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
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
no stored settingsWhat 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. QuickBooks Online is not supported. 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
no stored settingsThe 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.
3 settingsImport your QuickBooks lists
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
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
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.
⚠️ 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.
7 settingsSend orders as
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
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
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
A QuickBooks sales rep given to every order, on sales receipts and invoices alike.
Invoice class
A QuickBooks class for invoices. Sales receipts do not carry it.
Invoice template
The QuickBooks invoice template used for invoices. Sales receipts do not use it.
Invoice PO number
Invoices carry the month of the order as their PO number. Pick how it is written, from January 2027 to just Jan..
Products
Where new products go in QuickBooks. A product already in QuickBooks with the same name ( its SKU ) is linked, not added.
4 settingsAccount for new products
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
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
The cost of goods sold account for inventory items.
Inventory asset account
The inventory asset account for inventory items.
Order totals
The QuickBooks items for shipping, discounts and taxes on each order.
9 settingsShipping item
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
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
An other charge item for tips left at checkout. Orders with a tip wait until it is chosen.
Discount item
A discount item for coupons, promotions and gift cards on the order.
Sales tax item
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
A sales tax item for duty on international orders.
VAT item
A sales tax item for VAT added at checkout. VAT already included in your prices is not added again.
Taxable code
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
The code every other product line gets. Only non-taxable codes are offered.
⚠️ 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.
1 settingSales tax item for each state
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.
Payment methods
The QuickBooks payment method for each way customers pay, on sales receipts, invoice payments and refunds.
18 settingsVisa
The QuickBooks method for Visa payments. It is also the last fallback: a payment no row matches, with Everything else empty, goes here.
Mastercard
For Mastercard payments.
American Express
For American Express payments.
Discover
For Discover payments.
Other cards
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
PayPal, and your store’s third-party checkout such as PayFast, Skrill or Redsys.
Pay later
Affirm, Klarna, Afterpay and Zip.
Bank payments
ACH, SEPA Direct Debit, iDEAL, Bancontact and other payments straight from a bank account.
Amazon Pay
For Amazon Pay.
Bank transfer and invoices
Direct deposit at checkout, and orders built in the admin and paid outside the store.
Everything else
Any payment none of the rows above matches. Left empty, those go on the Visa method.
JCB
For JCB cards.
Diners Club
For Diners Club cards.
Mastercard Debit
For Mastercard Debit cards.
Visa Debit ( Delta )
For Visa Debit ( Delta ) cards.
Visa Electron
For Visa Electron cards.
Maestro
For Maestro cards.
Laser
For Laser cards.
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
no stored settingsChanges 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
no stored settingsThe 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
no stored settingsStore 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
The orders that go to QuickBooks once paid.
The state tax rates that get their own QuickBooks item.
Flex-Fees, each sent as its own line.
The payment methods mapped to QuickBooks.
Try the PRO features free for 14 days
Anything marked PRO comes with WP EasyCart PRO or Premium. Take the whole thing for a run on your own store before you decide.