QuickBooks Web Connector Step by Step

Managing products, orders, and customer information is much easier with Intuit’s QuickBooks. There are two ways to integrate your store with QuickBooks: through IIF file export and through Intuit's Web Connector software. This article will focus on Web Connector integration.

Before You Get Started

  1. Web Connector uses the Volusion API, which is included with Pro, Premium, Gold, and Platinum plans.
  2. Your store must be live on your domain for Web Connector to work.
  3. Your domain must have an active SSL (Secure Sockets Layer) installed.

Note: The screenshot examples shown in this article are from the QuickBooks Pro 2006 Edition. Your version may differ slightly.

Web Connector Integration Step By Step

Intuit's Web Connector enables web-based applications like Volusion to exchange data with QuickBooks products so you can manage your store's data with Intuit's software.

STEP 1: Reset IIF Exports

The first step is to make sure you haven't already exported data to QuickBooks using the IIF export method. To check if you have:

  1. Go to Inventory > Import/Export and click the QuickBooks Export tab. article/quickbooks web connector step by step-camera show image-web connector integration step by step-quickbooks export tab
  2. In the Reset Export Status section on the right side of the page, click the dropdown next to the Reset button. If it shows any dates, this indicates you have used IIF and will need to reset your data. The best way to do this is to open a new company file in QuickBooks (see Step 7: Company Data File), because when IIF data is imported, it doesn't sync with Web Connector data.

STEP 2: Enabling the Web Connector

  1. Go to Inventory > Import/Export and click the Volusion API tab. article/quickbooks web connector step by step-camera show image-web connector integration step by step-volusion api tab
  2. Click Enable in the Accounting section next to QuickBooks
  3. Click Manage QuickBooks Web Connector Here. article/quickbooks web connector step by step-camera show image-web connector integration step by step-manage quivkbooks web connector here

STEP 3: Download the Web Connector

On the Web Connector page, click Download next to Download the QuickBooks Web Connector Version 2.0.* article/quickbooks web connector step by step-camera show image-web connector integration step by step-click download

The Web Connector version depends on the version of QuickBooks you’re using.
Remember that without an SSL, your store won’t be able to connect the Web Connector. If you don't already have one, you can purchase an SSL directly from Volusion.

STEP 4: Account Mapping

Next, you need to set up the mapping for the Web Connector:

  1. From your Web Connector API page, click Edit next to Make Changes to Config Variables. article/quickbooks web connector step by step-camera show image-web connector integration step by step-click edit 
  2. You can use the default account names if you have a blank company file and want the Web Connector to create the accounts for you. If you want to change account names to match current accounts in QuickBooks, make sure you use the correct account types. If an account with the name provided is not found in QuickBooks, it will be created in QuickBooks. You can click on the Info icon next to any field to learn more about what account names are needed. Please note that all of these fields must be unique and no two accounts can use the same name.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-quickbooks configuration
  3. If you want to import your orders as Sales Receipts:
    • QuickBooks Map SPL ACCNT must be an account of type BANK.
    • QuickBooks QBWC Y Invoice N SalesReceipt must NOT be checked.
  4. If you want to import your orders as Invoices:
    • Config QuickBooks Map SPL ACCNT must be an account of type ACCOUNTS RECEIVABLE.
    • Config QuickBooks QBWC Y Invoice N SalesReceipt must be checked.
  5. The difference between sending orders as sales receipts and sending them as invoices is that the payment must be received on the order for it to be sent to QuickBooks (when using sales receipts). If you send orders as invoices, the Web Connector will import all orders regardless of payment status. Once your store receives the funds, the payment will be updated in QuickBooks and show the invoice as Paid the next time you run your Web Connector.

