*Extensions › QuickBooks Desktop*

# QuickBooks Desktop Extension

Paid orders, customers, products and refunds go to QuickBooks Desktop every time the Web Connector runs. 11 parts.

Quick links

- [Before you start](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#setup)
- [Connecting the Web Connector](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#connecting)
- [Web Connector](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#connect)
- [Orders](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#orders)
- [Products](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#items)
- [Order totals](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#lines)
- [Sales tax by state](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#state-tax)
- [Payment methods](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#payments)
- [What goes to QuickBooks](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#flow)
- [The Sync page](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#sync)
- [Store records and QuickBooks lists](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/#records)

**Where to find it:** WP Admin › EasyCart › Extensions › QuickBooks Desktop

*Getting started*

## Connect QuickBooks

What you need, adding the .qwc file to the Web Connector, and the buttons that set it up.

### Before you start

What the extension needs, and the QuickBooks side

**What you need.** A Premium license, with QuickBooks Desktop installed from EasyCart › Extensions, which also installs WP EasyCart Premium. The settings page needs WP EasyCart 6.0.2 or newer; on an older WP EasyCart, orders keep going to QuickBooks and a notice asks for the update. WP EasyCart PRO is not needed.

**The QuickBooks side.** QuickBooks Desktop on a Windows computer, with Intuit’s free QuickBooks Web Connector installed beside it. This extension does not work with QuickBooks Online, which has its own Premium extension: see [QuickBooks Online Extension](https://docs.wpeasycart.com/docs/extension-guides/quickbooks-online-extension/). The Web Connector runs on that computer and calls your store, so nothing reaches QuickBooks while the computer is off or the company file is closed.

**HTTPS.** The Web Connector only talks to sites on HTTPS. The Web Connector card warns you when your site is not.

> **💡 Note:** The order, product, tax and payment sections need a current Premium license to change. If it lapses, they turn read-only and orders keep going to QuickBooks with the settings you have.

### Connecting the Web Connector

The .qwc file, the password and the schedule

The card at the top of the Web Connector section shows the Web Connector address, the username and the password, each with a Copy button, and **Download the .qwc file**. Its status reads **Not connected yet** until the Web Connector first calls in, then **Connected** with the time of the last run and links to what is waiting or failed.

**1. Add the .qwc file.** On the QuickBooks computer, open your company file, download the .qwc file and open it. The Web Connector adds WP EasyCart Quickbooks Web Connector to its list. When QuickBooks asks whether to let it in, choose *Yes, whenever this QuickBooks company file is open*.

**2. Enter the password.** Type the password from the card into the Password box beside WP EasyCart in the Web Connector and let it save the password.

**3. Import your lists.** Press Import lists, tick WP EasyCart in the Web Connector and click **Update Selected**. Then choose your accounts, items and payment methods on this page.

**4. Set the schedule.** The .qwc file asks for a run every 10 minutes. Tick **Auto-Run** beside WP EasyCart in the Web Connector and it keeps to that while QuickBooks is open. Without it, nothing moves until you click Update Selected.

Downloading the .qwc file again gives the same file, and a new password keeps the same username, so you only add the file once. Ten wrong passwords from one address lock that address out for 15 minutes.

### Web Connector

QuickBooks collects what the store has queued each time the Web Connector runs.

**Import your QuickBooks lists** ( a button )

**Import lists** asks QuickBooks for your accounts, non-inventory, other charge, discount and payment items, classes, templates, sales reps, sales tax codes and items, and payment methods. They arrive the next time the Web Connector runs, and the dropdowns on this page then offer them. Run it again whenever you add something in QuickBooks you want to pick here.

**Add payment methods to QuickBooks** ( a button )

**Add them** creates the payment methods QuickBooks does not have by default: Other Card, Third Party, Pay Later, Bank Payment, Amazon Pay, Direct Deposit, and the JCB, Diners, Laser, Delta, Electron, MasterCard Debit and Maestro cards. It skips any your imported list already has, so import your lists first. They are made on the next Web Connector run and then show up under Payment methods.

**New Web Connector password** ( a button )

**Make a new password** replaces the Web Connector password. The username and the .qwc file stay the same, and nothing waiting in the queue is lost, but the Web Connector stops sending until you type the new password into it.

![Web Connector, with the address, username and password and the .qwc download.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-01-web-connector.png)

> **⚠️ Careful:** A new password stops the Web Connector at once. Type it into the Web Connector straight away, or changes pile up in the queue.

*Your books*

## Map the store to QuickBooks

How orders appear, and the accounts, items, tax and payment methods each one uses.

### Orders

How paid orders appear in QuickBooks.

**Send orders as** ( default: Sales receipts )

**Sales receipts** record each paid order as one sales receipt with its payment method. **Invoices and payments** add an invoice, then a received payment against it. Pick one before your first orders go: orders already in QuickBooks are not converted.

