How Syncing Works - QuickBooks Desktop

Our WooCommerce Sync for QuickBooks Desktop integration has been crafted by our team with an "it just works" goal at the center of our development. We've taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish a robust and automatic sync solution. 

So, how does it work? Our sync will be able to automatically sync new data (like customers, orders, and more) after our sync has been set up. Any past/historical data will not be automatically synced, but is very easy to "push" through our sync to QuickBooks Desktop.

After Activation

Once our helper plugin is activated and configured - no existing data will be automatically synced - only new data. Unlike other solutions, our sync doesn't automatically push past data into QuickBooks Desktop - creating a confusing mess of duplicate and inaccurate data.

Once our sync is configured - automatic syncing will be active. This means that any new data created from that point on will be automatically synced to QuickBooks Desktop as the web connector runs. It's as easy as that! :)

How Syncing Works

Syncing data is an easy process:

  1. Add data (customers, orders, etc) to our Queue (in MyWorks Sync > Queue in your WooCommerce admin). This can happen automatically for new data - like customers, orders, etc - and is controlled in MyWorks Sync > Settings > Automatic Sync.
  2. You can also manually add any data to the queue either via MyWorks Sync > Push, or next to an order in WooCommerce > Orders, by clicking "Add to Queue".
  3. In the QuickBooks Web Connector application on your QuickBooks computer, click Update Selected (or set it to automatically run). This is what actually processes/runs the sync to sync any data currently in the queue.

This means that when an order, customer or product is added in WooCommerce, a syncing activity is added to our plugin queue. Our queue can be viewed at any time in MyWorks Sync > Queue.

Once added to the queue, this activity will be synced into QuickBooks Desktop the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to "AutoRun" every X minutes. A recommended value for this is every 30-60 minutes.

Once the QuickBooks Web Connector runs, it will capture the queue activity and sync it into QuickBooks Desktop. The queue will then be emptied, and sync activity can be easily viewed by visiting MyWorks > Log.

Automatic Sync (new data)

You can control automatic sync in MyWorks Sync > Settings > Automatic Sync. Once automatic sync has been turned on here, our sync will automatically sync the below data types to QuickBooks Desktop as they occur - when the Web Connector next runs a sync:

Customers

When a customer is created in WooCommerce, it will be created in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur.

Orders

When an order is created in WooCommerce, it will be created in QuickBooks Desktop.

Payments

When an order payment is made in WooCommerce (typically occurs at time of checkout), it will be synced to QuickBooks Desktop.

Products

When a product is created in WooCommerce, it can be created in QuickBooks Desktop. The opposite direction is also supported - products added in QuickBooks Desktop can be automatically synced to WooCommerce.

Inventory

When an inventory level is updated in QuickBooks, its inventory will be updated in WooCommerce.

Price

When a product's price is updated in QuickBooks, its price will be updated in WooCommerce.

 

Manual Sync (past data)

Now that you have Automatic syncing setup, you're ready to rock and roll from here on out! Congrats! But...how about past customers, orders or even products that are in WooCommerce that haven't made it into QuickBooks Desktop?

That's where our Push & Pull pages come in. Using these pages (explained in detail in our documentation) - you can manually select and push any historical WooCommerce data into QuickBooks Desktop.

To access, simply visit MyWorks Sync > Push to sync data from WooCommerce to QuickBooks; or MyWorks Sync > Pull to pull products up from QuickBooks to WooCommerce!

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