Extension Guides
QuickBooks Extension
Send your WP EasyCart orders straight into QuickBooks desktop software. This extension works with one QuickBooks company file at a time — for multi-user QuickBooks management, share the data online and connect via the web connector with one main QuickBooks account (a master account).
Watch the Walkthrough
Prefer to watch? This full installation video covers the entire QuickBooks Extension setup.
QuickBooks Installation
Watch a full installation video and see the QuickBooks Extension connected to WP EasyCart from start to finish.
Requirements
Have these five pieces in place before you begin — the setup goes smoothly when they’re ready.
- WordPress website: Installed and set up on your server.
- QuickBooks 11 or higher: Available for download/install. PC versions offer web connector capabilities — check with QuickBooks about Mac web connector support.
- A valid SSL Certificate: Installed on your site.
- WP EasyCart: Installed and registered on your WordPress site.
- WP EasyCart Premium + the QuickBooks Extension: Downloaded and installed.
No SSL, no connection
QuickBooks will NOT connect to a server that does not have a valid SSL Certificate. Install one before attempting setup.
Download & Install the Extension
Every EasyCart extension installs as a new WordPress plugin — a very easy task, and we have a short guide to get you started. Learn how to install a WordPress plugin and EasyCart Premium extensions.
Setup Guide — Install the Plugins
This setup assumes QuickBooks 11 or higher is installed, a valid SSL Certificate is on your server, your WordPress site is set up, and the WP EasyCart plugin is configured. Complete those first, then start here.
Purchase WP EasyCart Premium
If you haven’t already, purchase WP EasyCart Premium — which includes the QuickBooks plugin — at www.wpeasycart.com.
Download Your Plugins
Once your purchase is complete, download the WP EasyCart PRO and WP EasyCart QuickBooks plugins from your account here. Just click download for each plugin and a zip file begins downloading.
Upload & Activate in WordPress
In your WordPress admin, click Plugins › Add New, then select Upload at the top of the page. Click Choose File, select the freshly downloaded zip, and click Install Now. Once the plugin installs, click Activate.
Open the QuickBooks Menu
A new menu item called ‘Quickbooks’ is now available on the left. Click it to go to the Setup page.
Setup Guide — Connect the Web Connector
Now link your WordPress site to QuickBooks so new data downloads automatically.
Download the QWC File
Start by downloading the QWC file and save it somewhere for later. Please take note of the password shown on this page — you’ll need it shortly.
Install the QuickBooks Web Connector Add-On
If you haven’t installed it yet, download and install the QuickBooks Web Connector Add-On from Intuit for your QuickBooks installation. Continue once complete.
Add the QWC File to QuickBooks
Add the QWC file from step 5 to QuickBooks so your QuickBooks application can connect to WP EasyCart and automatically download new data. Open QuickBooks and click File › Update Web Services, then click ‘Add an Application’ and select the downloaded QWC file. Want to learn more about sending data to QuickBooks? Read our blog post article on the topic.
Authorize the Web Service
When prompted to authorize the new web service, click ‘OK’.
Approve the Certificate (Optional by QB Version)
When prompted to check the application certificate, select ‘Yes, whenever this QuickBooks company file is open’ and click ‘Continue…’, then ‘Done’ when prompted.
Enter Your Password
Enter the password from the WP EasyCart QuickBooks Setup menu page (from your WordPress admin) in the provided password box. Press enter and click ‘Yes’ when prompted to save the password.
QuickBooks — Update Web Services
💡 Before you import: You’re now ready to begin transferring data — but we recommend turning off auto-updates for now. There’s more we should do before importing data.
Exporting QuickBooks Data
To keep conflicts and issues to a minimum, you need to make a lot of initial connections between EasyCart and QuickBooks. Here’s how to begin.
Click ‘Import Data’
On the WP EasyCart QuickBooks setup page, click ‘Import Data’.
Run the Web Connector
On your Web Connector, check the box next to the web connector and click ‘Run Selected’.
Return to Setup
This completes the import. Return to the setup page or refresh that page in your browser to continue.
QuickBooks — Web Connector Window
Import Default Payment Methods
Every payment type you collect needs a valid payment method connection. Third party payments (PayPal, Dwolla, etc.), Visa, MasterCard, Discover — you must connect each of them. Don’t have these payment methods created yet? Create them quickly like this.
Click ‘Export Payment Methods’
On the setup page, click ‘Export Payment Methods’.
Run the Web Connector
On your Web Connector, check the box next to the web connector and click ‘Run Selected’.
Refresh & Continue
This completes the import. Return to the setup page or refresh it in your browser to continue to the final setup step.
QuickBooks — Web Connector Run Selected
Account Setup Options
The final setup step: connect your various accounts, items, tax items, and payment methods. There are many optional setups and ways to do this — consult an accountant if you’re unsure how to organize your business accounts.
- Default Product (Non-Inventory) Account: For products where you are not tracking inventory — kept separate from regular Inventory Items. This is also the default product type if you have not enabled Inventory Items (see enabling inventory items below if you choose to use that feature). Products imported from WP EasyCart to QuickBooks are categorized under this account.
- Default Product (Inventory) Income Account: Only applies if you have enabled Inventory Items in your company preferences (see below). If you do not select all three inventory accounts, EasyCart assumes all products are non-inventory items. This product type tracks quantity on the store — you have a specific quantity to sell.
- Default Product (Inventory) COGS Account: Only applies with Inventory Items enabled in company preferences. If the three inventory accounts aren’t all selected, EasyCart assumes all products are non-inventory items.
- Default Product (Inventory) Assets Account: Only applies with Inventory Items enabled in company preferences. If the three inventory accounts aren’t all selected, EasyCart assumes all products are non-inventory items.
