When considering using an integration like ours to sync your orders from WooCommerce to QuickBooks Online - one of the items to consider is the current state of your WooCommerce Order numbers, and how they relate to the data currently in your QuickBooks Online company.
If your QuickBooks Online company is brand new, typically you won't have an issue with invoice number conflicts. However, if you've been using QuickBooks Online for a while - and you're either syncing a brand new WooCommerce store in to it; or you're syncing an existing WooCommerce store into an existing QuickBooks Online company - you will want to review the numbering of your WooCommerce orders to see if it conflicts with the current numbering of your QuickBooks Online invoices or sales receipts.
How are numbering conflicts caused? While it's not very common, numbering conflicts can be set up for failure if you've been manually entering WooCommerce orders into your QuickBooks Online company - but haven't been matching the QuickBooks Online invoice/sales receipt number to the WooCommerce order. Another common scenario is if you're also entering one-off or non-WooCommerce related invoices/sales receipts in QuickBooks Online.
If your WooCommerce orders are conflicting with existing QuickBooks invoices/ sales receipts or sales orders when you're syncing with our WooCommerce Sync plugin, there are three possible alternatives we can recommend.
A. Sync WooCommerce Orders as the opposite data record (invoice vs sales receipt).
This solution is usually the most efficient/easiest to implement, and would allow you to push over old/existing WooCommerce orders that may have previously conflicted.
If Order #1000 is placed in WooCommerce, we'll try syncing that over to QuickBooks as Invoice #1000. If Invoice #1000 already exists in QuickBooks, however, it's going to error out. This is where this solution comes in. By going to MyWorks Sync > Settings > Order, and turning on (or off) the switch to Sync Orders as Sales Receipts, our plugin will then sync the order over as a Sales Receipt - which would then not conflict with Invoice #1000 in this example.
Of course, the opposite applies as well. If Sales Receipt #1000 already exists in QuickBooks, then by turning the switch referenced above OFF, we would sync orders over as Invoices - thereby bypassing the conflict with Sales Receipt #1000.
B. Prefix/Renumber your WooCommerce Orders to be non-conflicting with QuickBooks
This solution is the most long-term/effective solution, but will only resolve any orders placed from this point forward, not existing orders. By renumbering or adding a prefix to your WooCommerce Order Numbers, you'll ensure new orders never conflict with QuickBooks.
Firstly, you'll need to install the WooCommerce Sequential Order Numbers Pro plugin from WooCommerce.com. This will allow you to either set a new (higher) starting number for your WooCommerce orders, or add a prefix (like WC- ) to your WooCommerce Orders. We recommend adding a prefix. Read on for setup instructions.
Since we have built-in compatibility with this WooCommerce extension, there's nothing else you'll need from us.
Once you've configured the Sequential Order Numbers Pro plugin in your WooCommerce admin - you simply need to visit MyWorks Sync > Compatibility, and ensure that the switch for Sequential Order Numbers Pro is enabled. Then, we will be able to correctly sync orders over to QuickBooks Online without conflicts.
Need configuration help? Read our getting started guide for this Compatibility Add-on here!
C. Use the "Next QuickBooks #" when syncing orders to QuickBooks
By default, we’ll sync orders from WooCommerce into QuickBooks using the WooCommerce order ID as the Invoice/Sales Receipt number in QuickBooks. In Option B above, you can instead use a custom order number in WooCommerce.
However, if it’s necessary to sync orders into QuickBooks without relying on any number from WooCommerce, we have an advanced setting that supports syncing orders into QuickBooks using the next QuickBooks invoice / sales receipt number - not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your QuickBooks order number, this will ensure there's no order number conflicts going forward.