Automated Shopify Order to QuickBooks Sales Receipt Sync (Zapier)

1. **Log into Zapier** and click 'Create Zap'. 2. **Set Trigger**: Select **Shopify** as the App and **New Order** as the Event. In the 'Trigger' tab, set the 'Payment Status' to **paid** to ensure only settled transactions sync. 3. **Connect Account**: Authenticate your Shopify store using your `.myshopify.com` URL. 4. **Add Formatter Step**: Choose **Formatter by Zapier** -> **Utilities** -> **Line Itemizer**. Map the Shopify 'Line Items Name', 'Price', and 'Quantity' fields. This ensures orders with multiple items don't break the QuickBooks action. 5. **Find or Create Customer**: Add a **QuickBooks Online** step with the action **Find Customer**. Search by the Shopify 'Customer Email'. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' and map the First/Last Name and Billing Address. 6. **Create Sales Receipt**: Add another **QuickBooks Online** step with the action **Create Sales Receipt**. 7. **Map Header Fields**: Link the 'Customer' field to the ID from Step 5. Map the Shopify 'Order Number' to the 'Doc Number' field for easy cross-referencing. 8. **Map Line Items**: In the Line Items section, click the 'Custom' tab. Use the output from the Formatter (Step 4) to populate 'Description', 'Amount', and 'Quantity'. 9. **Handle Shipping & Tax**: Map 'Total Tax' to the QuickBooks Tax field and 'Shipping Line Price' to a specific 'Shipping Income' service item in QBO. 10. **Enable Error Handling**: Click the '+' icon between steps to add a **Filter by Zapier** if you only want to process orders above $0, or use **Zapier Paths** to handle different tax jurisdictions uniquely. 11. **Test & Publish**: Run a test using a recent Shopify order. Verify the Sales Receipt appears in QuickBooks under 'Sales' -> 'All Sales'.

| Shopify Field | QuickBooks Field | Zapier Logic/Transformation | | :--- | :--- | :--- | | `Order Number` | **Doc Number** | `Order #{{order_number}}` (Ensures uniqueness) | | `Customer Email` | **Customer Search** | Required for 'Find or Create' step | | `Line Items` | **Line Item List** | Use **Formatter (Line Itemizer)** to handle arrays | | `Total Tax` | **Tax Amount** | Map to QBO Tax field (ensure QBO tax settings are 'Automated') | | `Shipping Price` | **Shipping Item** | Map to 'Shipping' Product/Service in QBO | | `Financial Status` | **(Trigger Filter)** | Only proceed if status is `paid` |

* **Line Item Mismatch**: QuickBooks requires products to exist in its 'Products and Services' list. Use a 'Find Product' step if your Shopify SKUs don't perfectly match QBO Names. * **Tax Complexity**: If you use automated sales tax in QBO, ensure the Shopify 'Total Tax' matches. If not, you may need a Formatter step to calculate tax rates manually before sending to QBO. * **Duplicate Doc Numbers**: If you manually enter orders in QBO using Shopify numbers, Zapier will error out on 'Duplicate Document Number'. Ensure Step 7 uses a unique prefix like 'SHP-'. * **Task Usage**: Each line item processed via Formatter counts as a task step; high-volume stores should monitor monthly Zapier quotas.

- [ ] Trigger test shows a 'Paid' status order from Shopify. - [ ] Formatter step correctly parses multiple items into separate rows. - [ ] QuickBooks Customer search returns an ID (either existing or newly created). - [ ] Sales Receipt in QuickBooks shows the Shopify Order Number in the 'Doc Number' or 'Memo' field. - [ ] The Total Amount in QuickBooks matches the Total Price in Shopify to the cent. - [ ] Zap is toggled to 'On' and visible in the Zapier History tab.