Automated Shopify Order to QuickBooks Sales Receipt Sync (Zapier)

1. **Log in to Zapier** and click 'Create Zap'. 2. **Set the Trigger**: Search for 'Shopify' and select 'New Order' (or 'Updated Order' if capturing fulfillment). Set the 'Payment Status' filter within the trigger settings to 'paid'. 3. **Connect Account**: Authenticate your Shopify store using your .myshopify.com URL. 4. **Add a Filter by Zapier**: Ensure the Zap only continues if `Financial Status` exactly matches `paid`. This prevents un-captured or pending orders from hitting your books. 5. **Format Customer Data**: Add a 'QuickBooks Online' step: 'Find Customer'. Map the Shopify `Customer Email`. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to automate lead creation. 6. **Handle Line Items**: Zapier's Shopify integration automatically handles line item arrays. In the QuickBooks 'Create Sales Receipt' step, select 'Line Items' mode for the 'Content' section. 7. **Map Product SKUs**: In the Line Items 'Product/Service' field, use the 'Custom' tab and map the Shopify `Line Items SKU`. **Crucial**: Ensure your Shopify SKUs exactly match your QuickBooks Item Names. 8. **Map Financials**: Map `Total Tax` to the Tax field and `Total Price` to the Amount field. Ensure the `Deposit To` account is set to your 'Shopify Clearing' or 'Undeposited Funds' account. 9. **Prevent Duplicates**: Map the Shopify `Order Number` (e.g., #1001) to the QuickBooks `DocNumber` field. QuickBooks will often flag or prevent duplicate DocNumbers depending on your settings. 10. **Enable Error Handling**: Add a 'Zapier Manager' step at the end with the trigger 'New Alert' to notify you via email if the QBO API rejects a SKU or tax calculation.

| Shopify Field | QuickBooks Field | Zapier Logic / Formatter | Requirement | | :--- | :--- | :--- | :--- | | `Order Number` | `DocNumber` | Direct Map | Required | | `Customer Email` | `Customer` | 'Find Customer' Search Step | Required | | `Line Items SKU` | `Item Ref` | Use 'Custom' value mapping | Required | | `Line Items Quantity` | `Quantity` | Direct Map | Required | | `Line Items Price` | `Unit Price` | Direct Map | Required | | `Total Tax` | `Tax Code` | Formatter: Lookup Table (State to QBO Tax Code) | Optional | | `Created At` | `Transaction Date` | Formatter: Date/Time (to ISO format) | Required |

- **SKU Mismatch**: If a Shopify SKU does not exist in QBO, the Zap will error. Use a 'Lookup Table' in Zapier Formatter if your naming conventions differ. - **Tax Setup**: QuickBooks Online calculates tax based on 'Shipping Address' or 'Tax Codes'. If using Zapier, ensure your QBO 'Automated Sales Tax' is either matching Shopify exactly or use a 'Flat Tax' item to avoid rounding errors. - **Task Usage**: Each line item does NOT consume an extra task, but the 'Find Customer' step does. Highly active stores should monitor task quotas monthly. - **Guest Checkouts**: If Shopify provides no email, the Customer search will fail. Use a 'Formatter' step to provide a default 'Shopify Customer' value if the email field is blank.

- [ ] **Test Trigger**: Pull a recent 'Paid' order from Shopify in the 'Test' section. - [ ] **Data Check**: Ensure the SKU in the test data matches a 'Product/Service' name in QuickBooks. - [ ] **Account Mapping**: Verify the 'Deposit To' account is a valid Bank or Asset account in your QBO Chart of Accounts. - [ ] **Dry Run**: Use the 'Test Action' button and then log into QuickBooks to see if the Sales Receipt appeared in 'Recent Transactions'. - [ ] **History Check**: Turn the Zap on and monitor the 'Zap History' for the first 3 live orders to ensure line items are splitting correctly.