How does Ordoro connect with QuickBooks?

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Ordoro can connect to QuickBooks Online and passes basic order, inventory, and purchase order data. A Sales Receipt or Invoice will be created in QuickBooks for your order.

See below for how to link your accounts and manually sync data. Autosync is not available at this time.

Note: The QuickBooks integration is only available for Premium plans. See our pricing page here.

Topics

  1. What can I sync to QuickBooks, and what are the settings?
  2. Connecting QuickBooks Online to Ordoro
  3. How to export orders to QuickBooks
  4. What order data is sent to QuickBooks
  5. How to export inventory to QuickBooks
  6. What inventory data is sent to QuickBooks
  7. How to export purchase orders to QuickBooks
  8. What purchase order data is sent to QuickBooks
  9. Potential errors
  10. FAQs

What can I sync to QuickBooks, and what are the settings?

Export Orders

Only shipped orders will sync to QuickBooks. They can be sent as Sales Receipts by default or Invoices if the order is tagged as “Invoice.”

  • The “Invoice” tag is not case-sensitive, so can be entered as “Invoice” or “invoice”.

There are three settings available.

  1. Export Order Data per sales channel
  2. Export Tax as a Line Item
  3. Create missing products in Quickbooks

For Export Order Data to QuickBooks, you can choose which sales channels’ orders sync to QuickBooks.

  • This is helpful if you have your sales channel directly syncing with QuickBooks. For this, you would deselect that cart setting in Ordoro so we don’t duplicate entries.

For Export Tax as a Line Item, Ordoro will send the tax on the order to QuickBooks.

  • You may want to disable sales tax for channels like eBay since they automatically collect and pay state sales tax for sellers. eBay support article explaining this.
  • Note: You want to disable this if you have special tax rules set up in QuickBooks directly.

For Create missing products in QuickBooks, Ordoro will create products in QuickBooks if they’re on an order and not already in QuickBooks.

  • Note: This is only available on select QuickBooks plans.
  • For example, this feature may not work for the Simple Start and Essentials plans.

Export Inventory

The only setting is Create missing products in QuickBooks. This is required to use the inventory export feature.

When enabled, Ordoro will create products in QuickBooks if they’re on an order and not already in QuickBooks.

  • Note: This may only be available on select QuickBooks plans.

If you have kits, only the kit components (that are not also kits) will be synced to QuickBooks. Since QuickBooks is accounting software, we don’t want to artificially increase costs by sending the value of kits when the components are also sent.

Export Purchase Orders

Purchase orders in the following statuses will be synced to QuickBooks.

  1. Sent
  2. Partial
  3. Received

There are not any additional settings required/needed for syncing purchase orders.

Connecting QuickBooks Online to Ordoro

1. Click on your Company Name -> Account Settings.

2. Go to Accounting -> Add an Integration -> QuickBooks -> Authorize.

  • This will redirect you to your QuickBooks account to approve the connection.

3. Select Connect when asked to connect QuickBooks to Ordoro. You will be routed back to your Ordoro account once complete.

4. Your QuickBooks Online account is listed in the Accounting Settings once connected. From here, when you are ready to sync, you can select the applicable sync button(s).

How to export orders to QuickBooks

Go to Account Settings -> Accounting. You’ll select options and then send the data to QuickBooks.

To learn about the data that is synced, see What order information is sent to QuickBooks.

  1. If this is your first sync to QuickBooks, all shipped orders will be sent.
    • The Export Start Date can be used to export orders shipped after a certain date.
      • Note: Be sure to set this before taking the next step.
    • For Create missing products in QuickBooks, Ordoro will create products in QuickBooks if they’re on an order and not already in QuickBooks.
      • Note: This may only be available on select QuickBooks plans.
    • For Export Tax as a Line Item, Ordoro will send the tax on the order to QuickBooks.
      • Note: You want to disable this if you have special tax rules set up in QuickBooks directly.
  2. Click Export Latest Order Data to send orders to QuickBooks. A pop-up will appear to confirm the export is happening.

3. Once the export is complete, the Activity tray will show how many orders were synced to QuickBooks.

4. After the initial sync, all subsequent ones will send orders shipped since the last export.

What order data is sent to QuickBooks

Only shipped orders will sync to QuickBooks. They can be sent as Sales Receipts by default or Invoices if the order is tagged as “Invoice.”

  • The “Invoice” tag is not case-sensitive, so can be entered as “Invoice” or “invoice”.

The examples below show orders sent as Sales Receipts, but Invoices are also an option.

