How to Integrate QuickBooks Online with Magento 2

Demo | How to Integrate QuickBooks Online with Magento 2

If you’re an online merchant, integrating your e-commerce platform with your accounting software can save you many hours of work (just ask TCW Digital). As your business grows, the task of manually duplicating all e-commerce orders to your bookkeeping system becomes cumbersome and time-consuming. That’s why PowerSync developed its Magento 2 + QuickBooks Online Integration. It syncs data between the two popular software options. 

In this demo, you’ll learn exactly how PowerSync’s Magento 2 + QuickBooks integration functions.

How Do You Integrate Magento 2 and QuickBooks Online?

1. A Customer Creates an Account on Your Website
2. The Customer Record Appears in Magento 2 and QuickBooks Online
3. The New Customer Makes a Purchase
4. Send an Invoice in Magento
5. Syncing Your Magento and QBO Product Catalogs

1. A Customer Creates an Account on Your Website

When a creates a customer account on your website, they will automatically appear in your customer list. You can access your full customer list on the Magento admin panel under the “customers” tab. 

How to Integrate QuickBooks Online with Magento 2

2. The Customer Record Appears in Magento 2 and QuickBooks Online

In the Magento customer list, you will notice a green checkmark in the “QuickBooks Sync Status” column, which indicates the record has been synced in QuickBooks online. When you navigate to your customer list on QuickBooks Online, you will see the new customer there as well. 

Magento QuickBooks Integration Animation

3. The New Customer Makes a Purchase

Once a new customer makes a purchase while signed in to your Magento store, their order will be created in Magento 2. You can easily double-check the automation by looking up the order number under the Sales tab. 

Magento 2 Quickbooks Integration Animation

4. Send An Invoice from Magento

This time, you’ll notice a red X under the “QuickBooks Sync Status” column. That’s because by default the order is not synced with QuickBooks Online until after an invoice is sent from Magento. In the Magento orders list, click the “Action” dropdown on the far right of the order. Choose “Edit.” Once the invoice loads, scroll to the bottom and click “Send Invoice.” When you go back to your orders list, you’ll now see a green checkmark under “QuickBooks Sync Status.

Once you’re logged in to your QuickBooks Online account, you can see that the address, order and shipping information has all been synced from the Magento store. Notice the invoice number matches the order number in Magento. The “Terms” and “Invoice Due Date” fields are configurable, so you can adjust them as needed. 

Magento 2 + QuickBooks Integration Demo

6. Syncing Your Magento and QBO Product Catalogs

On the product page, click the “Select” dropdown on the far right of the line item. Click “Edit” to make changes to the product name, price and other details. When you navigate to QuickBooks, you will see the changes have been successfully updated automatically. 

Magento 2 + QBO integration demo animation

PowerSync Demo | Magento 2 – QuickBooks Online Integration

Hi there. In this video I will walk you through the basics of the PowerSync connector for QuickBooks Online and Magento 2. We’ll place an order on our demo website as a new customer and take a look at how that information gets recorded in QuickBooks.

At the end, I’ll also show you how a change in your Magento catalog is synchronized with QuickBooks Online. You will see how automating the data flow between these two systems can save you time and money. It will decrease the amount of time your organization spends on bookkeeping and increase the quality of your data in your financial reports. So let’s get started.

You’re now looking at our demo store. We will go ahead and create an account first.

Now that we’ve registered, let’s go ahead and take a look at our customer in the Magento admin panel. And here she is. Please note that the QuickBooks sync status actually has a green checkmark. This means this information has already been sent to QuickBooks and we can actually see the QuickBooks ID here as well. Now we can go ahead and hop on over to QuickBooks Online, and we’ll take a look at the customer list here. Here’s our customer.

Next, let’s say that our customer wants to order a bag. We’ll add it to the cart. Don’t proceed to checkout. Let’s choose the $5 shipping and place our order. Now that the order has been placed, let’s make a note of our order number. It’s order number 30. We’ll have a look at it in the Magento admin panel next.

Here’s our order, but notice here that the QuickBooks sync status actually has a red X. This is because by default we send the information to QuickBooks only when an invoice has been created in Magento and for demonstration purposes we’ve configured the store in such a way that we’ll have to create it manually.

Now that the invoice has been created, let’s go back and view our orders. Here it is. Our order now has a green checkmark, and that means we’re good to go. Let’s take a look at how the order was captured in QuickBooks. Our connector allows you to configure whether you want to create the order as a sales receipt or an invoice and a payment. In this scenario, we are covering the invoice and payment type of a setup.

When you’re looking at the invoice you can see that the address order and shipping information has been fully brought over and the invoice number matches the order number in Magento. Some additional areas I want you to note are the terms and the invoice due date. These are configurable so you can adjust them as needed. This completes order synchronization, so we’ll have a look at the catalog next. Let’s say we want to change the price of this duffel bag to $45. We’ll edit it in Magento admin.

Looking at these messages here, we can tell that the change has worked. So let’s have a look at it in QuickBooks. We’ll navigate to the products and services page and then locate our duffel bag. Here it is. You can see that the price has been successfully changed with a Quickbooks online connector from PowerSync.

You can rest assured knowing that the solution was architected by certified industry professionals. We offer a self-service option, or we can guide you through the installation and setup and provide support whenever you need us.

If you would like to learn more about this integration, please email us at sales@powersync.bix, or give us a call and ask to speak with one of our QuickBooks certified team members. Thank you for watching.