How to update WooCommerce order statuses when a payment is received in QuickBooks Online

Learn how to automatically update order statuses in WooCommerce when a payment is received via QuickBooks Online.

Written by the MyWorks Team

Updated at March 7th, 2024

If your WooCommerce orders are being synced to QuickBooks as invoices using MyWorks Sync, and there's no payment being made in WooCommerce when the orders are placed (using gateways like wire transfer, bank transfer, cash on delivery, etc) - the order will be synced to QuickBooks as an open invoice.

In cases like this, it's very common to proceed in one of three ways:

  1. Proceed as normal. Have the open invoice synced to QuickBooks, and invoice the customer out of QuickBooks, then receive the payment as usual in QuickBooks.
  2. When the payment is received from the customer, change the order status in WooCommerce to a status like "Completed", and set MyWorks to sync a payment to QuickBooks when this occurs. You can read more about this here.
  3. When the payment is received from the customer, receive the payment in QuickBooks to close the invoice. This commonly occurs when matching an invoice to a payment in a bank feed in QuickBooks. 

It can be helpful to use MyWorks to further automate this process - as MyWorks is able to update the WooCommerce order to a specific status once the QuickBooks invoice is fully paid. This can be configured as follows:

  1. In MyWorks Sync > Settings > Automatic Sync, turn on Payment switch in the QuickBooks > WooCommerce direction.
  2. In MyWorks Sync > Settings > Pull, there are two settings that will now show:
    1. Order Status once payment is pulled: This setting controls what the WooCommerce order status will be changed to by MyWorks Sync, once a payment for that order is added in QuickBooks.
    2. Prevent Payment Pull for these order statuses: This setting controls which order status should not be changed by MyWorks Sync, if the order is set to this status when we pull a payment into QuickBooks. The common options to set here would be Completed (if you don't want completed orders to have their status changed), or Cancelled (if you don't want cancelled orders to have their status changed) - if a payment is applied to those orders in QuickBooks.

Once the above has been configured, when an invoice we've synced to QuickBooks has been fully paid in QuickBooks, we will automatically update the status for the related WooCommerce order, following the settings above.