerce and WooCommerce is now live.
From within QuickBooks Commerce, change the list price of the variant that you would like to test.
To confirm if the price change was successful, go into your WooCommerce account to review that variant’s “new” price.
(Optional) Publish a test product from QuickBooks Commerce to WooCommerce
To test the product sync, let’s create a new product in QuickBooks Commerce.
Go to the Inventory section, click on Products, then click the “Create New” button and create a “new purchased product.”
Once you create the product, publish the variant to your WooCommerce store via the dropdown menu on the far right-hand side of the variant listing. Note that only the first image in the variant will be published from QuickBooks Commerce to WooCommerce.
Don’t worry, this product will not be marked as visible on your store, QuickBooks Commerce's default publish setting is set to “unavailable.”
From WooCommerce, delete this new test product. It will also be deleted in QuickBooks Commerce.
Congratulations - you’re done!
If there are any discrepancies, please submit a ticket here to contact Support.