To download and sync WooCommerce transactions into QuickBooks Online, you must link your WooCommerce store with PayTraQer. This article explains how to integrate WooCommerce with PayTraQer and sync WooCommerce orders, products, customers, taxes, discounts, shipping charges, and refunds into QuickBooks Online.

Step 1: Open the WooCommerce connector in PayTraQer

• Log in to PayTraQer with the QuickBooks Online company you want to sync with WooCommerce.

• From the left menu, select Connectors.

• Choose E-Commerce Connectors to view the online store platforms connected to your PayTraQer account.

• Find your WooCommerce connection from the list.

• Make sure the WooCommerce connector is connected and active before moving to the next step.

Step 2: Review how WooCommercetransactions will be recorded in QuickBooks

• In the Ecwid connector row, click on See How It Works.

• A User Guide window will open, showing how PayTraQer syncs WooCommerce transactions into QuickBooks entries.

• Under Transaction Recording, check the mapping displayed for your Ecwid sync.

• Make sure that the payment is recorded as an invoice payment, and the fees are expenses in QuickBooks.

• Confirm that Customer Refund is listed as Refund in QuickBooks.
  

• Click “OK” once you have reviewed the transaction flow.

Step 3: Open the Transactions page in PayTraQer 

• On the left menu, select Transactions.

• The Transactions dashboard has various organizational views that assist in managing and checking your data flow:

• Stay in the Review tab to view WooCommerce transactions that are prepared to sync with QuickBooks Online.

• In the Review tab, click on Filter.

• You can use options such as Date, Amount, Payment System, Transaction Type, Transaction ID, and Contact to filter the records.

• Select Current Page if you want to choose all transactions that are currently displayed.

• By applying the required filters, you can quickly find the WooCommerce transactions you need to review or sync.

• This makes it easier to work with only the relevant transactions instead of going through each record manually.

• Once you have applied the necessary filters, choose the WooCommerce transactions you want to process.

• The selected records will be highlighted, and the total number of selected transactions will be visible at the bottom.

• Use Sync to upload all selected WooCommerce transactions to QuickBooks Online at once.

• Choose Ignore if you do not wish to sync the selected transactions.

• Click Clear Selection to discard the selected records and restart if necessary.

• This option enables you to manage multiple WooCommerce transactions in one go instead of syncing them one at a time.

Step 4: Start the sync review for the WooCommerce transaction 

• To sync the transaction, click on Review & Sync.

• PayTraQer will display the transaction details on the right side of the screen.

• In this section, confirm the WooCommerce transaction number, date, and amount.

• Also, check the QuickBooks transaction type mapped to this record.

• Ensure you are looking at the right WooCommerce payment before proceeding.

Step 5: Confirm the synchronization result

• After the sync, check the Sync Details window.

• Make sure the status shows Successful.

• Verify the QuickBooks entries created for the transaction, including the Invoice and Payment.

Step 6: Verify the synced transaction in PayTraQer

• Go to the Synced tab to check the WooCommerce transactions that are already in QuickBooks Online.

• Select Report if you want to see the sync summary.

• If the transaction was mistakenly posted, use Undo to reverse the sync from PayTraQer.

• Use Details to review what was generated for the synced record.

• Click on Open in QuickBooks next to check the record directly in QuickBooks Online.

Step 7: Review past sync

• Go to the Sync History tab to look at previous sync activities.

• Look at the sync date, the types of transactions made, and the count of successful or failed records.

• This page helps you monitor earlier sync operations and verify what was posted.

• If needed, you can use Undo here to reverse the WooCommerce transaction that was synced earlier.

Step 8: Open the EcwidSync Settings page 

• In the left menu, select Settings.

• Choose Sync Settings from the list of options.

• Find the WooCommerce connector card on the page.

• Click Change Settings to access the WooCommerce sync configuration.

• Ensure the WooCommerce settings screen is displayed before making any changes.

• This page allows you to manage how WooCommerce Sales, items, customers, taxes, and fees sync with QuickBooks Online.

Step 10: Configure the Sales tab

• Open the Sales tab in the WooCommerce Sync Settings screen.

• Under Accounts, select the bank account for WooCommerce sales deposits in QuickBooks Online.

• Choose the payment method for tracking WooCommerce transactions.

• In the Customers section, decide if PayTraQer should automatically create customers if they don't exist in QuickBooks Online.

• If you prefer not to create separate customers for each transaction, select a Common Customer for WooCommerce sales.

• Use “Customize Customer Matching” if you want PayTraQer to align WooCommerce customers with existing QuickBooks customers based on your chosen matching rule.

• Check any additional options for sales posting, tracking, class, or location if your QuickBooks company utilizes them.

• If your process needs fee-only posting, look at the sync option for skipping sales and only processing related fees.

• After reviewing the sales-related mapping, click “Save”.

Step 11: Configure the Product and Services tab

• Open the Product & Services tab.

• Enable the option to automatically create products or services if the WooCommerce item isn't already in QuickBooks Online.

• Select the type of product or service that PayTraQer should generate, like Non-Inventory, if it suits your workflow.

• Pick the income account that will be associated with the products or services created from the WooCommerce transactions.

• In the Match Product section, decide how product matching should occur, such as by Name.

• Utilize Customize Product Matching if you wish to establish precise matching rules between WooCommerce items and QuickBooks products or services.

• In the Common Item section, if you prefer all WooCommerce sales to utilize a single common item in QuickBooks Online, enable the common product or service option and choose that item.

• Carefully review the product setup to ensure that new and existing WooCommerce items sync properly.

• Click “Save” once the Product and Services settings are finalized.

Step 12: Configure the Tax tab

• Open the Tax tab.

• Enable automatic tax calculation if you want PayTraQer to automatically compute and apply tax for all WooCommerce sales and expenses.

• Enter the necessary tax percentage for direct payments received if your setup requires tax values in this section.

• Enter the shipping tax percentage if you need to track shipping tax separately.

• Select the common tax code you want PayTraQer to use for WooCommerce transactions in QuickBooks Online.

• Make sure the tax code you select here matches the tax setup in QuickBooks Online.

• Check the full tax mapping before saving, as incorrect tax settings can affect transaction totals and reporting.

• Click “Save” after you finish with the Tax tab.

Step 13: Configure the Fees tab

• Choose the vendor that will get the Square payment fees, pick the fee category to log those expenses, and specify the bank account for recording the payment fees in QuickBooks.

• If you want all synced fee entries to be assigned to one class for reporting, select a class for your fees.

• Select a location or department for your fees, or enable the option to skip syncing fee details.

• Check the fees tab thoroughly, then click Save.

Step 14: Configure the Payout tab

• Next, open the Payout tab.

• Decide if you want to handle payouts or settlements from Square.

• Turn on this option if you want PayTraQer to sync payouts as transfer transactions to your chosen checking account.

• Check the payout settings thoroughly, then click Save.

Step 15: Configure the Payment Processors tab

• If you take payments via processors connected to Ecwid, you can connect them under Payment connectors in PayTraQer.

• After linking, you can enable separate GL accounts for each payment system to direct sales and fees to different accounts based on the processor.