Keys to Mapping your Accounts and Common Issues

  1. You cannot use an account more than once in the mapping.
  2. Do not use special characters in the account name fields. This includes ":", which means you cannot use QuickBooks sub-accounts.
  3. No field can be left blank (with the exception of QuickBooks Order Date Beg Blank For All).
  4. The tax is not sent as "tax" to QuickBooks; it is sent as an item. Therefore, make sure the QuickBooks Map SPL Tax INVITEM is a type of SERVICE and not TAX.
  5. Turn off Tax in your QuickBooks company file because tax is sent as a service item.
  6. In QuickBooks, go to Edit > Preferences and then go to Sales Tax > Company Preferences.
  7. Under Do You Charge Sales Tax? choose Noarticle/quickbooks web connector step by step-camera show image-web connector integration step by step-quickbooks tax

If you’d like to make changes to the mapping for QuickBooks, you’ll need to update the account name and reset the Config Variables.

  1. Go to Inventory > Import/Export and click the Volusion API tab.
  2. Click Manage QuickBooks Web Connector Here.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-update mapping quickbooks
  3. From the Reset Config Vars dropdown, choose the earliest date, wait for the page to refresh, and click Reset.
  4. Go to Edit the Config Variables, make your changes, and save your work.

STEP 5: Product Mapping

If you need your products to go into a different income account than what is listed in your general mapping, go to the appropriate product record in your Admin Area and open the 3rd Party Integrations tab under Advanced Infoarticle/quickbooks web connector step by step-camera show image-web connector integration step by step-third party integration tab

QuickBooks Item Accnt

Used to assign a specific item account within QuickBooks to a product within your store.

When using Volusion's QuickBooks integration, a product will be reported under the item account specified in this field.

Note that by default, all products appear within the item account defined in the QuickBooks mapping settings in your store, unless a specific item account is specified here.

Character limit: 35

QuickBooks Item Asset Accnt

Used  to assign a specific item asset account within QuickBooks to a product within your store.

When using Volusion's QuickBooks integration, a product will be reported under the item asset account specified in this field.

Note that by default, all products appear within the item asset account defined in the QuickBooks mapping settings within your Volusio n store, unless a specific item asset account is specified in this field. 

Character limit: 35

QuickBooks Item COGS Accnt

Used to assign a specific item Cost Of Goods Sold account within QuickBooks to a product within your Volusion store.

When using Volusion's QuickBooks integration, a product will be reported under any item cost of goods sold account specified in this field.

Note that by default, all products will appear within the item cost of goods sold account defined in the QuickBooks mapping settings within your store, unless a specific item cost of goods sold account is specified in this field.

Character limit: 35

Please Note: If you use any of these fields in your product records, the accounts must first exist in your QuickBooks company file. The Web Connector will not create the accounts for you as it will with the general mapping.

STEP 6: Creating the QWC File

  1. Go to Inventory > Import/Export and click the Volusion API tab.
  2. Click Manage QuickBooks Web Connector Here.
  3. Choose which admin to use with your QWC file from the dropdown menu. You’ll need this administrator password later, so please make a note of it. Click Create and save to your computer (i.e. on your desktop).

Important note: This step cannot be performed in Internet Explorer. We recommend that you use Firefox when downloading this file.

STEP 7: QuickBooks Company File

First, open QuickBooks to the company file you'll be using. This is an example of a new blank company file: article/quickbooks web connector step by step-camera show image-web connector integration step by step-blank company file

We recommend starting with a blank company file. If you need to set up a new company file, follow the steps below:

  1. Open QuickBooks and go to File > New Company. article/quickbooks web connector step by step-camera show image-web connector integration step by step-file new company
    This will take you to the Get Started guide. You can start the interview or skip it. article/quickbooks web connector step by step-camera show image-web connector integration step by step-start skip interview
    • If you click Start Interview, you'll see the EasyStep Interview screen.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-click start
    • If you click Skip Interview, you'll see the Create New Company window.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-click skip
  2. Choose your company.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-choose company
  3. Save your new company file.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-save company file
  4. Click Begin Using QuickBooksarticle/quickbooks web connector step by step-camera show image-web connector integration step by step-begin using quickbooks

That's it! You now have a new blank company file to use with your Web Connector.

