Summary sync setup process for QuickBooks Desktop

  • Shashank Pandey

Please follow the below URL to install our app in Shopify for QuickBooks Desktop integration.

After installing our app, and approving the subscription charges you will get the option to select “Summary Entry to QuickBooks”. Please check the below screenshot.

Once you select the summary option the below instructions page will appear. You need to follow the instructions to set up the connection between Shopify and QuickBooks through our app.

Once the connection is successfully set up, you can proceed further with the settings on our app. The settings button will appear above the instructions page. Please check the below image.


Below is the first tab of our app settings page.

Tab 1 – Basic Settings

1. QuickBooks Prefix - This is a prefix that will be put before the Summary invoice reference number. For example, if you select the ‘SPY’ prefix then our app will sync the summary with the reference number as SPY_1, SPY_2, SPY_3, and so on.

2. Date of Sync start - This is the date from when you want summary information to sync to QuickBooks. Most often, it is either today, the beginning of the current month, or the beginning of the current financial year.

By default our app allows you to select the auto-sync start date back to the past 2 months. If you want to sync summaries beyond the allowed date then you will need to contact our team specifying the date range for the backdated orders that you would like to sync. There would be a nominal charge for the backdated order sync depending on the volume of orders.

3. Select Bank Account – In this option, you will need to map a QuickBooks bank account in which you receive the payments for the orders processed on Shopify.

4. Select Customer - By default, all summaries will be created with the customer name "Shopify Customer" as this is the default customer selected in this field. If there is a need to sync the summaries with any other customer then you can select that customer name from the drop-down list. All summaries will be synced with the name of the customer selected here.

Tab 2 – Accounts Settings

On this tab, you will see the transaction types and default accounts selected by our app. The default accounts will be created in QuickBooks when you save the settings. When you save the settings then you will need to run the web connector so that these default accounts get created in QuickBooks. If you do not want to use the default accounts appearing on our app settings page, you can use your QuickBooks existing account for mapping on our app settings page.

Below is a brief description of each of the Transaction types mentioned on 2nd tab.

1. Shopify Sales: All Shopify product sales will be recorded under the account selected here.

2. Shopify Refunds: The refunds created in Shopify will be recorded under the account selected here.

3. Shopify Shipping Revenue: The Shipping revenues will be synced to the account selected here.

4. Shopify Fees: Our app only receives the fee data for Shopify and PayPal payment methods. The fees will be synced to this account.

5. Shopify Sales Tax Collected: If you collect any Sales Tax or other similar tax from your customers, the tax will be synced to this account.

6. Shopify Tips: The tips received from the customers will be synced to the account selected here.

7. Shopify Gift Card Liabilities: In case you offer Gift cards to your customers, the liabilities for the gift cards or use of gift cards are accounted for in this account.

8. Shopify Dispute: Any charge dispute raised by customers and stopped by Shopify or released on winning the dispute will be synced to this account.

9. Shopify Pending Payments: Sometimes the payouts from Shopify might fail due to some banking or other error. The payment is retried in the next cycle until successful. The Pending payments will be synced to this account.

10. Shopify Carried Balances: If a particular payout is spread over multiple months, our app will split the sales/expenses into different months. Any amount that has to be carried forward to the other month will be accounted for in this account. This amount will usually nullify immediately. If at all this is required, it will happen only for payouts using the Shopify Payments method.

11. Shopify Adjustments: If there are any mismatches or any other amounts missing in the information and there is a need to make an adjustment to match the invoice with the payout amount, the adjustment will be done in this account so that it can alert you. If at all this is required, it will happen only for payouts using the Shopify Payments method.

Once you are satisfied with the accounts, please click on the Next button located at the bottom right corner on the 2nd tab.

Once the settings are completed, click on the "Fetch Data from Shopify" button to initiate the data fetch process. Please note that it might take several minutes to finish this process for the first time. Once this process is completed, you will see a list of Invoices ready to be synced in the space under the red text in the below screenshot. 

If you have any questions related to the settings on our app then please contact our support team via email by elaborating on the query related to our app setup and our team will assist you accordingly.

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