- Fees Account: Where your merchant services fees will be added. This option will be added in the future with deposits (Stripe only).
- Bank Account: The account in which your deposits are made. This option will be added in the future with deposits (Stripe only).
- Discount Item: The item that discounts will be logged under (coupons and promotions). Set up a default discount item and import it under Quickbooks › Discount Items.
- Shipping Item: The item that shipping totals will be logged under. If you haven’t set this up, do so now as an ‘Other Item’ and import via Quickbooks › Other Items.
- Default Tax Item: An other item imported to QuickBooks as a line item on your Invoice or Sales Receipt. See the Taxes section below to learn more about tax setup with QuickBooks.
- Duty Item: An other item imported to QuickBooks as a line item on your Invoice or Sales Receipt.
- VAT Item: An other item imported to QuickBooks as a line item on your Invoice or Sales Receipt.
- State Tax — State Code: A ‘Sales Tax Code’, set up in your account preferences. You can connect a different state tax to each state. Refer to the Taxes section below for more info.
- Taxable Code: This is REQUIRED! Default setup is TAX, but it can be edited in your QuickBooks account. By connecting this you can make any change without consequence.
- Non-Taxable Code: This is REQUIRED! Default setup is TAX, but it can be edited in your QuickBooks account. By connecting this you can make any change without consequence.
- Invoice Class: The class shown on the invoice upon import.
- Invoice Template: The template shown on the invoice upon import.
- Invoice Rep: The rep shown on the invoice upon import.
- Invoice Bill Month: The value under billing month (see the rep/month screenshot below).
- Various Payments: Visa, Discover, AMEX, Third Party Payments, and more. These are enabled via WP EasyCart › Settings › Payments and then MUST be connected to a payment method. Import them following the instructions on this page OR create your own and import on the Quickbooks › Payment Methods panel.
QuickBooks — Product Account Selection
QuickBooks — Inventory Item Accounts
QuickBooks — Invoice Class
QuickBooks — Invoice Template
QuickBooks — Invoice Rep & Bill Month
Additional Setup Options
Three more options that shape how orders and customers appear in QuickBooks.
- Customer Name Format: The format of customer names imported to QuickBooks. We support First Last and Last, First.
- Order Type: Many prefer Invoice format — an invoice and a payment shown separately — while others prefer a simple sales receipt. Choose whatever is best for your company.
- Invoice Extension: Important for preventing conflicts if you already have orders in your QuickBooks file — it makes all EasyCart orders unique. For example, with a ‘-wp’ extension, order 4001 shows in QuickBooks as 4001-wp and won’t conflict with an existing QuickBooks order numbered 4001.
Taxes
Taxes can be handled by the default QuickBooks system or as a line item attached to an ‘other item’ account. Collect taxes from multiple states? Enable and set up sales tax like this.
- Go to Edit › Preferences.
- Select Sales Tax › Company Preferences and choose ‘Yes’ to enable sales tax. Once enabled, add a sales tax item for each possible rate you will be charging.
- You can change the Tax and Non codes on this screen as long as they’re connected in the accounts setup (Taxable Code and Non-Taxable Code).
- You must provide a default tax item for users that check out in an un-taxed state — otherwise QuickBooks will always assume your default tax option and show invalid totals on your invoice. Each state must also have its own rate or the same problem will arise.
QuickBooks — Edit › Preferences
QuickBooks — Sales Tax Company Preferences
QuickBooks calculates tax on the invoice
WP EasyCart does NOT import that amount. This can cause issues if products are set taxable or not taxable incorrectly, OR tax rates change in one place and not the other, OR a user is set up to be tax-exempt. If you find this is causing issues, try our line-item based system below.
💡 Line Item Based Sales Tax: In many cases the sales tax method in QuickBooks causes more issues than it solves. We recommend creating an ‘other item’ for tax and letting EasyCart add a line item for tax totals — guaranteeing the imported invoices match the actual payment within the cart. Just connect the Default Tax Item, Taxable Code, and Non-Taxable Code. That’s all you need, and the cart does the rest.
Shipping & Discounts
Shipping and discounts are connected to an account in the setup and shown as a line item on the invoice or sales receipt.
Inventory Items — Enable Inventory & Purchase Orders
Want QuickBooks to track quantities? Turn on inventory tracking in two quick steps.
Open Preferences
In QuickBooks, go to Edit › Preferences…
Activate Inventory & Purchase Orders
Enable ‘Inventory and purchase orders are active.’ — found in the Items & Inventory › Company Preferences tab.
QuickBooks — Edit › Preferences
QuickBooks — Items & Inventory Company Preferences
Power Feature
Bill Customers Directly from QuickBooks with Manual Payments
Leverage QuickBooks, the QuickBooks plugin for WP EasyCart, and the WP EasyCart plugin together with manual payments — and bill customers straight from QuickBooks.
- Have users check out with manual payments
- When the order comes into QuickBooks, it arrives as an Invoice
- Send the invoice out to the customer to request payment
- If the user adds their credit card information and you’re set up to process credit cards, you can process that information on the order to complete the transaction
- Once the payment is received, you’ll see it in received payments
Troubleshooting Your Plugin
Check your Quickbooks › Queue for error information. If a call is successful it’s removed from the queue — if it fails, it’s left there for you to view. This is your best resource for troubleshooting.
💡 Note: Not all queue messages are errors. For example, a query with no results will tell you “nothing found” — it’s left in the queue for your reference and can be deleted at any time.
Sync Your Store. Balance Your Books.
Accounting integrations have a lot of moving parts. If your Web Connector, accounts, or tax setup won’t cooperate, our support team is ready to help.