WooCommerce & QuickBooks Online Integration Guide

WooCommerce is a powerful eCommerce platform built on WordPress, and QuickBooks Online (QBO) is one of the most popular cloud-based accounting solutions. For store owners, integrating WooCommerce with QBO streamlines accounting, automates bookkeeping, and reduces human error.

So, can WooCommerce connect to QuickBooks Online? Yes, it can through third-party integrations and plugins. Below, we’ll explore the best tools available and a step-by-step guide to help you set up the integration properly.

Why Integrate WooCommerce with QuickBooks Online?

Before jumping into the “how,” here’s why you should integrate WooCommerce and QBO:

✅ Automated syncing of sales, customers, taxes, and inventory

✅ Improved financial reporting and forecasting

✅ Reduced manual data entry and human errors

✅ Faster reconciliation and tax filing

WooCommerce + QuickBooks Online: With vs. Without Integration

Top 3 Integration Tools for WooCommerce + QBO

There is no native WooCommerce-to-QBO integration, so third-party tools are required. Here are the most popular and reliable options:

1. MyWorks QuickBooks Sync for WooCommerce (Recommended)

• Real-time syncing of orders, customers, inventory, products
• Full two-way sync
• Highly customizable
• Supports QuickBooks Online and QuickBooks Desktop

Pricing: Starts at $19/month (Free plan available for basic use)
https://myworks.software/integrations/woocommerce-quickbooks-sync/

2. Zapier

• Useful for simple workflows (e.g., create QBO invoice when WooCommerce order is placed)
• No real-time syncing
• Limited functionality compared to dedicated plugins

Pricing: Free to try, Paid plans from $20/month
https://zapier.com/apps/quickbooks/integrations/woocommerce–wordpress

3. Webgility

• Suited for high-volume stores
• Multichannel support (e.g., eBay, Amazon, Shopify, WooCommerce)
• Advanced reporting and inventory tools

Pricing: Starts at $49/month
https://www.webgility.com/

Step-by-Step Guide to Connect WooCommerce to QuickBooks Online Using MyWorks

We’ll walk you through the MyWorks QuickBooks Sync integration, the most robust and user-friendly option.

Step 1: Install the MyWorks Sync Plugin in WordPress

1. Log into your WordPress dashboard
2. Go to Plugins > Add New
3. Search for “MyWorks QuickBooks Sync”
4. Install and activate the plugin

Step 2: Create a MyWorks Account

1. Visit https://myworks.software
2. Sign up and choose the plan that fits your store
3. Link your MyWorks account to your QuickBooks Online account

Step 3: Connect WooCommerce to MyWorks

1. In your WordPress dashboard, navigate to MyWorks Sync > Connection
2. Follow the guided wizard to authenticate and connect to your QBO account
3. Authorize data access between MyWorks and QBO

Step 4: Map Your Data

1. Go to MyWorks Sync > Mapping
2. Map the following fields:
   • Products
   • Customers
   • Payment methods
   • Tax settings
   • Shipping methods
3. Use the “Auto Map” feature if available

Step 5: Set Sync Preferences

1. Choose real-time sync or manual sync
2. Decide if you want to sync:
   • Only completed orders
   • All orders
   • Specific order statuses
3. You can also sync:
   • Inventory levels
   • Stock quantity updates
   • Customer details

Step 6: Test the Integration

1. Create a test order in WooCommerce
2. Confirm it appears correctly in QuickBooks Online under:
   • Sales > Invoices
   • Customers
   • Products and Services
3. Check that taxes and shipping are applied accurately

Tips for Smooth Integration

• Always back up your site and QBO account before syncing.
• Start with test orders to avoid cluttering your accounting system.
• Double-check tax rules especially if you sell in multiple states or countries.
• Keep product SKUs and names consistent between WooCommerce and QBO.
• Schedule regular reviews of the sync status and error logs.

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Contact NL Softworks today to streamline your WooCommerce–QuickBooks workflow.

Common Questions (FAQs)

Q1: Can I sync historical orders? Yes. MyWorks and some other tools allow you to manually sync past orders into QBO.

Q2: Will inventory sync both ways? Yes, depending on your integration settings. You can set products and inventory to sync from WooCommerce to QBO or vice versa.

