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.
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
- Creating linked bundles in Quickbooks Commerce
- Creating linked pack sizes in Quickbooks Commerce
- Reviewing and testing your integration settings
When Quickbooks Commerce imports inventory from a sales channel, it treats each variant as a unique finished good. Within steps 3 and 4, we’ll be showing you how to get Quickbooks Commerce to recognize your kits/bundles and/or pack sizes as bundles and pack sizes respectively.
Step 1 of 5: Prep work within your WooCommerce store
Here we’ll cover:
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).
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 5: 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 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.”
Location Mapping
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.
|
Options |
What it does |
Recommendation |
|
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):
- Draft
- Active
- Finalized
- Fulfilled
- Void
Orders have 7 statuses in WooCommerce (details here):
- Pending Payment
- Failed
- Processing
- Completed
- On-Hold
- Canceled
- Refunded
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 5: Creating Linked Bundles in Quickbooks Commerce
You cannot create a Bundle for batch tracked products.
Recall
When Quickbooks Commerce imports inventory from your WooCommerce account, it treats each imported listing (including kits/bundles and pack sizes) as a single variant.
In this step, we’ll show you how to create and link Bundles.
First, we’ll unlink the variant from WooCommerce.
Go to the My Apps section and click on your WooCommerce integration.
Go to the Product Listings tab and search for the bundled product in question.
Click on it, then click the “Unlink” button within the popup window. Click the “Confirm” button.
Next, we’ll delete the bundle product from Quickbooks Commerce (recall, Quickbooks Commerce currently thinks this bundle is a single variant).
Go to the Inventory section, click on Products, then search for the “bundled product” in question.
Click on the product in question. From the Variants tab, click on the single variant and write down its SKU. We’ll be using this SKU when we create our new bundle.
At the top right-hand side of the screen, click the “Delete Variant” button. Click the “Yes, Delete Variant” button.
Next, we’ll create the Bundle in Quickbooks Commerce.
From within the product, which is now absent of variants, click the “Add a Bundle” button.
Fill out the fields as required and remember to use the SKU you just copied in the SKU field so that it links properly with WooCommerce.
Click the “Save Changes” button.
You’ll be taken to a Bundles Composition tab where you’ll be able to add the variants that make up this Bundle. Adjust the quantity as required.
Click the “Save Changes” button when you’re finished.
Finally, we’ll link this Bundle to the product currently listed in WooCommerce. On WooCommerce, a Bundled product is shown as a Grouped product type.
You will need to change the type from 'Grouped' to either 'Simple or Variable' product to be able to find it in our Product Listings, and later link it to the newly created QuickBooks Commerce's product.
Go to the My Apps section and click on your WooCommerce integration. Go to the Product Listings tab and search for the Bundle in question.
Click on the Bundle, then click the “Create Link” button within the popup window.
You’re done!
Step 4 of 5: Creating Linked Pack Sizes in Quickbooks Commerce
In this scenario, we’ll be adding a Pack Size to an existing product that was created during the sales channel import.
You cannot create a Pack Size for batch tracked products.
Recall
When Quickbooks Commerce imports inventory from your WooCommerce account, it treats each listing (including kits/bundles and pack sizes) as a single variant.
In this step, we’ll show you how to create and link a Pack Size.
First, you’ll need to go to the Pack Size that was created as a new product during the inventory import process. Go to the Inventory section and click on the Products section to find the variant in question.
Click on the product, then the variant and write down its SKU (you’ll use this to link the Pack Size to your WooCommerce product later).
Next, unlink this variant from your WooCommerce store.
Go to the My Apps section and click on your WooCommerce store. Click the Products Listing tab and search for the product in question.
Click on the product and then click the “Unlink” button. Do not click the “Unpublish” button as this will delete the product from your WooCommerce store.
Next, we’ll delete the pack size product from Quickbooks Commerce (recall, Quickbooks Commerce currently thinks this pack size is a single variant).
Go to the Inventory section, then the Products section. Search for the product in question.
Click into the product. At the top right-hand corner of the window, click the “Delete Product” button.
Next, we’ll create the Pack Size in Quickbooks Commerce.
Go to the Inventory section and click on the Products section.
Select the product within which we’ll create a Pack Size for. Find the variant you’d like to create a Pack Size for.
From the variant’s row, click on the dropdown menu on the far right-hand side. Select “+Add a Pack Size.”
Fill out the fields as required.
The wholesale, retail and buy prices are auto-filled, as a multiple of the variant prices. However you can edit the pack size prices.
Click the “Save” button.
Next, we’ll change the Pack Size’s SKU to the one listed in WooCommerce.
Click on the new Pack Size. Within the SKU field, enter the SKU that you copied earlier.
Click the “Save Changes” button. Adjust the details in the other tabs as required.
Next, we’ll link this Pack Size to the product currently listed in WooCommerce.
Go to the My Apps section and click on your WooCommerce store. Click the Products Listing tab and search for the product in question.
Click on the product and then click the “Create Link” button.
You’re done!
Step 5 of 5: Reviewing & Testing your Integration Settings
Once your installation and import have 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.
Congratulations - you’re done!
If there are any discrepancies, please submit a ticket here to contact Support.