1. Customer information:

  1. Name
  2. Phone number
  3. Email
  4. Address

2. Ordoro Order Number -> QuickBooks Sales Receipt / Invoice Number.

3. Ordoro Order Date -> QuickBooks Sales Receipt / Invoice Date.

4. Ordoro Shipped Date -> QuickBooks Shipping Date.

5. Financials

  1. Ordoro Line Description -> QuickBooks Line Description and Product/Service
  2. Ordoro Line Quantity -> QuickBooks Line Quantity
  3. Ordoro Line Item Price -> QuickBooks Line Rate
  4. Ordoro Order Discount -> QuickBooks Discount Value
  5. Ordoro calculated value -> QuickBooks Line titled “Shipping (Billed – Cost)”
    • Ordoro will look at the amount charged to the customer for Shipping and Handling (S&H).
    • Then we subtract the actual cost of the shipping label.
    • In the example screenshot below, S&H was $20, and the shipping label cost $15.78.
    • Therefore, in QuickBooks, the Shipping Line is $4.22 ($20 – $15.78).
  6. Ordoro Order Tax -> QuickBooks Line titled “Taxes”

How to export inventory to QuickBooks

1. Go to Account Settings -> Accounting. Click the button Export Latest Inventory Data.

  • For Create missing products in QuickBooks, Ordoro will create products in QuickBooks if they’re on an order and not already in QuickBooks.
  • This may only be available on select QuickBooks plans.
  • For example, this feature may not work for the Simple Start and Essentials plans.

2. A pop-up will appear to confirm the export is happening.

What inventory data is sent to QuickBooks

The products will be saved in QuickBooks under Sales -> Products and Services.

If you have kits, only the kit components (that are not also kits) will be synced to QuickBooks. Since QuickBooks is accounting software, we don’t want to artificially increase costs by sending the value of kits when the components are also sent.

See the screenshots below that display how this information appears in Ordoro and QuickBooks. Click the images to expand and see them in detail.

  1. Ordoro Product Name + SKU -> QuickBooks Name + SKU
  2. Ordoro Total Physical On Hand Quantity -> QuickBooks Quantity On Hand
    • If you have multiple warehouses, Ordoro will send the sum total from all warehouses.
  3. Ordoro Weighted Average Unit Cost -> QuickBooks Cost
  4. Ordoro Manual Order Price -> QuickBooks Sales Price/Rate

How a Product appears in Ordoro:

How a Product appears in QuickBooks:

How to export purchase orders to QuickBooks

Purchase orders in the following statuses will be synced to QuickBooks.

  1. Sent
  2. Partial
  3. Received

To learn about the data that is synced, see What PO information is sent to QuickBooks.

1. Go to Account Settings -> Accounting. Click the button Export Latest PO Data.

2. A pop-up will appear to confirm the export is happening.

3. Once the export is complete, the Activity tray will show how many purchase orders were synced to QuickBooks.

What purchase order data is sent to QuickBooks

Notes:

  • Only Sent, Partial, or Received purchase orders are sent to QuickBooks as Expense transactions -> Purchase Orders.
  • Any received quantities in Ordoro are not passed to QuickBooks.
  • Once a purchase order is synced, any updates made in Ordoro are not resent to QuickBooks. For example, adding a new line item.

How POs transfer from Ordoro to QuickBooks:

See the screenshots below that display how this information appears in Ordoro and QuickBooks. Click the images to expand and see them in detail.

  1. Ordoro Purchase Order (PO) ID -> QuickBooks Purchase Order (PO) Number
  2. Ordoro PO Created Date -> QuickBooks PO Date
  3. Ordoro Supplier Information -> QuickBooks Vendor, Email, and Mailing Address
  4. Ordoro Receiving Warehouse -> QuickBooks Shipping Address
  5. Ordoro PO Line -> QuickBooks PO Item Details
    • If a line discount is applied in Ordoro, it is reflected in QuickBooks
  6. Ordoro Product Total -> QuickBooks Total

How a Purchase Order appears in Ordoro:

How a Purchase Order appears in QuickBooks:

Potential errors

  1. If a product already exists in QuickBooks but was created in QuickBooks after it was created in Ordoro and/or included on an order.
    • This can affect both Order and Inventory sync.
    • To fix the issue, either adjust the Export Start Date to a date earlier than when the product was created in QuickBooks (see screenshot below) or manually enter the information in QuickBooks.

FAQs

  1. How can I remove QuickBooks from my Ordoro account?
  2. Can I connect my QuickBooks Desktop account to Ordoro?
    • Ordoro does not currently integrate with QuickBooks Desktop.
    • Please contact our Support Team at support@ordoro.com so we can alert you once this integration is available.