Q3: What if I use QuickBooks Desktop? MyWorks also supports QuickBooks Desktop, but setup and pricing are different. Make sure to choose the right plan.

Step-by-Step Guide to Connect WooCommerce to QuickBooks Online Using Zapier

Zapier is a powerful no-code automation platform that allows WooCommerce to “talk” to QuickBooks Online (QBO) by creating workflows called “Zaps.” While it’s not as full-featured as dedicated integrations like MyWorks, it’s perfect for basic tasks like creating invoices, customers, or sales receipts when new orders come in.

What You’ll Need:

• A Zapier account (Free or Paid)
• Admin access to your WordPress/WooCommerce site
• A QuickBooks Online account
• (Optional) A WooCommerce Zapier plugin for enhanced features (paid)

Step 1: Sign Up or Log In to Zapier

1. Visit https://zapier.com
2. Sign up for a free account, or log in if you already have one.

Step 2: Set Up WooCommerce as the Trigger App

1. In Zapier, click “Create Zap”
2. In the Trigger App field, search for and select WooCommerce
3. Choose a trigger event (e.g., New Order)
4. Click Continue

Note: To use WooCommerce with Zapier, you may need to install the WooCommerce Zapier plugin from the WooCommerce Marketplace. This plugin enables a direct REST API connection between WooCommerce and Zapier.

Step 3: Connect Your WooCommerce Store

1. Paste in your WooCommerce site URL
2. Authenticate via the WooCommerce REST API (Zapier will guide you through generating API keys)
3. Test the connection to ensure data is coming through
4. Continue to the next step

Step 4: Set Up QuickBooks Online as the Action App

1. In the Action App field, search for and select QuickBooks Online
2. Choose an action event:
   • Create Invoice – if you want invoices auto-generated
   • Create Sales Receipt – for immediate payment capture
   • Create Customer – to add new customers into QBO
3. Click Continue

Step 5: Connect Your QuickBooks Online Account

1. Authenticate your QBO account using your Intuit login
2. Allow Zapier to access your QuickBooks data
3. Test the connection to ensure it’s working properly

Step 6: Map the WooCommerce Data to QuickBooks Fields

1. Match WooCommerce fields (like Customer Name, Email, Order Total, Items, etc.) to the corresponding QBO fields.
2. Customize how each field is populated (e.g., choose whether to assign the same customer or create new ones per order)
3. You can include:
   • Customer email, name, and billing address
   • Product names and quantities
   • Order total and taxes
   • Payment method or transaction ID

Step 7: Test Your Zap

1. Use the test feature in Zapier to simulate an order from WooCommerce
2. Check your QuickBooks Online account to confirm:
   • A new invoice or sales receipt was created
   • The customer data appears correctly
   • Items and totals are accurate

Step 8: Turn On Your Zap

Once everything is tested and working:

1. Click “Turn on Zap”
2. Your WooCommerce and QBO automation is now live!

Optional: Create Additional Zaps

Here are a few more workflow ideas you can create using Zapier:

• New Order → Create Invoice in QBO
• New Customer in WooCommerce → Add Customer to QBO
• Order Completed → Add Sales Receipt in QBO
• Refund Issued → Create Credit Memo in QBO (advanced Zap)

Limitations of the Zapier Integration

While Zapier is great for simple automations, it does have limitations:

Final Tip

Zapier is best suited for basic workflows or smaller stores that only need to sync order data and customer info. For more advanced needs like inventory syncing or historical data import consider using a more robust tool like MyWorks Sync or Webgility.

Step-by-Step Guide to Connect WooCommerce to QuickBooks Online Using Webgility

Webgility is an advanced eCommerce automation platform that integrates WooCommerce with QuickBooks Online (and Desktop), helping you sync orders, inventory, accounting, and reporting in one centralized system. It’s especially useful for multi-channel sellers or higher-volume businesses.