STEP 8: Running the Web Connector

  1. Open QuickBooks to the company file you want to use.
  2. Open the Web Connector, and click Add Applicationarticle/quickbooks web connector step by step-camera show image-web connector integration step by step-add application
  3. Find the file you saved in step six, above.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-find file
    Once you choose and add the file, your Web Connector should look like this: article/quickbooks web connector step by step-camera show image-web connector integration step by step-web connector preview
  4. In the Password field, enter the admin password from Step 6, above.
  5. Check the box to the left of the Web Connector Application description
  6. Click Update Selectedarticle/quickbooks web connector step by step-camera show image-web connector integration step by step-click update selected

Once completed, the Web Connector should look like this:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-completed web connector preview

STEP 9: Verifying that Information was Imported

Account Verification

Open your QuickBooks Company File and go to Lists > Chart of Accounts.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-list chart of accounts

You should see all the accounts you listed in the general mapping.

Items and Services Verification

Click on the Shortcut link under Company on the homepage in QuickBooks to verify your products were imported.

  • A detailed view of an item record in QuickBooks:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-detailed item record
  • A detailed view of a service item in QuickBooks:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-detailed service item
  • A detailed view of the Tax service item in QuickBooks:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-detailed tax service item

Customer Verification 

Click on the Customers tab on your QuickBooks homepage. The customers are imported using First Name/Last Name/CustomerID. Do not modify once imported or the connector will fail to import data the next time it tries to update the customer or import an order made by the customer.  article/quickbooks web connector step by step-camera show image-web connector integration step by step-customer center

To view their order, click on the Invoice line.

  • This is an example of a sales receipt:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-sales receipt
  • This is an example of what a non-paid invoice will look like in QuickBooks:  article/quickbooks web connector step by step-camera show image-web connector integration step by step-non paid invoice

Order and Funds Verification

On the QuickBooks homepage, go to Check Register under Banking to verify orders and funds imported successfully (if you sent orders as sales receipts only).  article/quickbooks web connector step by step-camera show image-web connector integration step by step-check register

Please note that certain information from your store won’t be sent to QuickBooks, including the customer’s payment method, RMAs, POs, etc.

Web Connector Functions and Common Issues

Auto-running the Web Connector

You can set up the Web Connector to Auto-Run up to 12 times per day. To do this, open the Web Connector, add your application, and select the Auto-Run checkbox. Under the Every_Min column, enter "120". Since you are only allowed 12 connections per 24 hours, the 120 minutes will allow 12 per day. You still need to have your QuickBooks company file, Admin Area, and Web Connector open for it to work. article/quickbooks web connector step by step-camera show image-web connector functions and common issues-autorun settings

Connector stopping at 30% complete

If the connector stops at 30%, manually shut off the Web Connector (CTRL+ALT+DEL) and contact Volusion support. Several possible causes are:

  • The mapping in your Admin Area is incorrect – wrong account types, duplicate accounts listed, special characters being used, etc.
  • You previously used the IIF export method (or manually input items into QuickBooks), and the account types don’t match those the connector is trying to use. This often results in a looping at 30%, and the easiest solution is to create a new company file to use with the Web Connector.

If you need to use the company file that exists, de-bugging can be a laborious ordeal and may take time to resolve all the issues (including changing product codes in Volusion or QuickBooks, among other things). Please keep this in mind when contacting Volusion support.

Problems with Free Shipping Coupons

You use a free shipping coupon in your store, which creates a line item with a price of "0.00". All items in an order must have a price or they cannot be imported. To resolve the free shipping coupon issue, you will need to remove the coupon from the order and save.

Customers without Access Keys

if you’ve created customers without assigning them an access key, then their order information will not be sent to QuickBooks. If you’re missing certain orders in QuickBooks, make sure that the order has an associated customer with an access key.

Negative order Amounts

QuickBooks cannot accept orders with negative order amounts. If you have discounts or returns on an order that are causing the order to be negative, you would either need to remove the discount so that it matches the order, or update the payment log to “zero” out the amount due on an order.

Using QuickBooks for Phone Orders

If you make phone orders, make sure you are using product codes that exist in your database. Do not include spaces or line breaks in the product codes. Product Codes should not contain any special characters. Use letters, numbers, underscore, dashes, or periods only.

Watch the Web Connector Setup video