Shopify to QuickBooks Automated Bookkeeping (Make.com)

1. **Create a New Scenario**: In Make.com, click 'Create a new scenario' and add the **Shopify** 'Watch Orders' module. Select 'Created' as the trigger and set the limit to 2-5 for initial testing. 2. **Establish Connections**: Click 'Add' in the Shopify module to connect via OAuth. For **QuickBooks Online**, follow the same process to authorize access to your specific Company File. 3. **Apply Status Filter**: Add a filter after the Shopify module. Set the condition to `Financial Status` 'Equal to' `paid`. This prevents unfulfilled or canceled orders from hitting your books prematurely. 4. **Customer Search Logic**: Add a QuickBooks 'Search Customers' module. Map Shopify's `Customer: Email` to the QuickBooks 'Email' filter. This is the 'Duplicate Prevention' step. 5. **Router for Customer Creation**: Add a Router. If the Search module returns a 'Bundle Count' of 0, route to 'Create a Customer'. Otherwise, proceed to the next step using the existing `Customer ID`. 6. **Initialize Sales Receipt**: Add the QuickBooks 'Create a Sales Receipt' module. Map the `Customer ID` (from search or creation) and use Shopify’s `Order Number` for the 'RefNumber' field to ensure Shopify and QB orders correlate. 7. **Handle Multi-Line Items**: Add a **Make.com Iterator** module. Map the `Line Items` array from the Shopify trigger. This allows Make to loop through every product bought (essential for orders with >1 item). 8. **Map Product SKUs**: Inside the loop, add a QuickBooks 'Get an Item' module or map the SKU directly to the Sales Receipt line item. Use the `map()` function if your Shopify SKUs differ from QB Product Names. 9. **Aggregate Data**: Add an **Array Aggregator** after the iteration to group the processed line items back into a single bundle for the final Sales Receipt generation. 10. **Error Handling**: Right-click the QuickBooks module and select 'Add error handler'. Use a 'Break' or 'Email' module to notify you if an API limit is hit or a SKU is missing in QuickBooks.

| Shopify Field | QuickBooks Field | Make.com Transformation/Logic | | :--- | :--- | :--- | | `Order ID` | **RefNumber** | `{{1.order_number}}` (Critical for reconciliation) | | `Customer: Email` | **Customer Display Name** | Use `lower()` function to standardize emails | | `Line Items[]` | **Sales Item Line Detail** | Use **Iterator** module to process the array | | `Line Items: Price` | **Unit Price** | `{{item.price}}` (Currency format usually auto-handled) | | `Total Tax` | **Tax Amount** | Map to specific Tax Code ID in QB Settings | | `CreatedAt` | **Transaction Date** | `formatDate(created_at; YYYY-MM-DD)` |

• **Rate Limits**: Shopify Plus has higher limits, but QuickBooks Online can throttle requests if you attempt to sync 100+ orders simultaneously. Set your 'Max Number of Cycles' in Scenario settings to 10. • **The SKU Matching Trap**: If a SKU exists in Shopify but not in QuickBooks, the scenario will fail. Use a 'Search Items' module in QB first, or set a 'Default SKU' for shipping/miscellaneous items. • **Bundle Errors**: Make.com treats each order as a bundle. If you don't use an **Iterator**, only the FIRST item in a multi-item order will sync to QuickBooks. • **Tax Center Mismatch**: Ensure your QuickBooks 'Automated Sales Tax' setting matches the tax calculation logic in Shopify (Exclusive vs Inclusive) to avoid penny-off rounding errors.

- [ ] **Run Once**: Use the 'Run Once' button with a specific Shopify Order ID to test the flow end-to-end. - [ ] **Data Check**: Verify the 'RefNumber' in QuickBooks matches the Shopify Order # exactly. - [ ] **Customer Check**: Confirm no duplicate customer was created in QuickBooks for an existing email. - [ ] **Line Item Check**: Ensure an order with 3 different products appears as 3 line items on the QuickBooks Receipt. - [ ] **Execution History**: Check the Make.com 'History' tab to ensure all operations show green (Success).