What You’ll Need:

• A Webgility account (Sign up at Webgility.com)
• An active WooCommerce store
• A QuickBooks Online account
• Admin access to both WooCommerce and QuickBooks
• (Optional) FTP and hosting credentials for deeper automation

Step 1: Create Your Webgility Account

1. Go to https://www.webgility.com
2. Click on “Get Started” or “Start Free Trial”
3. Choose QuickBooks Online as your accounting platform
4. Enter your email and basic business information to create your account

Step 2: Connect Webgility to QuickBooks Online

1. After signing in to Webgility, go to Connections > Add Accounting Platform
2. Choose QuickBooks Online from the list
3. Sign in with your Intuit credentials
4. Authorize Webgility to access your QuickBooks data
5. Choose your company file and allow full access

Tip: Be sure to enable access to customers, invoices, products, and payments.

Step 3: Connect Webgility to Your WooCommerce Store

1. In Webgility, go to Connections > Add Sales Channel
2. Choose WooCommerce
3. Enter your WooCommerce store URL
4. Webgility will prompt you to install their connector plugin on your WooCommerce site:
   • Go to your WordPress dashboard
   • Install the Webgility WooCommerce Connector plugin
   • Generate an API key or follow the authentication instructions provided
5. Once connected, test the link to ensure data can be transferred between WooCommerce and Webgility

Step 4: Configure Your Sync Settings

1. In the Webgility dashboard, go to Settings > Automation Rules
2. Configure how you want Webgility to handle syncing:
   • Orders: Choose when to sync (real-time, hourly, or daily)
   • Products: Map SKUs, prices, and descriptions
   • Customers: Match existing or create new entries in QBO
   • Taxes & Shipping: Assign the correct chart of accounts
   • Payments: Map payment processors (Stripe, PayPal, etc.) to QBO bank accounts
3. Set whether to create:
   • Invoices
   • Sales receipts
   • Credit memos (for refunds)

Advanced Option: Webgility also supports syncing multi-channel orders (Amazon, eBay, Shopify, etc.) into the same QuickBooks instance.

Step 5: Map WooCommerce Data to QuickBooks Fields

1. Go to Product and Customer Mapping section
2. Use Webgility’s auto-mapping tool, or manually assign:
   • Product SKUs
   • Inventory locations
   • Customer groups
   • Tax classes
3. Ensure all your WooCommerce product SKUs match those in QuickBooks to avoid duplication

Step 6: Test the Integration

1. Create a test order in WooCommerce
2. Run a manual sync from Webgility
3. Verify that:
   • The order appears in QuickBooks Online
   • Customer details are correct
   • Products and taxes are mapped properly
   • The payment method is correctly linked

Check in QuickBooks > Sales > Invoices or Sales Receipts depending on your sync setting.

Step 7: Enable Automation

1. In the Webgility dashboard, go to Automation Settings
2. Enable:
   • Order download automation
   • Posting to QuickBooks
   • Inventory sync (optional)
   • Email notifications (optional)
3. Save changes

Once automation is enabled, Webgility will run in the background downloading new WooCommerce orders and syncing them to QuickBooks Online with no manual effort.

Bonus: Advanced Webgility Features

Things to Watch Out For

• Ensure SSL is enabled on your WooCommerce store for secure API connections
• Match SKUs exactly between platforms to avoid duplicate product creation
• Review QuickBooks tax settings to ensure compliance with local/state rules
• Clean up any duplicate customers/products before syncing in bulk

Final Tip

Webgility is a top-tier solution for businesses that need robust, scalable WooCommerce–QuickBooks Online integration. Whether you sell on one store or across multiple platforms, it centralizes your operations and accounting into a seamless workflow saving time, money, and headaches.

Conclusion: Streamline Your eCommerce Accounting with the Right Integration

Integrating WooCommerce with QuickBooks Online isn’t just a technical upgrade it’s a strategic move that can transform how you manage your finances, inventory, and operations. Whether you’re a small business seeking basic automation with Zapier or a scaling eCommerce brand needing full-featured syncing via Webgility, the right integration saves time, reduces errors, and improves your financial clarity.

By automating routine accounting tasks like order entry, customer creation, and tax tracking, you not only eliminate inefficiencies but also gain real-time visibility into your business’s financial health. The result? Smarter decisions, faster growth, and greater peace of mind.

No matter which tool you choose Zapier, Webgility, or another solution the key takeaway is this: integration bridges the gap between selling and accounting, so you can focus more on growing your business and less on reconciling your books.