QuickBooks Online

ShipStation Content Team

Updated 06 September 2024 03:11

ShipStation's direct integration with QuickBooks Online simplifies sending your shipped order data over to your QuickBooks account!

ShipStation sends your Shipped Orders to QuickBooks Online with a single click, so they will show as either Sales Receipts or Invoices in your QuickBooks Online account.

If you don't yet use QuickBooks Online but would like to learn more about it to see if it's the right solution for you, check out the QuickBooks Accounting information page. This page provides a great overview as well as pricing details and a link to give it a trial run.

Available for U.S. Accounts Only

The QuickBooks integration with ShipStation is currently only available for U.S.-based QuickBooks Online accounts.

Quickbooks Online Canada is not supported in ShipStation.

This integration does not support the transmission of GST/HST information at this time.

To use ShipStation with other versions of QuickBooks, try Connex by JMA Web Technologies.

Quickbooks for ShipStation Integration Features

Feature	Details
Send shipped orders from ShipStation to QuickBooks Online as either Sales Receipts or Invoices.	You’ll have the ability to choose the Asset Account to which Sales Receipts will be recorded. Invoices will automatically be recorded to your Accounts Receivable Account. The Order Number from ShipStation will be stored in the Memo Field on the Sales Receipt or Invoice. Sales Receipts and Invoices from ShipStation will be identified with an SS- prefix followed by a Unique OrderID. You can set up QuickBook Online to sync Partially Packed Orders.
Select which stores in ShipStation will transmit information to QuickBooks Online.	ShipStation will send orders from all connected stores by default. However, you can select which stores transmit information. You must submit orders from ShipStation through the Process Orders page in `Settings > Integration > Integration Partners> QuickBooks Online`. By submitting orders this way, you can avoid duplicates should you have selling channels connected to QuickBooks Online directly.
Send products from orders to either map to or create new non-inventory product records within QuickBooks.	Searches QuickBooks Online by SKU for an existing record. If a matching SKU is found, it is mapped to the QuickBooks Online product record. If the SKU does exist/match, the product name in QuickBooks Online matches product record. If the Name exists and the SKU is empty, update the QuickBooks Online product with its SKU. If the Name exists and SKU is not empty, QuickBooks Online creates a new product record with an SS- prefix to Name and populate the SKU. If the product in ShipStation contains no Name, populate the Name and SKU field in QuickBooks Online with the SKU.
Send Recipient Information and create New Customers in QuickBooks Online if they don't already exist.	ShipStation will identify customers using the Email on the associated order. If the customer cannot be found in your QuickBooks Online account, ShipStation will automatically create a new customer record. If the customer record exists in QuickBooks Online, ShipStation will update the customer record with information sent on the latest upload to QuickBooks Online.
Send Sales Tax information from your Shipped orders.	ShipStation will use the recipient address to match the Sales Tax to one or more Tax Agencies of your choosing. Please note you must have already configured a Tax Agency before it can be selected.
Populate shipment information into QuickBooks Online.	The shipment information added to your Sales Receipts or Invoices in QuickBooks Online includes: Ship Date Tracking Number Carrier Shipping charged at checkout

Connect QuickBooks Online to ShipStation

To connect your QuickBooks Online account to ShipStation:

Go to Account Settings.
Select Integration Partners from the sidebar navigation.
Select the Connect button for QuickBooks Online.
Click Connect to QuickBooks.

You will then be redirected to QuickBooks Online to authenticate your account.
Enter your QuickBooks Online Email or User ID and Password, then click Sign In. Then, click Authorize to allow ShipStation access to your QuickBooks Online account.

Once Authenticated, you will be redirected back to ShipStation. You can now begin configuring your connecting by clicking the Manage Settings link.

Configure Quickbooks Settings

Select your transaction type.
- Assets and Income accounts need to be mapped if you’ve selected to send Sales Receipts.
- Invoices will need to be mapped to the appropriate Income Account.
Choose to allow ShipStation to create records for shipped orders from either All Stores or select the Specific Stores for which shipped orders will submit to Quickbooks Online.
Choose whether or not you would like to export your customer information to QuickBooks Online.
Choose whether or not you would like to record sales tax with your shipment records.

You must have already created the tax agency within QuickBooks Online for this drop-down to populate.

You can also use the +Add State Tax Agency Mapping action to add additional rules so ShipStation can submit the correct Tax Agency based on recipient state.

Now that you've configured your settings, going forward you simply need to select the date range of shipped orders and process the transactions.

Send Orders to Quickbooks

You can either manually send information to Quickbooks or enable an Automatic option from the Process Orders tab of your QuickBooks Online settings.

Important

ShipStation will create a record in QuickBooks for orders that are in the Shipped status. Each order will be processed once and only once.

How to Manually Send Order Information to Quickbooks

Go to Settings > Integrations > Integration Partners and click the option to Manage Settings for Quickbooks Online.
Select how you would like to determine which records to sync, by Order Date or by Shipped Date.
Select the Date Range for the shipped orders you want to send to your QuickBooks Online account, and click Process Transactions.

You will see a progress bar as your shipped orders are synced with QuickBooks Online. You can leave this page as the transactions are processing.

How to Automate Sending Orders to Quickbooks

Go to Settings > Integrations > Integration Partners and click on the option to Manage Settings for Quickbooks Online.
Click Enable Automatic Synchronization.
Choose your sync Frequency settings.

How to Review Sync History

Go to Settings > Integrations > Integration Partners and click the option to Manage Settings for Quickbooks Online.
Select the History tab.
Select Show Details link to review which orders were successfully synced to QuickBooks. This will open a pop-up window that states which order numbers were Created, Skipped, or Failed.

If a record fails to sync there will be information on why this occurred in the Failed tab view.

Quickbooks Mapping

The table below outlines where ShipStation order data that is sent to Quickbooks can be found.

ShipStation Order Field	QuickBooks Invoices	Quickbooks Sales Receipts
Order #	Memo on Statement	Message on Statement
Order Total	Total AMT (Invoice Total)	Total AMT (Total)
Tax	Sales Tax	Sales Tax Amount
Shipping Paid	Amount Column in the last Product line	Amount Column In the last Product line
Shipping Service	Ship via	Ship via
Buyer Full Name	Bill To	Customer and Billing Address
Buyer Email	n/a	Email
Address Line 1	Ship To	Shipping To
City	Ship To	Shipping To
State	Ship To	Shipping To
Postal Code	Ship To	Shipping To
Item SKU	SKU	SKU
Item Name	Description	Description
Item Quantity	QTY	QTY
Item Unit Price	Rate	Rate
"SS"+ orderid	Invoice No.	Sales Receipt No.
"SS" + Item SKU	Product/Service	Product/Service
Ship Date	Shipping Date	Shipping Date
Tracking #	Tracking No.	Tracking No.