**Order number suffix** ( default: Empty )

Added to each order number in QuickBooks so store orders never clash with numbers you make yourself: order 1042 becomes 1042-W. QuickBooks keeps 11 characters, so the page warns when your order numbers plus the suffix run longer. Up to 10 characters; spaces and : % & \* ~ " ( ) < > are removed.

**Customer names** ( default: Last, First )

How customers are named in QuickBooks: **Last, First** or **First Last**. A customer is matched by name, so changing this later makes a second record for every returning customer.

**Sales rep** ( default: None )

A QuickBooks sales rep given to every order, on sales receipts and invoices alike.

**Invoice class** ( default: None )

A QuickBooks class for invoices. Sales receipts do not carry it.

**Invoice template** ( default: None )

The QuickBooks invoice template used for invoices. Sales receipts do not use it.

**Invoice PO number** ( default: January 2027; advanced setting )

Invoices carry the month of the order as their PO number. Pick how it is written, from **January 2027** to just **Jan.**.

![Orders, set to send sales receipts.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-02-orders.png)

### Products

Where new products go in QuickBooks. A product already in QuickBooks with the same name ( its SKU ) is linked, not added.

**Account for new products** ( default: None )

Products that do not track stock go to QuickBooks as non-inventory items in this account. Until it is chosen, new products fail with a message asking for it.

**Income account for stocked products** ( default: None )

Choose this and the two accounts below, and products that track stock go to QuickBooks as inventory items. Leave any of the three empty and every product goes as a non-inventory item.

**Cost of goods sold account** ( default: None )

The cost of goods sold account for inventory items.

**Inventory asset account** ( default: None )

The inventory asset account for inventory items.

![Products, before the accounts are chosen.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-03-products.png)

### Order totals

The QuickBooks items for shipping, discounts and taxes on each order.

**Shipping item** ( default: None )

An other charge item for the order’s shipping. While shipping is on for your store and this is empty, orders with shipping wait and the Web Connector card says so.

**Fee item** ( default: None )

An other charge item for Flex-Fees. Each fee on an order is its own line, named after the fee, and a negative fee goes as a negative line. Orders with fees wait until it is chosen.

**Tip item** ( default: None )

An other charge item for tips left at checkout. Orders with a tip wait until it is chosen.

**Discount item** ( default: None )

A discount item for coupons, promotions and gift cards on the order.

**Sales tax item** ( default: None )

An other charge item carrying the tax WP EasyCart charged, as one line. Used whenever the order’s ship-to state has no sales tax item of its own below.

**Duty item** ( default: None )

A sales tax item for duty on international orders.

**VAT item** ( default: None )

A sales tax item for VAT added at checkout. VAT already included in your prices is not added again.

**Taxable code** ( default: None )

The QuickBooks tax code given to taxable products when the order’s state has its own sales tax item. Only taxable codes are offered.

**Non-taxable code** ( default: None )

The code every other product line gets. Only non-taxable codes are offered.

![Order totals, the QuickBooks item for each part of an order.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-04-order-totals.png)

> **⚠️ Careful:** An order with shipping, a fee or a tip is held until that item is chosen. It fails on the Sync page with a message naming what is missing; choose the item, then press Send again.

### Sales tax by state

For states with their own tax rate in WP EasyCart. Orders shipped there use the state’s sales tax item instead of a tax line.

**Sales tax item for each state** ( default: None )

One row for each state that has its own tax rate in WP EasyCart, such as *Sales tax item for TX*. Pick a QuickBooks sales tax item and orders shipped to that state leave the tax to QuickBooks: the order carries the item, taxable products get the Taxable code, and no tax line is added. Leave a state on None and its tax goes on the Sales tax item line instead. With no state rates, this section just says so.

![Sales tax by state, one row for each state with its own rate.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-05-sales-tax-by-state.png)

### Payment methods

The QuickBooks payment method for each way customers pay, on sales receipts, invoice payments and refunds.

**Visa** ( default: None )

The QuickBooks method for Visa payments. It is also the last fallback: a payment no row matches, with Everything else empty, goes here.

**Mastercard** ( default: None )

For Mastercard payments.

**American Express** ( default: None )

For American Express payments.

**Discover** ( default: None )

For Discover payments.

**Other cards** ( default: None )

Other card brands such as UnionPay or Interac, card payments whose brand was not recorded, and any card brand row left empty.

**PayPal and other hosted checkouts** ( default: None )

PayPal, and your store’s third-party checkout such as PayFast, Skrill or Redsys.

**Pay later** ( default: None )

Affirm, Klarna, Afterpay and Zip.

**Bank payments** ( default: None )

ACH, SEPA Direct Debit, iDEAL, Bancontact and other payments straight from a bank account.

**Amazon Pay** ( default: None )

For Amazon Pay.

**Bank transfer and invoices** ( default: None )

Direct deposit at checkout, and orders built in the admin and paid outside the store.

