Automated Ecommerce Revenue & Inventory Reconciliation (Zapier)

1. **Authenticate Multi-Channel Tool**: Log into Zapier and create a new Zap. Select your Multi-Channel app as the Trigger. Choose the 'New Order' event. Connect your account via API Key or OAuth. 2. **Set Trigger Filters**: Add a 'Filter by Zapier' step. Set the logic to only continue if 'Order Status' (from Tool A) exactly matches 'Paid' or 'Shipped' to avoid syncing draft orders. 3. **Sanitize Data with Formatter**: Add a 'Formatter by Zapier' step (Text). Use the 'Cleanup' transform to ensure the Customer Name and Email are trimmed of whitespace. Add a second Formatter step (Numbers) to ensure the 'Total Amount' uses a period (.) as a decimal separator. 4. **Search for Existing Customer**: Add the 'QuickBooks Online' app and select 'Find Customer'. Map the 'Email' field from the trigger. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to handle new buyers automatically. 5. **Map Sales Receipt**: Add a 'QuickBooks Online' step for 'Create Sales Receipt'. Link the 'Customer ID' from Step 4. Map 'Line Item: Amount' to the price and 'Line Item: Description' to the SKU/Product Name from your trigger. 6. **Handle Marketplace Tax**: In the Sales Receipt step, map the 'Tax Code' field. If your tool provides tax amounts, utilize Zapier's 'Custom' value feature to map the tax total to the QuickBooks Tax field. 7. **Log Inventory Adjustment**: To move stock, add a 'QuickBooks Online: Update Item' step. Map the SKU from the trigger to the 'Item ID' and use a decrease formula (e.g., Inventory - 1) or record it via a 'Create Journal Entry' step if following accrual accounting. 8. **Enable Error Alerts**: Use Zapier 'Paths' or 'Filters' to send a Slack or Email notification if the 'QuickBooks Online' step returns a 400 error (e.g., SKU not found).

| Multi-Channel Source Field | QuickBooks Online Field | Transformation / Zapier Logic | | :--- | :--- | :--- | | `Order ID` | `Doc Number` | Required: Unique identifier for deduping. | | `Customer Email` | `Customer Email` | Used in 'Find Customer' search step. | | `Total Price` | `Total Amount` | Use Formatter if currency symbols ($) are present. | | `SKU` | `Line Item: Product/Service` | Must match 'Product Name' or 'SKU' in QBO exactly. | | `Shipping Address` | `Shipping Address` | Use Formatter 'Line Break to Space' for QBO format. | | `Channel Name` | `Class / Department` | Used for segmenting revenue (e.g., Amazon vs eBay). | | `Purchase Date` | `Transaction Date` | Required: Ensure ISO-8601 format. |

• **Task Usage**: Each step in Zapier (Formatter, Find Customer, Create Receipt) consumes a task. High-volume stores should consider 'Zapier Tables' or 'Make' to reduce costs. • **SKU Mismatches**: QuickBooks will throw a 'Validation Error' if the SKU sent from the trigger doesn't exist in your QBO Product list. Use a 'Find Product' step first to prevent failures. • **Rate Limits**: QuickBooks Online API is sensitive. If processing >100 orders at once, use 'Delay by Zapier' to stagger the sync and avoid 429 errors. • **Sales Tax API**: QBO's automated tax engine may differ from your marketplace. Ensure you are mapping 'Tax Amount' directly rather than letting QBO re-calculate it to avoid penny differences.

- [ ] **Test Trigger**: Pull a 'Real' recent order in the Zapier editor to verify field mapping. - [ ] **Verify Formatting**: Check the Zap History to ensure the Formatter converted numbers and strings correctly. - [ ] **Duplicate Check**: Run the Zap twice with the same Order ID; verify QuickBooks does not create a duplicate receipt. - [ ] **Account Mapping**: Confirm the Sales Receipt is hitting the correct 'Deposit To' account (e.g., Undeposited Funds vs. Clearing Account). - [ ] **Tax Audit**: Verify the 'Total' in QBO matches the 'Total' in the Multi-Channel tool to the cent.