Overview

Autofy seamlessly connects Shopify and QuickBooks Online or Desktop to create an integration for processing orders and keeping inventory in sync.

How does the integration between Shopify and QuickBooks work?

There are two parts of the integration, order processing and inventory updates

Order Processing - Whenever a new sale is made in your store, Autofy will pick up the order and process it into QuickBooks as a sales receipt. When creating the receipt, Autofy will properly add each line item, quantity, and rate of the products sold, as well as enter any shipping, handling, and discounts associated with the order. The dollar amount of the receipt created in QuickBooks will match exactly to what was created in Shopify.

There are several preferences for how to process Shopify orders:

  1. Individual records or Daily summary: you can choose to have Autofy create each sale made in your store as its own sales receipt, or have Autofy create one QuickBooks receipt each day that summarizes all the items sold during that day.

    A summary order contains all the details of each line item and the quantity sold of each item, but is nice for sellers who have many orders per day and do not want to bulk up their QuickBooks data with many individual orders and customers. A summary order will assign each daily receipt to a QuickBooks customer named 'Shopify'.
  2. Customer naming convention: When choosing to create each individual receipt in QuickBooks, you can choose how to name the customer in QuickBooks. Either the name of the customer will be 'Shopify' for all orders, or you can choose to use a customer naming scheme that looks like 'LastName, FirstName (Postal Code)'. This naming convention enables the best possible outcome for making sure each order is created against a unique customer and duplicate customer names are treated properly.
  3. Item naming convention: There are two options for naming your items when processing the receipts from Shopify. Either you can use a single QuickBooks item named 'Shopify', or the Shopify combination of Product Name and SKU is used to find the corresponding QuickBooks item when creating the receipt. For example, if you sell iPhones and your product name in Shopify is 'iPhone', with two variants that have a SKU of 'Bronze' and 'Gold', then these would show up in QuickBooks as items 'iPhone:Bronze' and 'iPhone:Gold' where the color is a sub-item in QuickBooks of the iPhone item.
  4. Sales tax handling: If Autofy is configured to handle sales tax, then it enters tax as a line item on the sales receipt. Or, Autofy can be configured not to track sales tax and mark all items as non-taxable.
  5. Item descriptions: There are several options for how item descriptions can be entered into QuickBooks. These options give you flexibility to ensure that any and all product info and Shopify variant details are presented in QuickBooks.
  6. Where to deposit funds: By default, Autofy creates the receipt and enters data into the 'Undeposited funds' account. This is to properly track the flow of the money before it actually enters your bank account. You can choose any QuickBooks Chart of Account where the money will be tracked.

Inventory Updates - New inventory is commonly brought in by updating the Quantity on Hand of a product in QuickBooks. When this happens, Autofy will look for a matching product in Shopify and, if it finds it, it will automatically update the quantity available in your store.

Item matching between Shopify and QuickBooks

Setting up your items to sync properly between Shopify and QuickBooks is important in order to ensure that Autofy can find the desired between the two systems. The way that Autofy matches products between the systems is to use the Shopify item name as the top level product in QuickBooks, then Autofy takes the specific Shopify variant that was sold and uses its SKU as a sub-item in QuickBooks. This sets up a hierarchy of items-SKUs for all products.

QuickBooks Online Inventory

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