Automated Shopify Order to QuickBooks Sales Receipt Sync (Make.com)

1. **Establish Connections**: In Make.com, create a new scenario. Add a **Shopify** module and click 'Add' to authorize your store using the Admin API Access Token. Repeat for **QuickBooks Online** using OAuth2. 2. **Trigger Module**: Select 'Shopify - Watch Orders'. Set the 'Status' to 'any' and 'Financial Status' to 'paid'. This ensures we only sync revenue-ready data. 3. **Search for Customer**: Add a 'QuickBooks Online - Search Customers' module. Use the Shopify `Customer: Email` field as the search criteria to prevent creating duplicate customer profiles. 4. **Conditional Logic (Router)**: Add a Router. If the search returns no result, add a 'QuickBooks Online - Create a Customer' module using the Shopify billing address and name. If a result is found, proceed to the next step using the existing `Customer ID`. 5. **Handle Line Items (Iterator)**: Shopify sends items as an array. Add an 'Iterator' module and map the `Line Items[]` array from the Shopify trigger. This allows Make to process each product individually. 6. **Map Items to QuickBooks**: Add a 'QuickBooks Online - Create a Sales Receipt' module. **Crucial**: Set the 'Line Items' section to 'Map'. Inside the mapped array, use the SKU from the Iterator to link to your QuickBooks 'Item ID'. 7. **Data Transformation**: Use Make's built-in functions for tax. Example: `{{if(item.tax_lines[]; sum(map(item.tax_lines; "price")); 0)}}` to ensure tax totals match exactly. 8. **Account Mapping**: Assign a 'Deposit To' account (e.g., 'Shopify Clearing' or 'Undeposited Funds') to facilitate easier bank reconciliation later. 9. **Error Handling**: Right-click the QuickBooks Sales Receipt module and select 'Add error handler'. Use a 'Break' or 'Data Store' module to log failed syncs (e.g., missing SKUs) for manual review without stopping the entire scenario.

| Shopify Field | QuickBooks Field | Make.com Function/Mapping | Required | | :--- | :--- | :--- | :--- | | `Order Number` | `DocNumber` | `{{1.name}}` | Yes | | `Total Price` | `TotalAmt` | `{{parseNumber(1.total_price)}}` | Yes | | `Line Items[]` | `Line: SalesItemLineDetail` | Use **Iterator** module | Yes | | `Line Item SKU` | `ItemRef` | `{{lower(9.sku)}}` (Match to QBO Item Name) | Yes | | `Created At` | `TxnDate` | `{{formatDate(1.created_at; "YYYY-MM-DD")}}` | Yes | | `Billing Address` | `BillAddr` | Map nested object fields | No | | `Total Tax` | `TaxCodeRef` | `{{if(1.taxes_included; "TAX"; "NON")}}` | No |

* **SKU Mismatch**: If the Shopify SKU does not exist as a 'Product/Service' in QuickBooks, the module will throw a 400 Error. Ensure SKUs are 1:1 or use a 'Search Items' module beforehand. * **Bundle Consumption**: Iterators count as 1 operation, but every cycle of the iterator consumes 1 operation. High-volume stores should monitor 'Operation Usage' to avoid hitting monthly limits. * **Rounding Discrepancies**: QuickBooks calculates totals based on line items, while Shopify calculates based on subtotal. Use the `Round()` function in Make if you see 1-cent differences. * **Connection Timeouts**: QuickBooks API is sensitive. Ensure your scenario 'Max number of cycles' is set to a reasonable limit (e.g., 50) to prevent timeout errors on large batches.

- [ ] Run 'Only Once' with a specific Shopify Order ID to test the flow. - [ ] Verify the 'Sales Receipt' appears in QuickBooks under the correct Customer. - [ ] Check that 'Deposit To' account matches your 'Shopify Clearing' chart of accounts. - [ ] Confirm the 'Line Item' amounts and 'Tax' amounts match Shopify to the penny. - [ ] Ensure the 'Status' in Make.com is set to 'On' and the Scheduling is set to 'Immediately' (Webhooks) or a specific interval.