Automate Amazon Seller Central Orders to QuickBooks Online (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'Amazon Order to QBO Sales Receipt'. 2. **Set the Trigger**: Choose 'Amazon Seller Central' as the trigger app. Select 'New Order' as the event. Connect your Seller Central account via the Amazon Professional Seller credentials. 3. **Test the Trigger**: Fetch a recent order to use as sample data. Ensure the order status is 'Shipped' to avoid syncing cancelled orders. 4. **Apply Filter by Zapier**: Add a 'Filter' step. Set it to only continue if the 'Status' exactly matches 'Shipped'. 5. **Format Data (Optional but Recommended)**: Use 'Formatter by Zapier' (Utilities) to create a 'Lookup Table' if your Amazon SKUs differ from your QuickBooks Product/Service names. This ensures line items map correctly. 6. **Find or Create Customer**: Add a QuickBooks Online step 'Find Customer'. Search by 'Buyer Email'. Toggle the 'Create QuickBooks Online Customer if it doesn't exist yet?' checkbox to automate buyer creation. 7. **Map the Sales Receipt**: Add the 'Create Sales Receipt' action for QuickBooks Online. Map the Amazon Order ID to the 'Doc Number' field. 8. **Configure Line Items**: Map the Amazon Item Price to the QuickBooks Amount field. Use the SKU from your Formatter step (Step 5) to select the Product/Service. 9. **Handle Sales Tax**: Map the 'Tax Amount' from Amazon to the 'Shipping Tax' or a specific Tax Line Item in QuickBooks, ensuring your 'Tax Code' matches your QBO setup. 10. **Enable Error Handling**: Use 'Zapier Paths' or a 'Step Error Product' (if on Pro/Team) to catch failures (e.g., a missing SKU) and notify your team via Slack or Email.

| Amazon Field | QuickBooks Field | Transformation/Logic | | :--- | :--- | :--- | | `Amazon Order ID` | Doc Number | Required; unique identifier for reconciliation | | `Buyer Email` | Customer: Email | Required; used in 'Find or Create' step | | `Buyer Name` | Customer: Display Name | Fallback to 'Amazon Customer' if null | | `Purchase Date` | Transaction Date | Use Zapier Formatter if timezone conversion is needed | | `Order Item SKU` | Product/Service | Use Lookup Table to match QBO Item Names | | `Item Price` | Line Item Amount | Multiply by `Quantity` if Amazon returns unit price | | `Shipping Tax` | Tax Amount | Map to `TaxCodeRef` or specific Tax Line Item |

### Zapier-Specific Pitfalls - **Inventory Sync Lag**: Zapier triggers on 'New Order.' If you have high volume, ensure you use the 'Find Product' step first to retrieve the `SyncToken`, as QuickBooks requires the latest token to update inventory levels without errors. - **Tax Mapping**: QuickBooks Online handles tax differently based on the 'Tax Agency' settings. If your Zap fails with a 'Validation Exception', check if your Tax Code mapping is an ID or a Name; QuickBooks usually requires the Internal ID. - **Rate Limiting**: Amazon Seller Central API can throttle Zapier if you have hundreds of orders hitting at once. If this happens, Zapier will auto-replay the tasks, but ensure you are on a Professional plan for 'Autoreplay' functionality. - **Bundled Orders**: Each order line item from Amazon is sent as a separate object in an array. Use Zapier's 'Line Itemizer' if your Sales Receipt needs to combine multiple different SKUs from one Order ID.

- [ ] Run a 'Test Trigger' in Zapier and verify it pulls a real Amazon order with a 'Shipped' status. - [ ] Check the 'Find Customer' step to ensure it doesn't create a duplicate if the customer already exists. - [ ] Verify in the QuickBooks Sandbox or Live account that the 'Sales Receipt' total matches the Amazon Total exactly (Price + Tax). - [ ] Confirm the 'Doc Number' in QuickBooks shows the Amazon Order ID for easy searching. - [ ] Check Zapier History after the first live order to ensure no 'Validation Errors' occurred during the SKU mapping.