Syncing inventory levels from QuickBooks Desktop to Shopify

Discover how to seamlessly update and manage your inventory in QuickBooks Desktop and Shopify by following simple syncing steps. Streamline your business operations and ensure accurate product availability across platforms with this informative guide.

Written by the MyWorks Team

Updated at March 22nd, 2024

MyWorks supports syncing inventory levels from QuickBooks Desktop to Shopify, any time inventory is changed in QuickBooks. And, when orders are placed on Shopify, those will correctly reduce inventory in QuickBooks as we sync the order into QuickBooks.

There's a few factors to keep in mind before enabling inventory sync - in MyWorks Sync > Settings > Automatic Sync. We'll sync inventory for any products that meet the below conditions:

  • The product needs to be an inventory product in both Shopify and QuickBooks Desktop.
  • The products must be mapped together in Map > Products/Variations in our sync.

Once the above conditions are met and inventory sync is enabled in MyWorks Sync > Settings > Automatic Sync, we'll start syncing inventory levels: from QuickBooks to update Shopify to match. If you're not managing inventory in a Shopify or QuickBooks product, we won't sync inventory for that product. 

Handling multiple Shopify Locations

When you have more than one location in Shopify, MyWorks has strong support to sync inventory levels from QuickBooks to Shopify.

If you don't have separate Inventory Sites in QuickBooks, MyWorks syncs inventory by changing inventory for one Shopify location to result in the total inventory in the Shopify product (across all warehouses) matching the QuickBooks inventory level. You can choose which Shopify Location we sync inventory changes to, by selecting this in MyWorks Sync > Settings > Product:

Once set, inventory would sync like the below example:

Starting: QuickBooks has 12 in stock, and the Shopify product also has 12 total:
Location 1 - 3 in stock
Location 2 - 4 in stock
Location 3 - 5 in stock

Then: QuickBooks changes to 14. We'd update the Shopify location set in our settings above - which for example, is Location 2. This would result in this Shopify product having:
Location 1 - 3 in stock
Location 2 - 6 in stock
Location 3 - 5 in stock