Preventing certain orders from syncing into QuickBooks Online

Learn how to stop specific orders from syncing with QuickBooks Online.

Written by the MyWorks Team

Updated at December 11th, 2023

While MyWorks will normally automatically sync each new order into QuickBooks as it reaches an order status that's enabled in our sync, it's possible to use a few different approaches to prevent some orders from syncing to QuickBooks - including using order statuses and product mappings to your benefit.

Using Order Statuses

In MyWorks Sync > Settings > Order, you can control which order statuses our sync uses as a trigger to sync an order. This also supports custom order statuses you use on your site.

By using the above setting, you can customize how your orders flow through order statuses to control what orders are synced + when an order is synced. This can be done by the following example:

  • Ensuring that an order you don't want to be synced does not reach any of the statuses selected in the above setting.
  • Setting orders to a status selected in the above setting when you do want them to be synced.

To accomplish a scenario like the above, our users would normally share the above information around leveraging WooCommerce order statuses with their WooCommerce developer and ask them to customize their WooCommerce store to ensure that orders that meet your custom criteria to not sync are automatically set to a different/custom order status of your choice, to ensure they're then not synced to QuickBooks.

Or, taking an opposite approach, orders that do meet your criteria to sync could be automatically set to a different/custom order status that is set in our sync to be synced to QuickBooks.

For example, if you'd like orders from specific users, or containing a certain field, to not be synced; you can share this logic with your developer, and when an order is placed that meets this criteria, they'd be able to customize WooCommerce to ensure it's set to an order status that is not selected in the above settings, to ensure the order is not automatically synced. 

Using Product Mappings

If you have a criteria for the orders you would like not synced that includes a specific product - for example "I would not like orders containing Product X to be synced to QuickBooks" - then a different approach using product mapping may be helpful.

  1. In QuickBooks, create a "dummy" product. The type can be “Service”, and you'll want to keep the checkbox unchecked that says “I sell this product”. By doing so, this product can not be used in an order in QuickBooks, and orders containing this product will fail to sync.
  2. Then, in the MyWorks Sync > Map > Products page in our sync, map your desired products to this dummy product.

Any WooCommerce product you have mapped to the above dummy product would prevent a WooCommerce order containing this product to be synced to QuickBooks.