Setting up MyWorks once connected to QuickBooks Desktop

Now that you're connected to QuickBooks Desktop - Complete setting up MyWorks and begin syncing!

Written by the MyWorks Team

Updated at June 27th, 2023

Congratulations - now that you've installed WooCommerce Sync for QuickBooks Desktop, you can begin with the initial setup / configuration of your settings and mappings!

Check out our Setup Video that walks you through each of these steps as well!

1. Refresh Background Data

Once you're first connected to QuickBooks Desktop, the first step is to pre-load MyWorks Sync with some current QuickBooks data, like the latest lists of customers, products, etc.

This data is used in your settings / mappings, and when we sync new data to QuickBooks. Don't worry, refreshing data doesn't sync anything, we're just preloading our integration with this background data.

  1. Go to MyWorks Sync > Refresh Data.
  2. Turn on the switches for the data you wish to refresh, then save. If this is your first time connecting to QuickBooks, all the switches should be turned on.
  3. Visit the QuickBooks Web Connector on your computer, and click Update Selected to run a sync. You'll see a log of activity in MyWorks Sync > Log, while you wait for the progress bars to complete.
  4. Once the progress bars in the Web Connector show 100%, the refresh data is complete. Visit MyWorks Sync > Refresh Data and turn all the switches off before running the Web Connector again.

NOTE: The AutoRun checkbox in the Web Connector should NOT be enabled while refreshing data. This is to ensure that the Refresh Data request fully completes instead of being automatically looped to start over again.

For more information on how the Refresh Data works, and when you need to refresh data, see our article here.

2. Configure Default Settings

Now that all QuickBooks data is loaded in our integration, it's time to review your settings!

  1. Visit MyWorks Sync > Settings to view your settings panel.
  2. Set and save the Dropdowns in the first Default tab. All of these must be filled out.
  3. Check the Order tab and set the first option to choose syncing orders as an Invoice, Sales Receipt, or Sales Order.
  4. Check the Tax tab to assign default tax codes. All of these must be filled out.
  5. Check the Automatic Sync tab to choose the data you would like to be automatically added to the Queue to sync into QuickBooks when the Web Connector runs.

All other settings are optional and can be left as is, unless specific extra functionality is required, and you understand the functionality of a setting you're enabling.

Want a complete summary of our settings panel? Check our documentation about configuring your default settings here.

3. Map Existing Data

Now that your settings are confirmed, the last step is to map your existing products, payment gateways and tax rules, then you'll be all set to go!

It's only necessary to map data that already exists in both WooCommerce and QuickBooks. If a customer or product only exists in WooCommerce, there's no need to map them.

  1. Optional: Visit MyWorks Sync > Map > Customers. It's not a requirement to map your existing customers! Since MyWorks always checks QuickBooks before syncing each order to see if a customer exists already in QuickBooks, it's only necessary to map customers if they are in both WooCommerce and QuickBooks, AND do not have a matching email address or name between them. If a customer is already in WooCommerce and QuickBooks and has a matching email or name, they can be left unmapped, as we'd automatically find that existing customer in QuickBooks as we sync their next order.
  2. Visit MyWorks Sync > Map > Products. Only products/variations that exist in both systems need to be mapped, as we will automatically sync over future products/variations when they're added/edited. You can use the AutoMap by Name/SKU buttons to automatically map all products/variations that have a matching name or SKU in both systems.
  3. Visit MyWorks Sync > Map > Payment Methods. For each active gateway in WooCommerce, there will be shown a section to enable payment sync. You only need to enable payment syncing for gateways you'd like to sync payments to QuickBooks for. Be sure to choose a valid Bank Account in QuickBooks to deposit the payment into.
  4. Visit MyWorks Sync > Map > Taxes, if you charge taxes in WooCommerce. Each tax rate simply needs to be mapped to a QuickBooks Sales Tax Item with the same rate.

For more information on mapping data, read our Mapping Documentation Page.

Congratulations! Setup is now complete. New orders will automatically sync to QuickBooks, and you can push over old orders in MyWorks Sync > Push.

Check Your Logs

Now that you're ready to sync, on't forget to keep an eye on your logs in MyWorks Sync > Logs to see the syncing activity that takes place. For more information about the Logs, go to our logging documentation.

Review how syncing works

We also recommend you take a moment to familiarize yourself with how MyWorks Sync syncs data to and from QuickBooks! To learn more about how syncing works with the WooCommerce Sync for QuickBooks, check out our 'How does syncing work with our sync?' documentation page.

Pushing existing data to QuickBooks

Need to push existing products, orders, customers, or inventory levels from WooCommerce to QuickBooks? Check out our pushing documentation page.