**Everything else** ( default: None )

Any payment none of the rows above matches. Left empty, those go on the Visa method.

**JCB** ( default: None; advanced setting )

For JCB cards.

**Diners Club** ( default: None; advanced setting )

For Diners Club cards.

**Mastercard Debit** ( default: None; advanced setting )

For Mastercard Debit cards.

**Visa Debit ( Delta )** ( default: None; advanced setting )

For Visa Debit ( Delta ) cards.

**Visa Electron** ( default: None; advanced setting )

For Visa Electron cards.

**Maestro** ( default: None; advanced setting )

For Maestro cards.

**Laser** ( default: None; advanced setting )

For Laser cards.

![Payment methods, with the advanced card rows shown.](https://docs.wpeasycart.com/wp-content/uploads/2026/09/quickbooks-desktop-06-payment-methods.png)

*Day to day*

## Sync and fix

What goes on its own, what to do when QuickBooks refuses something, and older records.

### What goes to QuickBooks

Orders, customers, products and refunds, on each Web Connector run

Changes are queued in the store as they happen and collected on the next Web Connector run. Nothing is sent during checkout.

**Orders** go once they are paid, as a sales receipt or an invoice with its payment, numbered with your suffix. The order’s customer and products go first. Each order line adds up to the order total: products, then tax, shipping, each fee, the tip, the discount, duty and VAT. Editing an order already in QuickBooks updates its date, number and addresses there. Its lines stay as they were sent, so change amounts in QuickBooks yourself.

**Customers** go when an account is made or changed. A guest order gets its own customer, named after the billing name and the order number.

**Products** go when they are added or changed. QuickBooks names each item after its SKU, so a product whose SKU QuickBooks already has is linked to that item, not added again.

**Refunds** go as a credit memo and a refund with the order’s payment method. A refund is capped at what the order has left to credit, so it is never recorded twice.

### The Sync page

What is waiting, what went, and what QuickBooks refused

The **Sync** tab above the settings lists everything queued for the Web Connector, newest first, with what QuickBooks said about it. Filter by **Waiting**, **Failed** or **Sent**.

**When something fails,** read the message in the QuickBooks said column. The usual causes: an item for shipping, a fee or a tip not chosen under Order totals, the account for new products not chosen, or a record QuickBooks turned down with its own reason. Fix it, then press **Send again**: the whole record is queued once more. **Remove** takes an item out of the queue.

**Not in QuickBooks** on a lookup is normal. It is how the store learns a record is new, and the add that follows it does the work.

A notice on EasyCart screens tells you when changes failed in the last 30 days, or when changes are waiting and the Web Connector has not run for a week. **Remind me in a week** puts it off.

> **💡 Note:** Changes wait in the queue while the QuickBooks computer is off. They are all sent the next time the Web Connector runs, customers and products before the orders that need them.

### Store records and QuickBooks lists

Send older records, link ones QuickBooks already has, and see what was imported

**Store records** lists your orders, customers and products with their QuickBooks status: Not sent, Waiting, Failed or In QuickBooks. Only new changes go on their own, so use this for anything from before you connected:

**Send**: queues one record. Tick several and press **Send selected** for more. An unpaid order is not sent as a sales receipt until it is paid.
**Link**: points the record at the QuickBooks invoice, sales receipt, customer or non-inventory item that already stands for it, so it is not added twice. Import that list first.
**Unlink**: forgets the link. Nothing changes in QuickBooks.

**QuickBooks lists** shows what the store has imported from your company file: accounts, items, tax codes, payment methods, customers, invoices, sales receipts, deposits and more. Pick a list and press **Import** to fetch it again on the next run.

*Keep going*

## Related panels

- [Order Management](https://docs.wpeasycart.com/docs/administrative-console-guide/order-management/): The orders that go to QuickBooks once paid.
- [Taxes](https://docs.wpeasycart.com/docs/administrative-console-guide/tax-setup-and-features/): The state tax rates that get their own QuickBooks item.
- [Flex-Fees](https://docs.wpeasycart.com/docs/administrative-console-guide/flex-fee-settings/): Flex-Fees, each sent as its own line.
- [Payment](https://docs.wpeasycart.com/docs/administrative-console-guide/payments-setup/): The payment methods mapped to QuickBooks.

## Ready to run your store on WP EasyCart?

Everything in this guide works with the free plugin. PRO and Premium add subscriptions, memberships, wholesale pricing and more. Try every PRO feature free for 14 days.

[Start your free trial](https://www.wpeasycart.com/wp-easycart-professional-14-no-risk-trial/) · [See what is included](https://www.wpeasycart.com/wordpress-shopping-cart-pricing/)

![The WP EasyCart admin: orders and offers](https://docs.wpeasycart.com/wp-content/uploads/2026/09/cta-wpeasycart-pro-v2.jpg)

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Source: https://docs.wpeasycart.com/docs/extension-guides/quickbooks-extension/ ( updated 2026-10-30 )