If your Shopify orders are not paid in Shopify as they're being placed, but instead being paid at a later point; MyWorks can be helpful in automating this process in several different ways, as we share in this helpful article on unpaid order handling.
This article will focus on one of these approaches: Automatically updating a Shopify order's payment status once its invoice in QuickBooks Desktop is paid.
Setting up
In MyWorks Sync > Settings > Automatic Sync, enable the “Payment” setting in the lower QuickBooks Desktop > Shopify area.
MyWorks must be set to sync orders to QuickBooks as Invoices (not Sales Receipts) in MyWorks Sync > Settings > Order. The Sales Order + Invoice option is also supported, since payments in QuickBooks are recorded against the invoice.
Once enabled
Each time the QuickBooks Web Connector runs, MyWorks will check for payments recorded in QuickBooks against invoices that MyWorks has synced. When a payment is found, MyWorks will add a matching payment transaction to the corresponding Shopify order: either multiple partial payments - or a single full payment.
Shopify then updates the order's payment status automatically - to Partially paid while a balance remains, and Paid once the recorded payments cover the order total.
Helpful Information
Since QuickBooks Desktop syncs through the QuickBooks Web Connector, payments will sync up to Shopify the next time the Web Connector runs after the payment is recorded in QuickBooks.
This feature will only apply to new payments recorded in QuickBooks after this setting has been enabled. Payments recorded before this setting was enabled will not sync into Shopify.
The invoice must have been synced to QuickBooks by MyWorks, not manually created.
Payments that MyWorks has already synced from Shopify into QuickBooks will not sync back to Shopify - so payments are never duplicated in either direction.
MyWorks will never record more than the Shopify order total: payment amounts are capped at the order's remaining balance in Shopify.
Credit memos or discounts applied to the invoice in QuickBooks are not treated as payments - only received payments will sync.
This feature is included in our Grow, Scale and Soar plans.