Automated Shopify to QuickBooks Online Sales & Tax Reconciliation (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'Shopify Paid Orders to QuickBooks Sales Receipts'. 2. **Set Trigger**: Select **Shopify** as the app and 'New Order' as the event. To ensure revenue recognition is accurate, use 'Order Paid' or add a **Filter by Zapier** step immediately after to check if `Financial Status` equals `paid`. 3. **Connect Shopify**: Authenticate your Shopify store URL. In the 'Trigger' tab, ensure you select 'Include line items into separate fields? (Recommended)' as **Yes**. 4. **Format Customer Data**: Add a **Formatter by Zapier** action (Text > Transform > Title Case) for the customer's name to ensure QuickBooks records are clean. 5. **Find or Create Customer**: Add a **QuickBooks Online** action: 'Find Customer'. Map the `Email` from Shopify. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet?' and map the Shopify Shipping Address and Name fields here. 6. **Map Line Items with Formatter**: If your Shopify items don't 1:1 match QuickBooks SKUs, use a **Formatter 'Lookup Table'** to map Shopify SKUs to QuickBooks Item IDs. 7. **Create Sales Receipt**: Add the **QuickBooks Online** action 'Create Sales Receipt'. - **Customer**: Use the ID from Step 5. - **Lines**: Change to 'Literal' and map the SKU, Quantity, and Price from the Shopify line items. - **Deposit To**: Select 'Undeposited Funds' (standard practice until the payout clears). 8. **Handle Taxes and Shipping**: Under 'Tax Code', use Zapier's mapping to link Shopify tax lines to your QuickBooks Tax Agencies. Map 'Shipping Amount' to your specific Shipping Income account. 9. **Setup Error Handling**: Click the '+' icon on the connection line and select 'Path' or ensure there is an 'Email by Zapier' notification if the QuickBooks API returns a 400 error (common for missing SKUs). 10. **Test and Publish**: Use a 'Test Step' with a recent Shopify order. Verify the Sales Receipt appears in QuickBooks under 'Sales' > 'All Sales'.

| Shopify Field | QuickBooks Map | Zapier Transformation/Note | | :--- | :--- | :--- | | `Customer Email` | `Customer` (Search Key) | Required: Used in Find/Create Step | | `Line Items Name` | `Description` | Direct Map | | `Line Items SKU` | `Product/Service` | Use Formatter Lookup Table if SKUs differ | | `Line Items Price` | `Amount` | Number (Decimal) | | `Total Tax` | `Tax Amount` | Required if Tax is enabled in QBO | | `Order Number` | `Doc Number` | Prefix with 'SH-' to identify source | | `Created At` | `Transaction Date` | Formatter: Date/Time (to ISO-8601) |

- **Duplicate Customers**: Always use the 'Find Customer' step before 'Create Sales Receipt' to avoid creating a new record for every order. Search by Email, not Name. - **SKU Mismatch**: QuickBooks will reject the Zap if the SKU/Product Name sent from Shopify does not exist in the QuickBooks 'Products and Services' list. Ensure they match exactly or use a Lookup Table. - **Tax Mapping**: QuickBooks requires specific internal IDs for tax codes. Mapping simple 'Tax Amount' often won't work in Global/UK/CA versions; you must map to a specific 'Tax Code' ID. - **Task Usage**: Each 'Line Item' in a Shopify order counts as a single task if using Formatter loops. Monitor your Zapier plan limits if you have high-volume, multi-item orders.

- [ ] **Trigger Test**: Run the Shopify trigger test and check if the 'Line Items' are correctly bundled. - [ ] **Customer Matching**: Verify that a 'Find Customer' step doesn't create a duplicate for an existing email. - [ ] **Account Mapping**: Ensure the 'Deposit To' account in the QBO step matches your 'Undeposited Funds' account or Bank account. - [ ] **Tax Validation**: Check the Sales Receipt in QuickBooks to ensure the total matches the Shopify Total exactly (Net + Tax + Shipping). - [ ] **Task History Review**: After publishing, check the Zapier Task History for any 'Search' errors that might indicate missing product SKUs.