Sync Multi-Channel Ecommerce Orders to QuickBooks Online (Make.com)

1. **Establish the Webhook**: Create a new scenario and add the **Multi-Channel (Tool A)** module with a 'Watch Orders' trigger. If Tool A is not native, use the **Webhooks > Custom Webhook** module and copy the URL into Tool A's developer settings. 2. **Initialize Connection**: Click 'Add' on the QuickBooks Online module. Grant OAuth2 access to your QBO Company file. 3. **Map the Search Module**: Add the **QuickBooks Online > Search for Customers** module. Use the filter `PrimaryEmailAddr = {{email}}` from Tool A's bundle to check for existing records. 4. **Implement Logic with a Router**: Add a **Router** after the search. - **Route 1 (New Customer)**: Set a filter `Total number of bundles EQUAL TO 0`. Add **QuickBooks > Create a Customer**. - **Route 2 (Existing Customer)**: Set a filter `Total number of bundles GREATER THAN 0`. Use the `Customer ID` from the search result. 5. **Format Line Items**: If the order has multiple items, use an **Iterator** to loop through the products. Use an **Array Aggregator** to format them into the specific JSON structure required by QuickBooks `Line` items (including `SalesItemLineDetail`). 6. **Create Document**: Add the **QuickBooks Online > Create a Sales Receipt** (or Invoice) module. Map the `Customer ID` from the previous steps and the aggregated line items. 7. **Handle Sales Tax**: Map the Shipping Address to the `ShipAddr` fields. Use the `ifnull()` function to provide default values for states/provinces to prevent QBO validation errors. 8. **Add Error Handling**: Right-click the QuickBooks module and select **Add error handler**. Choose the **Break** directive to store the execution for manual retry if the API is down, or **Ignore** if you want to skip faulty data packages.

| Tool A Field (Source) | QuickBooks Field (Target) | Make.com Transformation Logic | | :--- | :--- | :--- | | `OrderNumber` | `DocNumber` | `{{upper(orderNumber)}}` | | `Customer.Email` | `PrimaryEmailAddr` | Mandatory for Search/Match logic | | `TotalAmount` | `TotalAmt` | Use `parseNumber()` to ensure decimal format | | `SKU` | `ItemRef` | Must match 'Name' or 'Sku' in QBO Item List | | `OrderDate` | `TxnDate` | `{{formatDate(created_at; "YYYY-MM-DD")}}` | | `ChannelSource` | `PrivateNote` | `{{'Source: ' + channel_name}}` | | `ShippingTotal` | `Line > Amount` | Add as separate line item with 'Shipping' Service ID |

* **Operation Quotas**: QuickBooks API is rate-limited. If processing 100+ orders at once, use the **Sleep** module or set the Scenario settings to 'Max number of cycles' = 1 to avoid 429 errors. * **Bundle Splitting**: Multi-item orders from Tool A arrive as an array. You MUST use an **Iterator** before the QuickBooks module; otherwise, only the first item will be recorded. * **Tax Code Mismatches**: QuickBooks requires specific `TaxCodeRef` IDs. If Tool A sends 'VAT' or 'Sales Tax' as text, use a **Switch** function or **Lookup Table** in Make to map these to QBO internal IDs. * **Data Types**: Common error `Validation: Value is too long`. Use the `substring()` function in Make to truncate customer names or notes to QBO's character limits (e.g., 100 chars for DisplayName).

- [ ] **Execution History Check**: Run a single test bundle. Is the 'Status' green and was exactly 1 operation consumed for the QBO Create module? - [ ] **Customer De-duplication**: Run the same order twice. Does the Router correctly identify the existing customer on the second run? - [ ] **Line Item Accuracy**: In QBO, open the created Sales Receipt. Does the total match the order in Tool A to the cent? - [ ] **Mapping Validation**: Ensure `TxnDate` in QBO matches the actual sale date, not the 'current date' of the automation run. - [ ] **Error Handler Test**: Temporarily change a SKU to a non-existent value; confirm the Error Handler (Break/Alert) triggers as expected.